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STATS-DC 2012 Data ConferenceJuly 12, 2012Washington State’s Use of the IBM Data Governance UnifiedProcess Best PracticesBill Huennekens – Washington State Office of Superintendent of Public Instruction, Bill.Huennekens@k12.wa.usEric Naiburg – IBM, ericnaiburg@us.ibm.com 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

We’re all information businesses nowFrom the state to the district44x202035 zettabytes1 in 3as much Data and ContentOver Coming Decade80%Of world’s datais unstructured2009800,000 petabytes And we need reliableinformation 1 in 283%2Leaders frequently make decisionsbased on information they don’t trust,or don’t haveLeaders say they don’t have access tothe information they need to do theirjobsOf CIOs cited “Business intelligenceand analytics” as part of theirvisionary plans to enhancecompetitiveness 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Information is a vital resource to today’s education systems But do you treat it as a vital resource? Can you deliver information – Consistently ?– Reliably ?– Cost effectively ? What would happen if the flow of information wasdisrupted?3 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Success requires governance across the “Information Supply Chain”Transactional sterDataBusiness AnalyticsApplicationsContentAnalyticsBig nGovernQualityLifecycleSecurity & StandardsPrivacy4 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

What is Information Governance?IBM defines Information Governance as a holistic approach tomanaging and leveraging information for business benefits andencompasses information quality, information protection andinformation life cycle management5 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

It starts with Information GovernanceProactively leveraging information to unlock value and manage riskPeopleExecutiveSponsorshipRisk Data CouncilProcessTechnologyExecutive-LevelData GovernanceBodiesRisk Data GovernanceOffice (DGO)DataGovernanceProgramManagerData QualityReporting TeamData Governance PMAData QualityReportingLiaison (1)MetadataLiaison(1)Line of BusinessProject TeamsVirtual dship CommunityLead ctExtractEnsure information is understood and consistently defined.Increase the use and trust of information as an enterprise asset.Protect information, reduce risk and comply.6 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

But most organizations continue to tingPrivacyEnsuringCompliance1 trillion 8.2 million 204 29.8 billionConnecteddevices in theworldAnnual lossby averageorganization dueto poor dataqualityCost percompromisedrecordU.S. spendingon governance,risk andcompliance““CIOs must determine whether your Information Governance strategy adequatelyreflects the relationship to your overall information management initiative.If the relationship is unclear, or the stated goals are different, work withthe business to refactor your strategy.Gartner Research, Q&A: Information Governance, Anne Lapkin, Debra Logan, Jan 19, 20117Source e/0,289142,sid195 gci1375707,00.htmlPhoto(s) are stock photos. Release for web use of all photos on file. 2012 IBM Corporation

We give them tools, but “a fool with a tool is still a fool” Deeper Meanings deapermeanings.com8 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Good governance requires process and accountabilityIBM Information Governance Unified Process1) DefineBusinessProblem5) EstablishOrganizationalBlueprint10) GovernData Quality2) ObtainExecutiveSponsorship6) BuildBusinessGlossary11) GovernMaster Data3) ConductMaturityAssessment7) UnderstandData12) GovernLifecycle ofInformation4) BuildRoadmap8) CreateMetadataRepository13) GovernSecurity &Privacy9) DefineMetrics14) GovernBig Data15) MeasureResultsOptional StepsRequired Steps9 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

