Data Governance: A Tale Of Two Approaches

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1 Data Governance: A Tale Of Two Approaches Hugh McCabe, Manager, Information Technology and Services, Information Technology and Services (http://its.syr.edu)

2 Syracuse University Background Founded in 1870 Private, not for profit 13 schools and colleges 14,200 Undergraduates 6,200 Graduate/Law 4,300 Employees Research University High Research Activity

3 ITS Mission Syracuse University's Information Technology and Services (ITS) provides students, faculty, and staff with technology resources that support the University's mission of promoting learning through teaching, research, scholarship, creative accomplishment, and service. ITS works in partnership with the technology departments located within SU's schools, colleges, and administrative divisions.

4 ITS Organization Centralized organization CIO reports to both the Provost and CFO ITS consists of 8 areas, 150 staff members Enterprise Technology Group (ETG) 25 staff 3 groups (database/middleware, information delivery (DW), and identity management) Distributed IT support personnel in schools and colleges

5 Data Governance definition? Data governance is an emerging discipline with an evolving definition. The discipline embodies a convergence of data quality, data management, data policies, business process management, and risk management surrounding the handling of data in an organization. Through data governance, organizations are looking to exercise positive control over the processes and methods used by their data stewards and data custodians to handle data. Wikipedia

6 Data Governance definition? Data governance is the organization and implementation, policies, procedures, structure, roles, and responsibilities which outline and enforce the rules of engagement, decisions, rights, and accountabilities for the effective management of information assets." John Ladley with Gwen Thomas and several others.

7 Data Governance definition? Data Governance is the formal orchestration of people, process, and technology to enable an organization to leverage data as an enterprise asset and mitigate risk. Source: 36f23.netsolhost.com/data_governance...

8 Data Governance definition? Data Governance is a formal function within a company tasked with aligning people, process, & technology to administer and manage the Organization s data & information assets in a way that supports the overall business goals & objectives of the enterprise. It specifically focuses on developing & implementing strategies, programs, & standards that promote data quality, integrity, accuracy, usability, reliability, security, consistency, compliance, & accountability across the company. Nigel Turner

9 Data Governance definition? Practice of making strategic and effective decisions regarding information assets Oversees data stewardship across the organization Requires close cooperation among IT and business areas that understand the data and its business purpose

10 Data Governance definition? Effective Data Governance makes data: Reliable Consistent Complete Easily available to those with a legitimate need for it Unavailable to those without a legitimate need or authorization

11 When/Why Data Governance Size - The organization gets so large that management is not able to address data-related cross-functional activities. (Focus on functional area needs). Complexity - The organization's data systems get so complicated that traditional management isn't able to address data-related crossfunctional activities. Regulation, compliance, or contractual requirements call for formal Data Governance

12 When/Why Data Governance System Silos - The organization's Data Architects, SOA teams, or other horizontallyfocused groups need the support of a crossfunctional program that takes an enterprise (rather than silo d) view of data concerns and choices.

13 When/Why Data Governance Upstream impact of data Independent/isolated data standards, business rules, and data models Multiple technologies for same or similar purpose Enterprise level technology used for single instance projects.

14 Data Governance, Data Warehousing and BI Data Quality is a key connection between Data Governance is Data Warehousing/BI. Security Access Reliability Usability

15 The Syracuse Data Governance Journey ITS Office of Institutional Research & Assessment collaboration. Known data issues Access Inefficient request process No defined escalation procedures Lack of data quality audits

16 The Syracuse Data Governance Journey Known data issues (continued) Duplication of University data No comprehensive list of data initiatives Insufficient education and training on data Use of shadow systems

17 The Syracuse Data Governance Journey Convened Data Governance Group: Academic Affairs Comptroller Budget and Planning Enrollment Management Human Resources Information Technology Development OIRA Student Affairs Treasurer

18 Data Governance Roadmap Executive Sponsorship and Approval Membership, Education, and Ownership Assessment Develop Data Governance Strategy Implement

19 SU s Initial Data Governance Objectives Establish appropriate responsibilities for data management Improve ease of access Improve the collection of data Enhance the quality and security of data Reduce data redundancy Promote education and training

20 Needs Assessment Process Met with Data Governance Group members individually. They included other staff from their area, as necessary. Used a basic snowball technique to identify others we should include in the needs assessment and conducted additional interviews. Conducted multiple interviews with some departments to clarify needs already presented and identify additional ones.

21 Needs Assessment Questions What are the top 3 data questions that you want addressed? Are there data that you could use to make your area s work processes more efficient? What are the most often asked data questions of your group? What are the hot data topics/projects that your area is working on or will be in the near future? What data questions do you have that might be answered with data from other offices?

22 Needs Assessment Questions What concerns, if any, do have with others accessing data from your area? Do you have general data process related questions (e.g., where to get certain information, how to find out about training, how to request access to data)?

23 Initial Findings Categories Business Process/Alignment Policy, standards, strategy Data quality Management alignment Privacy, Security, Compliance Data Access and Acquisition

24 Initial Findings Categories Technical/Reporting Architecture/integration Data Warehouse/Business Intelligence Reporting Education/Training

25 Initial Findings Semi Structured Data

26 Initial Findings Category Examples Business Process/Alignment eliminate shadow systems; conduct more audits to confirm data entry; coordinate system changes with other departments Privacy, Security, Compliance public safety request for disability information in order to respond to emergencies Data Access and Acquisition identification of commuter students, student organization participation, HS transcript data Technical/Reporting need for more historical data Education/Training how to obtain data

27 Initial Findings Structured Data

28 Overall Data Governance Matrix High Impact High Medium Low Complexity Medium Low

29 Next Steps Develop a Data Governance strategy Review categories and matrix with sponsors Present initial findings with Data Governance Group Prioritize projects based on matrix Get buy-in and commitment of support/resources from Data Governance Group Implement projects

30 Admissions Subject Area/Data Mart Request for Admissions Subject Area/Data Mart Data sources: Admissions (24) Financial Aid (15) Campus Community (26)

31 Admissions Subject Area/Data Mart Multi disciplinary team: Admissions Financial Aid Student Records OIRA ITS Data Warehouse Four months Not scalable Multi disciplinary effort was big win

32 Data Governance: Implementing A Delivered Higher Ed Data Warehouse Evaluating delivered Higher Ed data warehouse Implications of our prototype Time to develop Internal expertise Capacity

33 Data Governance: Implementing A Delivered Higher Ed Data Warehouse Assemble sponsors Enrollment Management» Financial Aid» Admissions» Student Records OIRA Academic Affairs Learning Management Systems Team Information Technology

34 Data Governance: Implementing A Delivered Higher Ed Data Warehouse Plan Implementation Governance group as project Executive Committee Data custodians as project team Current Project Status

35 SU s Initial Data Governance Objectives Establish appropriate responsibilities for data management Improve the collection of data Enhance the quality and security of data Reduce data redundancy Promote education and training Improve ease of access

36 Conclusions Success & Accomplishments Documented the University s issues with data Created framework for prioritizing work related to information delivery Established senior executive level forum for discussing business analysis Created a prototype/proof of concept data mart Obstacles/lessons learned Gaining traction & maintaining momentum Scheduling Governance can be advance with a BI/DW initiative

37 Data Governance: A Tale Of Two Approaches Hugh McCabe, Manager, Information Technology and Services, Please take a moment to complete our evaluation at: bit.ly/nercomp_governance Information Technology and Services (http://its.syr.edu)

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