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DataManagementUThe 8 Elements of DataGovernance FrameworkKim Wienzierl – State of Tennessee Chief Data OfficerAmber O’Connell – State of Tennessee Director of Data GovernanceJasmine Love – State of Tennessee P20 Data Governance Coordinatorwww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 1
Agenda Introduction Case Study Overview Challenges, Obstacles, Issues Outcome, Results Case Study Summarywww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 2
Introductionwww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 3
History of P-20 Connect in TN Know as the Statewide Longitudinal Data System (SLDS) P-20 Data Systems is data that states must collect, coordinate, and use K-12 and postsecondaryeducation data to track and improve the readiness of graduates to succeed in college and the workplace. Tennessee’s Longitudinal Data System, P20 Connect TN, was developed under the Race to the TopProgram.www.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 4
The 8 Elements of Data GovernanceData Governance FrameworkManage – Control - ards/DefinitionsArchitectureData Admin/ControlsMetrics/ReportingAuditsChances are you are already governing data informally.This framework will streamline the data governance process for reuse and completeness.www.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 5
Case Study Overviewwww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 6
1 OrganizationGoals Define the scope of the data domainAssign ownershipDefine the business value and uses of the dataBuild plan for operationalizing data governance1 DATA GOVERNANCEOPERATING MODEL DATA STRATEGYOrganization Templates & Tools Organization Charts Responsibility Chart (RACI) SMART Goals for Roleswww.DataManagementU.comLearn Grow Achieve! ROLESCOMMITTEESRESPONSIBILITIESDECISION RIGHTSPRODUCERS &CONSUMERSHIGH LEVEL BUSINESSNEEDSACTION PLANENGAGEMENTPROCESSESDataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 7
2 PoliciesGoals Define/Update data policies to guidebusiness conduct regarding the creation anduse of data as an asset2 TERMS & DEFINITIONSDATA NAMING STANDARDBUSINESS RULESQUALITY STANDARDSINFORMATION SECURITYPoliciesTemplates & Tools Policy Template Enterprise Document Storagewww.DataManagementU.comLearn Grow Achieve! DATA POLICYALIGNMENT WITHOTHER POLICIESCOMMUNICAITON PLAN AUTHORING ACCESS USAGE MAINTENANCE RETENTION STORAGEDataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 8
3 ProceduresGoals Define how data will be managed to meetrequirements Ensure responsibility and steps for tasks are clear3 ENTERPRISE POLICIES DATA POLICIESProcedures DATA PROCEDURES DATA PROCEDURES ROLES STANDARD WORKTemplates & Tools Procedure Template Process Swim Lane Chart Responsibility Chart (RACI)www.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 9
4 Standards/DefinitionsGoals Definitions & standards documented for all key or critical fields ina data set System of record & system of reference defined4 DATA MODELSDATA SCHEMASDATA NAMING RULESBUSINESS RULESStandards/Definitions TERMS & DEFINITIONS DATA QUALITYSTANDARDS SAFE SOURCE IDENTIFIED DATA VALID VALUESTemplates & Toolswww.DataManagementU.comLearn Grow Achieve! Business GlossaryData DictionaryMetadata RepositoryData ModelsDataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 10
5 ArchitectureGoals Define a conceptual data model that meets business needsIdentify the critical or key fields that need to be governed and managedDocument data flows & business processesDocument reference architecture for data stores5 www.DataManagementU.comLearn Grow Achieve!ROLESRESPONSIBILITIESDECISION RIGHTSPRODUCTERS &CONSUMERSHIGH LEVEL BUSINESSNEEDSACTION PLANSTANDARDMETHODOLOGY & TOOLSDATA MODELINGGUIDELINESDATA NAMINGGUIDELINESArchitecture DATA MODEL DATA CATEGORY CHART ALIGNMENT TO EXISTINGDATA MODELS KEY OR CRITICAL DATAFIELDS ALIGNMENT TO BUSINESSPROCESSES DATA FLOW DIAGRAMSTemplates & Tools Business process swim lane mapData modelData flow diagramSystem reference architecturediagramDataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 11
6 Data Admin/ControlsGoals Understand the data risk for the entire lifecycle of the data and define astrategy to manage it Design and implement process controls where appropriate Define a privacy and confidentiality strategy end-to-end6 PROCESS & DATA FLOWS DATA REFERENCEARCHITECTURE STANDARD WORK DATA PROCEDURESData Admin/Controls RISK MANAGEMENTSTRATEGY ALIGNMENT WITH OTHERCONTROLS DATA DOMAIN SPECIFICCONTROLS STANDARD WORKTemplates & Tools Control plan for data security Data security plan templatewww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 12
7 Metrics/ReportingGoals Define the vital few metrics needed for continuous data improvementEnsure the measurement plan aligns with business needsEnsure the method for producing metrics is sustainableEstablish a reliable and repeatable process for acting on metrics7 POLICIESPROCEDURESSTANDARDSESTABLISHED CONTROLSMetrics/ReportingTemplates & Tools www.DataManagementU.comLearn Grow Achieve!Data Quality metrics definitionRoot cause corrective action processControl chartsData audit template DATA QUALITY METRICS DATA QUALITYCERTIFICATION POLICY/CONTROLSCOMPLIANCE METRICS MONITORING &MANAGEMENT PROCESS Accuracy Timeliness Accessibility Completeness ConsistencyDataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 13
8 AuditsGoals Continually improve the Data Governance operating modelIdentify new risks and opportunities as they emergeIdentify and replicate best practices across data domainsSelf audit and external audit preparedness8 POLICIESPROCEDURESSTANDARDSESTABLISHED CONTROLSAudits MATURITY ASSESSMENTRATING & TARGETS SELF-AUDIT CHECKLIST SELF-AUDIT SCHEDULEAND ROLES SCHEDULE OF KNOWNEXTERNAL AUDITSTemplates & Tools Maturity Assessment template Enterprise Data Governance documentation Evidence storage for audit purposeswww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 14
Data Governance Guidebookwww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 15
