CDE Data Governance Program - CDE-Specific and SLDS (P20+) Programs

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1 CDE Data Gvernance Prgram - CDE-Specific and SLDS (P20+) Prgrams On September 27 th and 28 th, State Supprt Team (SST) Members Crey Chatis and Jeff Sellers visited Clrad t help CDE begin a Data Gvernance prgram. The scpe f their discussins included a CDE-specific Data Gvernance apprach, as well as a recmmended apprach fr develping a P20+, r SLDS, Data Gvernance prgram. As a result f thse meetings, please see belw a high level summary f key take-aways by the senir IMS team wh crdinated the visit. Identifying wh the P20+ system will serve and what it will infrm (in terms f plicy changes, wh are all the P20 custmers, what will the new system bring t them in value terms, etc). Specifying the questins we are trying t answer. If we d that bth internally and acrss state agencies, it will guide the pririties and the wrk lad. We re much further ahead internally. Especially interesting is hw states have identified the critical questins. Wuld like t use thse as a catalyst fr Clrad agency administratrs t define ur wn state P-20+ pririties. Want t harness the excitement and energy that was in the rm during the P-20+ presentatin. Dn t want t lse that. Imprtance f legislative linkage-invlving the legislatrs liaisns early and ften s they can help guide SLDS pririties Using ur Cllege and Career Placement prgram (ICAP) as an example fr SESC t address. Pssible Surces f Data Department f Regulatry Agencies (DORA) fr all f the prfessinal licenses wuld be beneficial. They are nt n ur list f agencies fr the first phase. Pssible Surces f Data Cntacting vcatinal services t address thse that dn t necessary g n t higher educatin. Sustainability Frming a separate grup t supprt and manage the system lng term. Seems like a gd fit fr the GDAB and what they were riginally intended t address. Invlving the business units and getting buy in frm the Executive Leadership team as being the mst vital. We in IMS want them t be mre invlved and understand the imprtance f data gvernance. Wuld like t understand ur business partners perceptins f data gvernance and where they feel that data respnsibility lies. Obviusly each audience member tk away different pints f interest, and we hpe at least t have reached a cmmn understanding f what Data Gvernance is and hw critical it is fr ur everyday effrts here at CDE twards better data management and stewardship. What fllws is a summary dcument frm Crey and Jeff, including their recmmendatins tward ur next steps in develping data gvernance prgrams. At the cnclusin f their dcument, we have included a visual timeline representing the key milestnes and deliverable dates recmmended by Crey and Jeff. We (IMS) will develp a 30/60/90 day plan that includes mre detail than the SST dcument, with a suggested methd f hw we can wrk twards and accmplish the gals laid ut in Crey s and Jeff s recmmendatins.

2 STATE SUPPORT TEAM RECOMMENDATIONS COLORADO DEPARTMENT OF EDUCATION OCTOBER 6, 2011 BACKGROUND State Supprt Team (SST) Members Crey Chatis and Jeff Sellers spent September 27-28, 2011 at the Clrad Department f Educatin, meeting with the CDE Cabinet, Executive Team, and IT staff, and members f the SLDS Executive Steering Cmmittee (SESC) t discuss data gvernance. In preparatin fr the visit, they held tw planning calls with CDE IT staff members and reviewed dcumentatin regarding existing and planned data initiatives. The fllwing recmmendatins divided int CDE agency data gvernance and P-20 data gvernance are based n these surces f infrmatin. This is an pprtune time fr CDE t implement data gvernance as the fundatin fr and means f successfully revamping its data cllectins frm districts, and planning and implementing a P-20 lngitudinal data system with its partner agencies. NOTE: SST can prvide additinal detail n any f the recmmendatins, and technical assistance t help CDE and the SESC implement them, including templates, cnference calls, and additinal n-site visits t hst planning, wrk, and training sessins. CDE DATA GOVERNANCE RECOMMENDED ACTION ITEMS 1. Develp and ratify a CDE data gvernance plicy The data gvernance plicy establishes CDE leadership s cmmitment t implementing data gvernance and utlines the structures, prcesses, and rles that cmprise it The plicy shuld include the fllwing sectins: Definitins f key terms Prcedures Rles and respnsibilities: including Data Plicy Cmmittee (DPC), Data Management Cmmittee, Data Gvernance Crdinatr, and Data Stewards Prpsed timeline: Cmplete draft by 11/15/11; ratify final versin by 12/1/11 2. Establish an agency-wide data gvernance crdinatr The crdinatr shuld have an understanding f hw data use shuld supprt and infrm educatin plicies and prgrams, and an understanding f IT cncepts and systems (but des nt require an IT backgrund) The crdinatr shuld nt be lcated within IT r in a particular prgram area, and he/she shuld reprt directly t either the Cmmissiner r the Chief f Staff The crdinatr: (1) chairs and sets the agenda fr the Data Management Cmmittee (DMC); (2) serves as liaisn between the Data Plicy Cmmittee and DMC; (3) ensures data managers/stewards are fulfilling their respnsibilities; and (4) cnvenes wrking grups f data managers/stewards t address critical data issues spanning multiple prgram areas Prpsed timeline: Appint r hire by 1/1/12 2

