Learning Center
Plans & pricing Sign in
Sign Out

Data Governance


      Webinar 08.12.11

                         Data Governance: Key
Kathy Gosa, Kansas       components &
Josh Klein, Oregon
Baron Rodriguez, PTAC
                         implementation steps
Why Data Governance?

 • Data Governance (DG) is an organizational approach to
   data and information management
     Helps to protect interests of stakeholders by enforcing
      compliance with agreed-upon rules and regulations regarding
      data management (including security)
     Outlines who can take what actions, when, with what information,
      and using what methods
     Defines rules of engagement, organizational bodies, accountable
      individuals, and processes
     Is formalized as a set of policies and procedures

     Encompasses the full data life-cycle

Components of a Data Governance Program

 • Rules and Rules of Engagement
    1. Mission and Vision
    2. Goals, Governance Metrics, Success Measures, and Funding Strategies
    3. Data Rules and Definitions
    4. Decision Rights
    5. Accountabilities
    6. Controls

 • Organizational Bodies and Individuals
    7. Data Stakeholders
    8. A Data Governance Office
    9. Data Stewards

 • Processes
    10. Proactive, Reactive, and Ongoing Data Governance Processes

Components of a Data Governance Program contd.

                      Source: “The DGI Data Governance Framework” (Gwen
                      Thomas, The Data Governance Institute).
Data Governance Program: Scope

 • Scope of a DG program with focus on privacy,
   compliance, and security includes

     Protection of sensitive data
     Vulnerability assessment and risk mitigation
     Enforcement of regulatory, contractual, and architectural
      compliance requirements
     Identification of stakeholders, decision rights, and accountabilities
     Access management

DG Program Implementation: Key Steps

 • Decision-making authority: Establish organizational
   structure with different levels of DG & specify roles and
   responsibilities at each level
 • Standard policies & procedures: Adopt and enforce a
   written data governance plan
 • Data inventory: Conduct an inventory of all data that
   require protection
 • Data content: Identify the purposes for which data are
   collected and justify the collection of sensitive data
 • Data records: Specify activities related to handling data
   to ensure compliance with security policies

DG Program Implementation: Key Steps contd.

 • Data quality: Ensure that data are accurate, relevant,
   timely, and complete for the purposes they are collected
 • Data access: Define and assign differentiated levels of
   data access to individuals based on their roles and
 • Data security: Ensure the security of sensitive data by
   mitigating the risks of unauthorized disclosure
 • Data dissemination: Ensure that data sharing and
   reporting activities comply with federal, state, and local

Data Governance: Sharing Best Practices

       Successes, challenges, and areas in need of
 Guest speakers:
 • Kathy Gosa (Director of Information Technology, Kansas
   DE): Postsecondary and internal program data
 • Josh Klein (Chief Information Officer, Oregon Department
   of Education): LEA engagement through the District
   CIOs, data collection committee, and regional consortia

Kansas State Department of Education
        Kathy Gosa, IT Director
            PTAC Webinar
             August 2011
KSDE Data Governance Program
 • Data Governance Board (Director level decision makers from
   each department / program area)
    …establish and enforce policies and practices related to agency
      data management
    – Ethics & security will be a part of every decision the group makes
    – Members have the authority and commitment to make policy
      recommendations and decisions
    – LEA participation is via comments on proposed policy.
 • Data Steward Workgroup (agency data stewards)
    – Focused on communication, collaboration, data quality
    – Build capacity for ownership and accountability of data
    – Eliminate the silo effect of working with data
 • Data Request Review Board (subgroup of DGB)
    – Provides consistent treatment of data requests
    – Considers, prioritizes and assigns requests for data
 Issue Resolution
• Setting
• Escalation             Executive
  Process                 Data
                    Governance Board

                        Data Owners

                 Data Manager / Coordinator

             Data Stewards and Programmers    Data Stewards
                                              & Programmers
 Data Governance for P20
• Kansas P20 Data Sharing
  o Executive Order gives authority for KBOR and KSDE to evaluate one
    another’s programs
  o MOU specifies that each party must notify the other party of any “use” of
    the other’s data

• Federated approach for P20 Data Governance
  o Postsecondary has a “seat” on KSDE’s DGB and DRRB
      • for all items involving PS data (including revisions to KSDE DG Program)
      • if voting is involved, the PS “seat” has veto power
  o KSDE is a data owner of P20 data housed at KBOR, and so
      • has a “seat” and decision power on KBOR’s Data Review Committee
        for any data requests involving P-12 data
      • authorizes access to P-12 data
      • Assigns a data steward with responsibility to assist with analysis/use of
        P-12 data
      Successes / Challenges
• Successes:
  o Data Governance is a fundamental part of our culture.
  o As new issues / challenges have arisen we’ve been able to modify our
    existing framework to address them.
  o Expanding re PS data governance was relatively painless.
  o We’ve “evolved” our process for including LEAs in DG processes.

