the center for idea early childhood data systems data governance demystified: concepts to reality...
TRANSCRIPT
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The Center for IDEAEarly Childhood Data Systems
Data Governance Demystified: Concepts to Reality
Session presented at: Improving Data, Improving Outcomes
Conference, September 2014
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Session Presenters/Facilitators
Christy Cronheim, Idaho Department of Health and WelfareRick Harris, Idaho Department of Health and WelfareMaria Synodi, Connecticut Department of Education
DaSy Facilitators- Bruce Bull, Sharon Walsh, and Denise Mauzy
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In this session, we will..
• Provide an overview of the Governance and Management Subcomponent
• Facilitate discussions about• Topics in the subcomponent• State panelists’ perspectives• Group discussion and report out
• Discuss ways to use this subcomponent in your state
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DaSy Framework Subcomponents
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Governance and Management
Authority and Accountability
QI = 3E = 14
Quality and IntegrityQI = 2E = 14
Security and AccessQI = 3E = 22
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Introduction to Data Governance and Management Subcomponent
Data governance is both an organizational process and a structure. – establishes responsibility for data– organizes program staff to collaboratively and continuously
improve data quality through the systematic creation and enforcement of policies, roles, responsibilities, and procedures
Management is the systematic development, implementation, and enforcement of procedures to operationalize the quality and security policies of the data system.
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Notes and Assumptions
Data governance exists whether formal or informal. Informal data governance is associated with significant risks. Formal data governance has significant benefits.Data governance structures and policies are not static.
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Notes and Assumptions (cont’d)
Managing the state data system requires responding to the evolving structures and policies and implementing the associated procedures. Part C/619 state staff or their representatives should be actively engaged in the governance of their data system.
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Authority and Accountability
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Authority and Accountability Focuses On…
Identification of data governance structureIdentifying decision-making authority and accountabilityAuthorizing staff or representatives to implement policies and manage the data system
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Connecticut:Existing Data Governance Context
Data Linkages
Data Collection Guides & Trainings
Technical Assistance
Stakeholder Involvement
Governance Body
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Connecticut Data Governance Structure
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Data Governance: Informal and Formal Systems
Multiple Layers of Data Governance– Formal Data Governance Committee– Some Decision-Making Regarding Data (e.g., security, access and
use) at Other Levels– Some Policies & Procedures: Program & Data Staff Provide Input
Security and Access to 619 Data– At Different Levels: Both Program and Data Staff– Heavy Reliance on FERPA for security & protection of PII– Training and TA: Provision of & Access to Internal and External
Training on Data Submission, Access, Security, Protection, Use– Addressing Data and Data Linkage Requests– Memorandum of Agreements (MOAs)
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Connecticut: 619 Governance Strengths & ChallengesDaily/weekly interface & collaboration between 619 and data staff is informal and formal (e.g., no written policies & procedures)– 618 Data– SPP and APR– Data Requests: within and outside of agency– Data Linkages: within and outside of agency
Authority & Accountability: review of data collection, draft analysis, edit checks, decision-making, data exchanges, program implications/policy implicationsQuality & Integrity: training, TA, quality assurance, data reliability and validity, 619 manager reviews data changes, edits, edit checks, otherChallenge: No formal policies for decision-making and at what level
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Quality and Integrity
Need graphic or cartoon here
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Quality and Integrity Focuses On…
Policies that require implementation of procedures to ensure validity, reliability, accuracy, consistency, and intended use of data Implementation of training and monitoring procedures to ensure consistent application of data quality and integrity policies and procedures
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Quality and Integrity, Idaho Part C
One major goal of our latest data system was to improve the ability to obtain accurate and reliable dataUpdates to system design are made as necessary to continue improving the quality and integrity of dataCrystal Report templates are created to help state and local management identify missing and incorrect data
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Quality and Integrity, Idaho Part C
Quality and Integrity improved with new system design
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Quality and Integrity, Idaho Part C
Original design led to staff incorrectly changing Projected and Actual Start Dates
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Quality and Integrity, Idaho Part C
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Quality and Integrity, Idaho Part C
New design change will improve timely service data
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Quality and Integrity, Idaho Part C
Crystal Report Templates that help identify missing and inaccurate data
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Security and Access
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Security vs Access: What’s the Difference?
