AGENDA. Data Governance. Overview. Structure. Process. Scope/Policies. Bill & Melinda Gates Foundation 2

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Rosalind Tucker
10 years ago
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1 DATA GOVERNANCE Using Data & Technology to Support Improved Teaching May 28, 2014 Corey Chatis, Chatis Consulting Josh Allen, Denver Public Schools Paige Hoffman and Sumner Handy, District of Columbia Public Schools Tom Lynch and Kathy Tsamasiros, New York City Department of Education Wes Watts, Prince George s County Public Schools 2014 Bill & Melinda Gates Foundation

2 AGENDA Data Governance Overview Structure Process Scope/Policies Bill & Melinda Gates Foundation 2

3 DATA GOVERNANCE OVERVIEW

4 WHAT IS DATA GOVERNANCE? Data governance is both an organizational process and a structure. It establishes responsibility for data, organizing program area staff to collaboratively and continuously improve data quality and use through the systematic creation and enforcement of policies, roles, responsibilities, and procedures. Bill & Melinda Gates Foundation 4

5 DATA GOVERNANCE: CENTRAL PRINCIPLES Organization-wide, documented approach to managing information, from collection through use Clear, distinct roles for and relationships among program areas, IT, and leadership Program area ownership of information it s NOT an IT initiative Each data element has one owner/steward Organization-wide data governance coordinator Bill & Melinda Gates Foundation 5

6 DATA GOVERNANCE: INTENDED OUTCOMES Common vision for data use using evidence in support of goals Improved understanding of data Increased consistency and reduced redundancy of data collected Reduced burden on school & LEA staff Increased data quality Improved communication, collaboration, and relationships Shift from: Reactive Short-term proactive issue resolution long-term solutions Program/initiative-centric organization-wide/holistic approach Bill & Melinda Gates Foundation 6

7 PANELIST QUESTIONS: OVERVIEW Ø How long have you been working on implementing data governance? How far along in implementation would you say you are? Ø What is the need you want to address with data governance? Ø How do you envision data governance enabling your organization s educational reform agenda? Bill & Melinda Gates Foundation 7

8 DATA GOVERNANCE STRUCTURE

9 DATA GOVERNANCE: ORGANIZATIONAL STRUCTURE Key Questions What programs/offices will be represented? What groups will be formed? Which roles will participate? How will the groups coordinate with each other? Who will oversee the effort? Bill & Melinda Gates Foundation 9

10 10 ROLES AND GROUPS Data Policy Committee Data Management Committee Data Stewards/ Managers Executive Leadership DPC Program Areas, IT DMC Program area staff Information Technology Responsible for infrastructure that collects, stores & reports data

11 ESTABLISHING DATA GOVERNANCE GROUPS Questions Each Group Should Answer and Document: ü What is the mission of this group? ü What are the goals and objectives of this group? ü What is the membership of this group? ü What are the expectations of members? ü What is the decision making process for this group? ü What is the role of this group relative to the other data governance groups? Bill & Melinda Gates Foundation 11

12 PANELIST QUESTIONS: STRUCTURE Ø What groups have been formed to make decisions about your organization s information assets? What is the purpose of each group? What types of roles are represented on those groups? Ø If you have more than one group, how do the groups interact and communicate? Ø Who is coordinating the data governance effort? Bill & Melinda Gates Foundation 12

13 DATA GOVERNANCE PROCESS

14 DATA GOVERNANCE: PROCESS Key Questions What responsibilities and decision making authority will each group and individual member have? How will each group make and communicate decisions? How will issues be identified, prioritized, escalated (if needed) and resolved? Bill & Melinda Gates Foundation 14

15 DELINEATING DECISION-MAKING AUTHORITY AMONG DATA GOVERNANCE GROUPS Align types of decisions made to the members : Level of authority within their respective organizations Type and depth of knowledge For each group, establish criteria for what types of decisions are: Made by it and communicated to other groups Proposed by it and escalated up for the final approval/decision Proposed by group below and approved/made by it Bill & Melinda Gates Foundation 15

16 CRITICAL DATA ISSUES LOG Used to identify, describe, assign responsibility for, and track progress towards resolving important issues The data governance group establishes a set of criteria to determine what constitutes a critical data issue (i.e., how to prioritize what is considered critical) The updating of the critical data issues log is a standing agenda item of the data governance group meetings Bill & Melinda Gates Foundation 16

17 PANELIST QUESTIONS: PROCESS Ø If you have more than one group as part of your data governance structure, how do you determine the focus of each group s work? Ø How do you document, communicate, and enforce the decisions made within data governance to the organization as a whole? Ø How do you identify and prioritize what issues you will tackle via the data governance process? Bill & Melinda Gates Foundation 17

18 DATA GOVERNANCE SCOPE AND POLICIES

19 DATA GOVERNANCE: SCOPE AND POLICIES Key Questions What data will be governed? What organization-wide data policies will be established? Bill & Melinda Gates Foundation 19

20 POLICIES/PROCESSES TO ESTABLISH AND MAINTAIN Ø Ø Ø Ø Collection What will be collected, when, and how? Integration How will data be brought together and normalized? Refresh How often and how will data be updated? Changes How will changes in systems be handled? Bill & Melinda Gates Foundation 20

21 POLICIES/PROCESSES TO ESTABLISH AND MAINTAIN Ø Ø Ø Ø Access Who will have what level of access to the data systems? Requests How will external requests for data be reviewed and responded to? Products/Releases How will reports and other data products be identified, produced, and released? Metadata How will data definitions, code sets, uses, etc. be documented and maintained over time? Bill & Melinda Gates Foundation 21

22 PANELIST QUESTIONS: POLICIES/SCOPE Ø What data policies/processes have you created or revamped via data governance? What impact has the policy/process had on staff burden, data quality, data use? Ø What is the next policy or issue you want to tackle in data governance? Ø For your colleagues just starting a data governance effort, what one piece of advice would you give them? Bill & Melinda Gates Foundation 22

23 THANK YOU

SLDS Best Practices Brief

SLDS Best Practices Brief P-20W Data Governance In general, data governance refers to the overall management of the availability, usability, integrity, quality, and security of data. A sound data governance