• Challenges:
  o   Keep meetings/issues focused – don’t waste time!
  o   Inclusion of LEAs in DG processes.
  o   Immaturity of DG processes at other state agencies.
  o   Applicability of the federated model to other agencies (e.g., Dept of
Oregon Education
Governance Network
Josh Klein
Chief Information Officer
Oregon Department of Education

PTAC Webinar
August 12, 2011
Oregon Landscape
•   197 School Districts
•   19 Education Service Districts
•   561,698 Students
•   62,557 School Employees
•   28,638 Teachers
•   Geographically Large
•   Strong Local Control
Data Source: 2009-2010 Oregon Statewide Report Card
Governance History
• IT Manager’s Committee (ITMgrs)                                         * Monthly IT Manager
      – Quarterly* Since October 2000                                      Meetings also held.

• Data Collection Committee (DCC)
      – Quarterly Since November 2002

• Data Quality Workgroup (DQWG)
      – Triannually Since February 2008

• Data Warehouse Governance
  Committee (DWGC)
      – Monthly Since April 2010

• Assessment and Accountability
  Advisory Committees (AAC)
DCC Website:
ITMgrs Website:
DQWG Website:
Assessment Panels
                                      Number of      Meeting
      Panel / Committee
                                       Members      Frequency

Assessment Policy Advisory
                                         15-20    4-6 times a year
     Sensitivity Panel                   15-20    4-6 times a year
   English Language Arts
  Assessment and Content                   35     6-8 times a year
Mathematics Assessment and
                                           35     6-8 times a year
      Content Panel

  Science Assessment and
                                           35     6-8 times a year
       Content Panel

Social Sciences Assessment
                                           25     6-8 times a year
     and Content Panel

   Accommodations and
                                           24     2-3 times a year
 Modifications Review Panel
English Language Proficiency
  Assessment and Content                   38     6-8 times a year
Content and Assessment Panels Website:
• Coordination & Preparation
• Including Small/Rural Districts
• US vs. THEM - Mandate Compliance

• Online Testing Since 2001 (ITMgrs)
• Required Data Owner
  Attendance (DCC)
• One-Year Rule & Annual
  Collection Cycle (DCC)
• Race/Ethnicity (DCC/ITMgrs)
• Student Record Exchange (DWGC)
In Development
• Increased Frequency & Web
  Option (DCC)
• Monthly Vendor Meetings
• P-20/W Governance
      – ALDER Executive Committee (AEC)
      – Oregon Education Investment Board (OEIB)

• Institution Reconstitution Policies
• Oregon Education Information
  Security Council
      – FERPA Compliance
      – Cloud Computing (i.e. Google Apps for

AEC Website:

 • Statewide Longitudinal Data Systems (SLDS) Technical
   Brief 2. Data Stewardship: Managing Personally
   Identifiable Information in Electronic Student Education
   Records (NCES 2011-602)
 • The Data Governance Institute – The DGI Data
   Governance framework
 • National Association of State Chief Information Officers –
   Data Governance series

Upcoming PTAC Events

 Regional Meetings 2011
 • Regional meeting #4: MEIC (August, 2011) – Kansas
   City, MO – Midwest

 PTAC Webinars 2011
 • Threats to your Data - August 22nd: 1:30 - 2:30 pm EST
 • Data Center Consolidation Best Practices - September
   16th: 1:30 - 2:30 pm EST **New**

Stakeholders’ Feedback

 • What are your needs?
 • How can PTAC help you?
     Help Desk

     Site visits

 • Sharing best practices
     Input from organizations that have successfully implemented a
      DG program
     Sharing your experiences

PTAC Help Desk & Website

   Send PTAC your questions on privacy, confidentiality, and data
     security related to longitudinal data systems (LDSs)

   Contact the Help Desk
       o   Toll Free Phone: 855-249-3072
       o   Toll Free FAX: 855-249-3073

   Get copies of PTAC resources, join listserv-

 Webinar 08.12.11    Thank You for

                    Data Governance: Key
                    components &
                    implementation steps

To top