Security-is your data safe?Access is allowing those with a need get (only) what they need
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Security (Governance)
Polices that support – People (e.g., training)– Technical safeguards – Data sharing
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Access (Governance)
Polices that support – People (e.g., training)– Systems (applications support appropriate user access)
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Management of Security and Access
Practices that support – Communication (inform, train)– Monitoring (people, systems)– Revision as needed
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Security and Access, Idaho Part C
All Staff and Contractors must adhere to HIPPA and FERPA when dealing with personally identifiable information in Idaho’s Part C data system Firewall, Virus, and backup protectionNew login standards
– Password must be changed every 90 days– Auto logoff after 15 minutes of activity– Standards updated as necessary
When staff or contractors are no longer employed their system access is inactivated.
– Crystal Report that will show inactivity periods of our users
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Security and Access, Idaho Part C
Legend
AAE
V
N
Sub-FunctionalityCO
AdminITP
AdminBilling Admin
CRU StateSC
SC Agency Admin
State SP SP View Only
All All Reg(s) All N/A N/A N/A N/A N/AReg or State
All All All AllOnly
assignedOnly
assignedOnly
assignedOnly
assignedOnly
assigned All
All All All All All All
All providers in agency All All All
All All All All All All All All All All
Worklists V V V V V V V V V V
ClientClient Search V V V V V V V V V VAdd New Client A A A N A N N N N NClient Screen (Main) A A A AE A AE V V V VDelete Client A N N N N N N N N NNew Referral Button (Telephone) A A A N A N N N N NTransfer button V V V N N N N N N NPrevious Screenings A A AE V AE AE V AE AE VCommunication A A AE V AE AE V AE AE VAttachments A A AE V AE AE V AE AE V
Service Provider
Service Agency
Location Restriction
Client Restriction
Tab/Section/Node Sub-Tab/Functionality
Role
ITPKIDS - Security Role Matrix Updated: 05-22-14
Security
All tasks (Includes Add/Edit, and Delete)
View Only
Add/Edit
Non Viewable (Not accessible if it is a button)
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Security and Access, Idaho Part C
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Security and Access, Idaho Part C
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Small Group Discussions
Your table has been assigned one of the Quality Indicators to discussReview the elements in your assigned Quality IndicatorDiscuss the strengths and possible challenges of your state in meeting the elements of quality in your assigned Quality Indicator
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Group Report Out
What were some highlights of the discussion at your table?Were there similar strengths identified?Were there similar challenges identified?Which elements of quality received the most discussion?Were there any surprises in your discussion?
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Ways Governance and Management Subcomponent Can Be Used by StatesState staff can use the self assessment (coming soon!) to see where the state is with different aspects of data useThe self assessment ratings can be used to identify priority areas for improvements in Data Governance and Management.The state can use the self-identified priorities to advocate for resources needed for better data use practices.
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Connecticut Data Governance
Connecticut’s Next StepsConnecticut is a DaSy partner stateFocus of Connecticut: Reviewing Data Governance Framework & Components [619 in context of B]Used the Data Governance Framework in a Survey Monkey to all members of the agency Data Governance CommitteePlan to use the results of survey to prioritize focus of 619 data in the context of the Data Governance Committee and decision-making with regard to 619 dataResult is to formalize policy and decision-making with the 619 program and data staff
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Connecticut: Data Governance Framework for Future Discussion
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LEAs and Other Stakeholders
IT, Data and Program Staff
Level 1 Decision-Making: Validation, Quality Assurance, Training and TA, Edit Checks
Data Governance Committee
Level 2 Decision-Making: Adding, Discontinuing, Indicators, Elements,
Collections
Executive
Level 3 Decision-Making:
CommissionerAgency Chiefs
Legislature CAPSSCASBOCASData & Program Experts, Other
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Idaho Data Governance
Idaho’s Next StepsIdaho is also a DaSy Partner stateIdaho Part C will use this framework to prioritize any areas that need improvement for data governance.Document clearly, our data governance policies and standardsCreate training materials on how to Manage Security settingsStay involved with our Department’s current project to align data governance standards for all of Health and Welfare
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Large Group Discussion
What are your thoughts on how the Data Governance and
Management component can be used in your state?
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DaSy Resources
Visit the DaSy website at:http://dasycenter.org/Like us on Facebook: https://www.facebook.com/dasycenterFollow us on Twitter:@DaSyCenter
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The contents of this presentation were developed under a grant from the U.S. Department of Education, #H373Z120002. However, those contents do not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the Federal Government. Project Officers, Meredith Miceli and Richelle Davis.