We start with the processes1) DefineBusinessProblem2) ObtainExecutiveSponsorship3) ConductMaturityAssessment5) EstablishOrganizationalBlueprint4) BuildRoadmap9) DefineMetrics15) MeasureResultsOptional StepsRequired Steps10 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Define Business ProblemThe forward of the Implementation Guidelines for K12 Data GovernanceSystem outlines the business problem:“The essential notion behind establishing a data governance system isthat decisions are only as good as the data on which they are based. AsOPSI transforms data into information to facilitate wise decisionmaking,users and managers of K-12 data need a clear understanding of datadefinitions, data and process ownership and authority, accountability,security, and reporting needs and requirements, as well as theprocesses and timelines around each.”See - aGovernanceManual.pdf, page6.11 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Obtain Executive Sponsorship ESHB 2261 passed during the 2009 legislative session established the K12 DataGovernance Program. This portion of the legislation was supported by OSPI leadership andthe implementation of the program has been supported by the leadership.12 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Conduct Maturity Assessment13 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Build Road Map This is work our agency needs to engage in now that we have documented our “as is” stateand the work already underway.14 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Build a roadmap15 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Establish Organizational Blue Print16““Remember that when Information Governance roles are created, they should be explicitlymade part of the job, and the individuals assigned to them must be accountable for theirperformance in those roles. It's not good enough to say ‘we know you have a day job,but we'd like you to be responsible for this information as well.’Gartner Research, Q&A: Information Governance, Anne Lapkin, Debra Logan, Jan 19, 2011 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Establish Organizational Blue PrintData Management Committee Facilitator\Coordinator:Data Governance CoordinatorProgram AreaOverall Student DataData OwnersDirector of StudentInformationData StewardsStudent DemographicsStudent Information CoordinatorAssessmentStudent Information CoordinatorGraduation and Dropout StatusResearch Analyst, StudentInformationLearning and TeachingLearning and Technology ProgramDirectorEarly ChildhoodEarly Learning Project CoordinatorSpecial EducationSpecial Education DataManagement Coordinator17 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Define Metrics and Measure Results This is our next step. Following slide is the recommendation from IBM and the workshop they conducted with us.18 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Getting Started with Data Governance Metrics Metrics can be developed across the software development lifecycle and across data collection, dataintegration, and data dissemination activities– Data Collection Data enters the SLDS through source systems such as CEDARS, eCert, the Certificatedatabase, and financial systems Analyzing the sources will provide assessment of baseline data quality, help scope effortneeded to integrate data in the Longitudinal Data Warehouse, and identity data issues that canbe fixed at the source (system of record)– Data Integration Metrics should be identified to track delivery of data from school districts, measure pass/fail ofdata records validation, and track issues by district that indicate communications and trainingneeds The profiling tool can assess the integrity of the data warehouse, ensure primary and foreignkeys exist for data linkage, identify missing values, and measure business rules adherence– Data Dissemination Measure the usage / consumption of information from the data warehouse Track calls into the support desk by data domain, type of issue, and data quality impacts1919 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Put the right standards in place6) BuildBusinessGlossary7) UnderstandData8) CreateMetadataRepository9) DefineMetrics15) MeasureResultsOptional StepsRequired Steps20 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Miscommunication happens21 2002 Bill Keene, Inc. The Family Circus From the Denver Post 5/17/02Photo(s) are stock photos. Release for web use of all photos on file. 2012 IBM Corporation

Define a common vocabularyFor example, defineFinancialOfficerBusinessAnalyst“Active Subscriber” Mobile user who has used “any”service in the mobile networkComplianceOfficer User who paid for the service atleast 1 time in the past 90 days.Sales LeadMarketingManagerBusinessIntelligenceManager Only post-paid customers, notpre-paid customersCRM ProjectManagerERPProject Manager Mobile user who has a phoneplan, but not SMSITArchitect User who makes at least 1 callover the period of 90 daysSupport Rep22 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Using EnterpriseArchitecture andMetadata tool for datadictionary,understanding thedata and as ametadata repository23 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Data Dictionary\Metadata – Understand Data24 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Understand the DataInformation and Objects25 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Understand Data - Information Metamodel26 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Master Data Governance6) BuildBusinessGlossary10) GovernData Quality7) UnderstandData8) CreateMetadataRepository9) DefineMetrics11) GovernMaster Data15) MeasureResultsOptional StepsRequired Steps27 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Requirements to govern the quality of dataInformation Governance Core DisciplinesQuality ManagementUnderstand& DefineDevelop& TestCleanse &Manage ContinuouslyDiscover your data acrosssystemsDevelop databasestructuresDefine rules &cleanse dataDefine commonVocabularyCreate & refreshtest dataActively monitor& manage dataDesignate common model(s)for master dataMap sources to centralmaster data repositoryResolve master dataentities & relationshipsDesign yourdata structuresValidate testresultsRemediateinconsistencies28 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Govern Lifecycle of Information6) BuildBusinessGlossary7) UnderstandData8) CreateMetadataRepository9) DefineMetrics12) GovernLifecycle ofInformation15) MeasureResultsOptional StepsRequired Steps29 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file.

Common strategy for managing data growth30 2012 IBM CorporationPhoto(s) are stock photos. Release for web use of all photos on file. Sidney Harris, sciencecartoonsplus.com