Data Governance- Changing Culture, Breaking Down Silos, and Deciding Who is in Control. Tuesday, July 29, 2-4 pm (EDT) ACT, Inc.

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1 Data Governance- Changing Culture, Breaking Down Silos, and Deciding Who is in Control Tuesday, July 29, 2-4 pm (EDT) ACT, Inc. One Dupont Circle NW Washington D.C. **Join us in person or via an interactive webcast** As part of the Data Quality Campaign s goal to provide a national forum for conversations about the power of longitudinal data, this Quarterly Issue Meeting will focus on the need to establish a data governance strategy to improve the quality, use, and management of longitudinal data systems to support data-based decision-making in education. The amount of and demand for high quality, accessible education data is increasing. Also, the type of information and the roles and responsibilities of data managers are changing as states shift from collecting and reporting aggregate data to student-level longitudinal information. These changes underscore the importance of developing a data governance strategy- a consistent network of data infrastructure and business processes that address issues around ownership, access, and protection of the data. Without established governance guidelines, data silos persist, turf issues remain, and data-based decision-making is inconsistent. Although data governance involves creating a unified Information Technology plan, coordinating the people, processes, and technology is equally important. Please join us to hear from K-12 and higher education leaders who are working to develop a data governance program that unifies the people, processes, and technology to institutionalize and facilitate student-level data-based decision-making. Refreshments will be served at the meeting, and the panel presentation will be followed by a discussion between the presenters and the audience. A policy brief on this issue will also be released at the meeting. Featured presenters will include: Kelli Parmley (MODERATOR), Assistant Vice Provost for the Center for Institutional Effectiveness, Virginia Commonwealth University The Honorable Frank Rasche, Chair of the House Education Committee, Kentucky House of Representatives (3 rd District) Corey Chatis, Director of Data Quality, Tennessee Department of Education Tom Foster, Interim Deputy Commissioner, Kansas State Department of Education Ted Carter, Data Manager, Kansas State Department of Education Charlotte Bogner, EDEN Coordinator, Kansas State Department of Education Time: Location: Tuesday, July 29, 2-4 pm (EDT) ACT, Inc. One Dupont Circle NW Lower Level Conference Room Washington D.C

2 In order to attend in person, please complete the online registration form under Upcoming Events on the homepage of the campaign s Web site, by Wednesday, July 23, Advance registration is required and seating is limited, so please sign up early. For those unable to attend the meeting in person, a live broadcast of this session will be available online and a video of this session and the policy brief will be available at the campaign s Web site after August 27, Advance registration to view the webcast is encouraged but not required at the campaign s Web site. Webcast Instructions Prior to the webcast- Advance registration is encouraged but not required Must have the most updated version of Windows Media Player. Please click here for the free download: Day of the webcast, July 29, Log onto the webcast up to 15 minutes before the meeting begins at 2 pm (EDT) May access the webcast two ways: 1. Click the following link: 2. Go to the Data Quality Campaign s Web site at and click VIEW WEBCAST under Upcoming Events on the right side of the homepage. Complete the contact information form, and view the webcast During the meeting, online participants can submit questions real time that will be given to the moderator and posed to the panel if time allows. For technical assistance accessing the webcast, please call About the Data Quality Campaign The Data Quality Campaign is a national, collaborative effort to encourage and support state policymakers to improve the collection, availability and use of high-quality education data and to implement state longitudinal data systems to improve student achievement. The campaign aims to provide tools and resources that will assist state development of quality longitudinal data systems, while providing a national forum for reducing duplication of effort and promoting greater coordination and consensus among the organizations focusing on improving data quality, access and use. MANAGING PARTNERS OF THE DATA QUALITY CAMPAIGN INCLUDE: Achieve, Inc. Alliance for Excellent Education Council of Chief State School Officers Education Commission of the States The Education Trust National Association of State Boards of Education National Association of System Heads National Center for Educational Achievement* National Center for Higher Education Management Systems National Governors Association Center for Best Practices Schools Interoperability Framework Association Standard & Poor s School Evaluation Services State Educational Technology Directors Association State Higher Education Executive Officers

3 *The campaign is managed by the National Center for Educational Achievement. The Bill & Melinda Gates Foundation is the founding funder; additional support has been provided by the Casey Family Programs and the Lumina Foundation for Education. For more information, visit the campaign Web site at

4 Data Governance Changing Culture, Breaking Down Silos, and Deciding Who is in Control The Data Quality Campaign presents: Kelli Parmley, Virginia Commonwealth University The Honorable Frank Rasche, Kentucky House of Representatives (3 rd District) Tom Foster, Ted Carter and Charlotte Bogner, Kansas State Department of Education Corey Chatis, Tennessee Department of Education This Quarterly Issue Meeting is made possible through generous support of the Bill & Melinda Gates Foundation.

5 The Plural of anecdote is Policy or The view from 30,000 feet DQC

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8 Policy Educational System??

