presented by: carmen mckenzie, sbctc susan maxwell, clark college data governance

P R E S E N T E D B Y : C A R M E N M C K E N Z I E , S B C T C

S U S A N M A X W E L L , C L A R K C O L L E G E

DATA GOVERNANCE

THE STATE OF OUR DATA – ANCIENT HISTORY

•Grew up as separate systems (SMS, FAS, PPMS, FMS)•Lots of local management decisions•CIS and SBCTC would indicate what data elements needed to be standardized

THE STATE OF OUR DATA – ANCIENT HISTORY

•Reporting done from within the area responsible for the system•Technology did not easily facilitate cross- functional reporting.

THE STATE OF OUR DATA – MODERN HISTORY

• Institutional Research (IR)•Accountability (WSQA)• Initiatives• Student Achievement• Achieving the Dream

•External data usage

THE STATE OF OUR DATA – MODERN HISTORY

• Technology advances• SQL servers – place to pull HPSA data•Operation Data Store (ODS)•ODBC connections

•More and more reliance upon data

DATA QUALITY

•Consistency•Conformance to business definition•Conformance to data formats•Definition interpretation

DATA QUALITY

•Not an IT problem

THE STATE OF OUR DATA – OUR FUTURE

• •On demand data•Analytics

WHAT IS DATA GOVERNANCE?

•We are already managing data in our system. •RPC Data Stewards•BAC Chart of Accounts workgroup•A Data Governance program will formalize and standardize the process.

WHAT IS DATA GOVERNANCE?

•An emerging discipline that combines •data management, •data quality, and •data policies through a system of decision rights.

WHAT IS DATA GOVERNANCE?

•A program, not a project•Not a one-time effort•Requires ongoing monitoring to promote continuous improvement.

WHY DO WE NEED DATA GOVERNANCE?

External Evaluation recommendations:

•An Efficiency Study recommendation

•Recommended by Gartner for the ctcLink project

WHY DO WE NEED DATA GOVERNANCE?

•To put a structure to our data management already in place•To ensure standard data for ctcLink and state decision making•To ensure accountability and identification of responsible parties

WORK DONE TO DATE

• BAC and RPC joined forces to create a Data Task Force

• Included two members per commission and five members from RPC

• Data Task force met regularly to get educated about data governance and to create an Operating Model

• Data Task Force presented to the WACTC Technology committee and received the recommendation that RPC sponsor the activity

• RPC agreed to sponsor this activity and created the standing Data Governance Committee.

DATA TASK FORCE RECOMMENDATION

• Implement a Non-Invasive Data Governance program in two phases

• Phase I will focus on:• Implementing the data governance

structure• Standardizing data definitions • The migration into the new ERP system• Requires strong coordination with the

ctcLink project governance

DATA TASK FORCE RECOMMENDATION

• Phase II will focus on:• Data Quality• Business Intelligence• Program plan (developed during the end of Phase I as the program matures)

Info

rmation

Tech

nol

ogy

Exp

ert

s

Exectutive Level

Strategic Level

Tactical Level

Operational Level

Data Domain Stewards (Exists) Per Subject Area (i.e. Student, Financial, Personnel) Will propose data policies and standards to the Data Governance Committee. Responsible for implementing the data policies and standards.

Operational Data Stewards (Exists) 

Per Subject Area (i.e. Student, Financial, Personnel)Accountable for execution and maintenance according to the data policies and standards.

 WACTC, State Board and State Board Staff (Exists) Endorses the program and approves policy related decisions.

Information Technology Experts (Exists)

IT staff from the colleges, SBCTC Bellevue and SBCTC Olympia.

Non-Invasive Data Governance Operating Model

Data Governance Committee (New) Sponsored by the Researcher and Planning Commission.  Provides oversight and decision making authority over data related issues.

Comm

unication and Escalation

OPERATIONAL DATA STEWARDS

•Accountable for the execution and maintenance of the data according to the definitions, policies and standards.

OPERATIONAL DATA STEWARDS

• Already exists in our system, these are the data producers, the people who are entering the data or managing the data entry.• The job responsibilities of the operational data stewards will not change from what they are today. • They are being identified not given new responsibilities.

Info

rmation

Tech

nol

ogy

Exp

ert

s

Exectutive Level

Strategic Level

Tactical Level

Operational Level

Data Domain Stewards (Exists) Per Subject Area (i.e. Student, Financial, Personnel) Will propose data policies and standards to the Data Governance Committee. Responsible for implementing the data policies and standards.

Operational Data Stewards (Exists) 

Per Subject Area (i.e. Student, Financial, Personnel)Accountable for execution and maintenance according to the data policies and standards.

 WACTC, State Board and State Board Staff (Exists) Endorses the program and approves policy related decisions.

Information Technology Experts (Exists)

IT staff from the colleges, SBCTC Bellevue and SBCTC Olympia.

Non-Invasive Data Governance Operating Model

Data Governance Committee (New) Sponsored by the Researcher and Planning Commission.  Provides oversight and decision making authority over data related issues.

Comm

unication and Escalation

DATA DOMAIN STEWARDS

•Responsible for proposing standard definitions and implementing the decisions made by the Data Governance Committee. •Stewardship “An ethic that embodies responsible planning and management of resources.”

DATA DOMAIN STEWARDS

• Each commission forms one or more Data Domain Stewards committee depending upon the amount and complexity of the data within the commission’s functional area. • Each committee will elect two co-chairs

that will occupy the position for a two year period. • Each committee shall also be staffed by

SBCTC policy and IT members.

Info

rmation

Tech

nol

ogy

Exp

ert

s

Exectutive Level

Strategic Level

Tactical Level

Operational Level

Data Domain Stewards (Exists) Per Subject Area (i.e. Student, Financial, Personnel) Will propose data policies and standards to the Data Governance Committee. Responsible for implementing the data policies and standards.

Operational Data Stewards (Exists) 

Per Subject Area (i.e. Student, Financial, Personnel)Accountable for execution and maintenance according to the data policies and standards.

 WACTC, State Board and State Board Staff (Exists) Endorses the program and approves policy related decisions.

Information Technology Experts (Exists)

IT staff from the colleges, SBCTC Bellevue and SBCTC Olympia.

Non-Invasive Data Governance Operating Model

Data Governance Committee (New) Sponsored by the Researcher and Planning Commission.  Provides oversight and decision making authority over data related issues.

Comm

unication and Escalation

DATA GOVERNANCE COMMITTEE

•Provide oversight and decision making authority over data related issues. •A standing committee within RPC•Requires a vote during the business meeting

DATA GOVERNANCE COMMITTEE

• One voting member from each commission’s Data Domain Stewards committee (a co-chair).• Members of the Research and Planning Commission. • This allows for a cross-functional decision making. • Many of the existing Data Task Force members have committed to participating in the Data Governance Committee.

DATA GOVERNANCE COMMITTEE

DGC

BAC

IC

RPC

ITCHRMC

PIC

SSC

COLLABORATION WITH CTCLINK

• The ctcLink project offers an opportunity to implement consistent definitions and use of data elements across the system. • The ctcLink project teams will communicate data

elements and codes to the Data Governance Committee. • The Data Governance program will provide the

definition of the data elements. • The ctcLink project will align the data

elements/codes with the definitions.

NEXT STEPS

•Data Governance Committee Kick-Off meeting planned for March, 2013.• Charter & Guiding Principles• Procedures for Task list – ctcLink 1st priority•Work plan, including DDSC guidelines