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Data Governance

VIEWS: 24 PAGES: 25

									   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




                                                                         2
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




                                                                             3
Components of a Data Governance Program contd.




                      Source: “The DGI Data Governance Framework” (Gwen
                      Thomas, The Data Governance Institute).
                                                                          4
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




                                                                              5
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

                                                               6
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
   responsibilities
 • 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
   laws



                                                                7
Data Governance: Sharing Best Practices

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



                                                              8
   Data
Governance
 Program
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
  expectations
• Escalation             Executive
                        Leadership
  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
      Labor).
Oregon Education
Governance Network
Josh Klein
Chief Information Officer
Oregon Department of Education
josh.klein@state.or.us

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
http://www.ode.state.or.us/data/annreportcard/rptcard2010.pdf
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: https://district.ode.state.or.us/search/results/?id=402
ITMgrs Website: https://district.ode.state.or.us/search/results/?id=403
DQWG Website: http://data.k12partners.org/content/project-meetings
Assessment Panels
                                      Number of      Meeting
      Panel / Committee
                                       Members      Frequency

Assessment Policy Advisory
                                         15-20    4-6 times a year
       Committee
     Sensitivity Panel                   15-20    4-6 times a year
   English Language Arts
  Assessment and Content                   35     6-8 times a year
            Panel
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
            Panel
Content and Assessment Panels Website:
http://www.ode.state.or.us/search/page/?id=488
Challenges
• Coordination & Preparation
• Including Small/Rural Districts
• US vs. THEM - Mandate Compliance

Successes
• 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
        Education)


AEC Website: http://alder.orvsd.org/content/alder-executive-committee
References


 • 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




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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**




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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




                                                                      23
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   PrivacyTA@ed.gov
       o   Toll Free Phone: 855-249-3072
       o   Toll Free FAX: 855-249-3073


   Get copies of PTAC resources, join listserv- nces.ed.gov/programs/ptac




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   Data
Governance
 Webinar 08.12.11    Thank You for
                      Participating

                    Data Governance: Key
                    components &
                    implementation steps

								
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