9 Educational System

10 There is always a wellknown solution to every human problem--neat, plausible, and wrong. H. L. Mencken, Prejudices: Second Series, 1920

11 Year H. Start State Total Population % Served % % % % % Calculator 36.49% 36.78% 37.45% 38.00% 39.00%

12 Research: The single best predictor of success in college is completion of Algebra II in high school. Ergo Algebra II is now required for high school graduation.

13 Phineas T. Bluster H.S. has the following demographics: 42% minority 48% free/reduced lunch 14% limited English proficiency 33% none of the above PTBHS 33% 15% 48% 42%

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15 Data Governance and Leadership Support Tom Foster Charlotte Bogner Ted Carter

16 Before Governance Independent silo s each collecting and reporting data independently Quality of data collected was unknown and questionable Minimal link or consistency in reports No agreement on authoritative source No agreement on definitions or policies Inconsistent technologies Work often redundant Security needs not understood or followed

17 Challenges Challenges in meeting the hundreds of data requests KSDE receives; Challenges in explaining inconsistencies; Difficulty in submitting federal reports; Confusion from schools regarding policies/definitions/what was expected of them; Resource constraints essential agency-wide information in the head(s) of a few individuals; and Minimal ability to make data available to data users.

18 The Road to Governance Gained executive buy-in. Commissioner Program Directors Learned what we could from business. Made Data Governance part of our culture.

19 EDEN Federal Reporting Enterprise Data System - Metadata Data Requests Policy Management Data Quality DATA GOVERNANCE Information Security Master Data Management

20 Governance Development Began with EDEN EDEN Coordinator Data Stewards Metadata Repository Expanded to the entire agency Data Governance Board Data Steward Workgroup Data Request Review Board

21 Governance Structure Executive Leadership Executive Leadership Data Governance Board Data Governance Board Data Owner Data Request Review Board Data Manager / Coordinator Data Stewards and Programmers Data Stewards & Programmers

22 The Role of Leadership Establish governance as an Agency initiative, not an IT initiative. Establish buy-in rather than mandates. Advocate for data quality. Establish governance as a process rather than a finite project. Resolve issues escalated from the Data Governance Board.

23 Successes EDEN Student-Level Data Collection (KIDS) Master Data Management Data Quality Curriculum Statewide Longitudinal Data System Interagency Collaborations Accountability Governance Board Transparency

24 Data Governance at the Tennessee Dept. of Education Corey Chatis, Director of Data Quality

25 TN Data Governance Background Data Management Committee (DMC) formed in 2005 as first phase of longitudinal data system IES grant 20+ data managers representing program areas in the Department, higher education, districts Each data element has one responsible data manager, regardless of location Attendance at monthly DMC meetings is mandatory, per Commissioner s instructions

26 Data Management Committee Goals Improve data quality Increase accountability for data accuracy Eliminate redundancy in data collection Improve understanding of data within the Department and among districts Increase use of data to make program and policy decisions Improve data reporting capacity and timeliness of reporting

27 Culture Change Required to Successfully Implement Data Governance Shift from: Programmatic focus programmatic and data focus (requires new skill set, professional development) Working in isolation coordination collaboration Reactive proactive approach Advanced planning for change Continuous monitoring of data Outreach to districts

28 Successful Strategies Make one person responsible for overseeing the data governance group Frame data governance as a mechanism for issue identification and resolution Implement a log of critical data issues Publish a data collection calendar Foster cross-program area responses to data issues Include district representatives in the governance structure Communicate tangible benefits to DOE and districts as result of data management

29 The Catalyst s Role Ensure issues and suggestions for improvement aren t just discussed, but acted upon Project plans with assigned roles and deadlines Ensure the right people (across program areas) are talking, coordinating, collaborating Provide support/assistance to data managers Follow up, follow up, follow up

30 Lessons Learned Assess the skill set and mindset of each data manager to determine the level and type of support they will require to be successful Ensure each data manager receives some value back from participating in the governance structure make it a resource instead of a burden Celebrate successes of all sizes don t underestimate the power of acknowledgment Prioritize identified data issues and ensure a data manager is accountable for resolving each one

31 Benefits of Data Governance Bottom Line: Higher Quality Data More aligned data processes Department-wide More consistent, frequent communication with the districts regarding data Reduction in redundant collections Closer to one version of the truth Reduced collection burden on districts Smoother transitions from aggregate to studentlevel data collection and reporting Longitudinal data system built according to program area needs not just a technology project

32 Data Governance Changing Culture, Breaking Down Silos, and Deciding Who is in Control The Data Quality Campaign would like to thank the Data Governance Subcommittee: Arie van der Ploeg Charles McGrew Corey Chatis Donald Houde Hans L'Orange Kathy Gosa Kelli Parmley Laurie Collins Ora Fish Rick Rozzelle Learning Point Associates Kentucky Council on Postsecondary Education Tennessee Department of Education Arizona Department of Education State Higher Education Executive Officers Kansas State Department of Education Virginia Commonwealth University Schools Interoperability Framework Association Rensselaer Polytechnic Institute CELT

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