Data Governance PlaybookWhat is the purpose of this Data Governance Playbook template?The purpose of this Data Governance Playbook template is to create a common frameworkfor capturing information necessary for bring data into the data governanceframework/program.When to use it?This template can be used to manage data governance for adefined scope of data. It will capture all the relevantinformation needed to manage and practice data governancefor that defined scope of data.It can be the source for internal and external audits.How to use it?Each tab in this spreadsheet starting with "Organization"represents one of the 8 Elements of Data Governance andwill be completed based on the form of data governancedeemed appropriate for the iteration of data governance.Who will use it?This template can be used by the Data Management Team, Data Owners,Data Stewards, Internal & External Auditors and anyone else interested in thespecifics of a certain data category or domain. By referencing this playbook,a person can learn about who owns the data, how the data is defined andhow it flows, the governing policies, procedures and standards related to thedata, and what metrics are managing the data.www.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 16
Data Governance Playbook Templateswww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 17
Challenges, Obstacles, Issueswww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 18
Project GoalsThe goal of the P20 Connect TN Data Governance Pilot is to create aroadmap for other agencies to implement their own data governanceprograms. We began the work on this project in August and plan forthe project to be complete by January 2021.Goals: Complete Data Governance Framework & Playbook Upload Playbook into Data Catalog (Alation) Complete Data Governance Reference Document Create a roadmap for other state agencieswww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 19
Pilot BeginningP20 Connect TN had a significant head start in the Data GovernancePilot work because we previously had data governance processes inplace, in addition we also had documentation, a data dictionary, and anemployee whose role is dedicated to data governance.Existing Data Governance Documentation P20 Data Governance Policy P20 Data Governance Manual P20 Data Dictionarywww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 20
Outcome, Resultswww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 21
Data Governance Pilot ProgressManage – Control - ards/DefinitionsArchitectureData Admin/ControlsMetrics/ReportingAudits Add to Outlined Roles & P20 Data Identifyexisting DataResponsibilities ofGovernance PolicybusinessDictionaryData Owners, Dataprocesses thatStewards, and P20 Datacreate/consum DocumentData CustodiansGovernancee datakey/criticalManualdata fields Determined Document howinternal and Applications foraccess will be Identify validexternal producersaccessmaintainedvaluesof data Access processes Approvalworkflows Usage policies Procedure Storage locationcommunicationpolicyand trainingplanwww.DataManagementU.comLearn Grow Achieve! Capture Data Risk Data QualityManagementModelMetricsStrategy Data Flow Policy/Controls DataDiagramComplianceClassificationMetrics(Public, Private, BusinessConfidential,RulesRestricted) Data Stores,Integration, RetentionSchedule& Transportmodel MaturityAssessment Self audit External auditpreparedness ApplicationsDataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 22
Key TakeawaysKey Takeaway #1: One of the most important aspects of datagovernance is the people involved. Without the proper people in place,the work is impossible to complete.We identified three roles that needed to be filled at the agency leveland scoped out responsibilities for each role. They are meant to work intandem to build out governance and metadata. Data Owner Data Steward Data Custodianwww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 23
Key TakeawaysKey Takeaway #2: A strong data governance model will be necessary toimplement the work due to limited capacity at the agency level. To remedy this challenge, we determined that the DataGovernance Coordinator should provide weekly assignments toData Stewards that will allow the work to be managed andcompleted in bite-sized chunks We recommend adding a Data Steward, Data Owner, and DataCustodian responsibility within roles of agency staff who will beinvolved in agency data governance and write theseresponsibilities into their IPPs.www.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 24
Key TakeawaysKey Takeaway #3: The importance of Executive Buy-InWe realized early on that we would need Executive Buy-In to achievethe completion of all 8 steps of the data governance framework. Sincethis is a new initiative, we will need to go back to the Data Owners forstatus reports, questions, and requests for support.Due to the limited capacity at the agency-level, it will be necessary tolean on Data Owners to ensure the work is being completed in a timelymanner.www.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 25
Summarywww.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 26
The 8 Elements of Data GovernanceData Governance FrameworkManage – Control - ards/DefinitionsArchitectureData Admin/ControlsMetrics/ReportingAuditsChances are you are already governing data informally.This framework will streamline the data governance process for reuse and completeness.www.DataManagementU.comLearn Grow Achieve!DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 27
Questions & AnswersDEPARTMENT OF FINANCE & ADMINISTRATIONKim WienzierlChief Data OfficerStrategic Technology SolutionsState of Tennessee Data Center – North901 5th Avenue NorthNashville, TN 37219www.DataManagementU.comLearn Grow 09-5936DataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 28
Questions & AnswersWorld-Class TrainingMore than 40 courses, taught byindustry experts. Over 150 satisfiedclient partnersOnline, On-Demand CoursesDataWarehouseData Modelswww.DataManagementU.comLearn Grow Achieve!Big DataMeta ModelDataManagementEducation.com offers the finest online and on-demand courses 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 29
The goal of the P20 Connect TN Data Governance Pilot is to create a roadmap for other agencies to implement their own data governance programs. We began the work on this project in August and plan for the project to be complete by January 2021. Goals: Complete Data Governance Framework & Playbook Upload Playbook into Data Catalog (Alation)