3 3. Identify data stewards fr all prgram areas Data stewards determine data definitins, cllectin frequency, and reprting requirements t meet internal and external data users needs, and participate in mnthly DMC meetings and relevant wrking grups t address data issues that crss multiple prgram areas Data stewards shuld have an understanding f the prgram area s plicies, statutes, and required data cllectins and reprting Data stewards shuld all be prgram area staff nt IT staff Each data element CDE cllects shuld have ne respnsible prgram area data steward Aim fr between data stewards, agency-wide Recmmend a meeting f Prgram and Organizatinal Directrs t discuss and agree n critical data elements fr which data stewards are necessary. Prgram area directrs shuld make initial recmmendatins, t be apprved by CDE Cabinet/Data Plicy Cmmittee Prpsed timeline: Prpsed candidates nminated by each prgram area by 12/1/11; DPC apprval f data stewards by 12/15/11 4. Identify ther members f the Data Management Cmmittee Representatives wh shuld be members f the DMC (but wh are nt data stewards that is, are nt respnsible fr any data): At least ne IT representative At least ne LEA representative per district categry (as defined in Celer s Technical Implementatin Strategy Final Reprt); cnsider leveraging the Educatinal Data Advisry Cmmittee (EDAC) members Chief Cmmunicatins Officer Cnsider representatin frm Higher Educatin r Human Services Prpsed timeline: Prpse members by 12/1/11; DPC apprval f members by 12/15/11 5. Cnvene Data Management Cmmittee mnthly The initial, primary fcus f the DMC shuld be planning t implement the ADE Replacement Prject, in cncert with the vendr. The DMC shuld begin by reviewing the agency-wide data cllectin analysis cnducted by the cntractr (Insight Prject), and identifying all areas f redundant r unnecessary data cllectins. Identified gaps frm that study can help set future agendas. Prpsed timeline: Cnvene first mnthly meeting by 1/31/12 (depending n placement f Data Crdinatr, wh chairs this meeting) P-20 DATA GOVERNANCE RECOMMENDED ACTION ITEMS 1. Identify Clrad s P20+ educatin plicies These plicies shuld: Infrm the design f the P20+ SLDS 3

4 Priritize the data t be included and the initial analyses it prduces Help identify the stakehlder grups t be served by the P20+ SLDS Start with any P20+ educatinal legislatin that the P20+ SLDS culd supprt, such as the Cllege and Career Readiness Prgram, which is a natural fit fr P20+ and is already a legislative requirement T demnstrate capabilities and t gain buy-in, lk fr delivery f infrmatin that wuld resnate with: State legislatrs LEAs State agency prgram areas Add a representative frm the Gvernr s Plicy Office and/r the Legislature t the SESC t ensure state plicy pririties cntinue t influence the SLDS planning and implementatin Prpsed timeline: Define initial set f P20+ plicy questins by 11/15/11 2. Develp a P20+ Data Gvernance Plicy The plicy shuld be adpted by the SLDS Executive Steering Cmmittee (SESC) Define rles and respnsibilities (including interdependencies) f the SESC and the P20+ Data Steward Wrkgrup t prvide structure and directin Define decisin-making prcess fr the SESC (cnsensus vs. majrity (r super-majrity) vte) Identify ptential executive spnsrship fr the lng-term sustainability and directin f the P20+ educatin plicies and SLDS This leadership team culd include the Gvernr, Legislative representative(s), each participating agency head, r designee Decide which entity has prgrammatic respnsibility fr the P20+ SLDS Prpsed timeline: Cmplete draft by 11/15/11; ratify final versin by 12/1/11 3. Establish a P20+ Data Steward Wrkgrup The wrkgrup shuld be cmprised f data stewards frm each participating agency wh have indepth knwledge f their agency s data, and the plicies and prgrams that it supprts Participating members shuld: Identify lngitudinal data analysis f high pririty t their agency Bring back any identified data quality issues t their agency Cmmunicate surce system changes and their ptential impact upn the SLDS Cmmunicate SLDS changes and their ptential impact upn the agency s surce system Identify a wrkgrup t fcus n the matching prcess fr linking data acrss agencies (CUPID) Prpsed timeline: Prpse members by 12/1/11; SESC apprval f members by 12/15/11; Cnvene first mnthly meeting by 1/15/12 4

5 10/3/ /15/ /15/ /3/2011 1/2/2012 1/16/2012 1/31/2012 CDE Data Gvernance Timeline... Draft CDE DG Plicy Define Set f P- 20+ Plicy Questins Final CDE DG Plicy CDE Data Stewards Nminated DPC Apprval f DMC Members CDE DG Crdinatr in Place 1st Mnthly DMC Meeting SLDS (P20+) Data Gvernance Timeline... Draft SLDS DG Plicy SESC Apprval SLDS Data f DG Advisry Stewards Members Nminated 1 st Mnthly Meeting f Data Steward Advisry Bard Cmbined Effrts... Draft Data Gvernance Plicies Apprval f Data Gvernance Plicies Apprval f Data Management Cmmittees, CDE s DMC and SLDS s Data Advisry Grup 5

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