Data Governance Best Practices and Lessons Learned

1
Copyright © 2017 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
#RWDG @RSeiner
Real World Data Governance
Data Governance Best Practices
and Lessons Learned
Monthly Webinar Series Hosted by DATAVERSITY
Robert S. Seiner – KIK Consulting / TDAN.com
November 16, 2017 – 2:00 p.m. EST

2
2
#RWDG @RSeiner
• Real-World Data Governance – Monthly Webinar Series
December 21, 2017 - Governing Big Data, Smart Data, Data Lakes, and the IOT
January 18, 2018 – Everybody is a Data Steward; Get Over It!
Third Thurs @ 2pm EST – Register at TDAN.com, KIKconsulting.com, DATAVERSITY.net
• Non-Invasive Data Governance Book
ISBN 9781935504856 / Technics Publishing / Amazon.com
• Speaking Events
Enterprise Data Governance Online – Virtual Conference – January 24
Enterprise Data World 2018 – San Diego, CA – April 22-27, 2018
• Online Learning Plan
Non-Invasive Data Governance - DATAVERSITY Training Center
Seven Online Courses with Evaluations
• The Data Administration Newsletter (TDAN.com)
Twice Monthly – Articles, Columns, Blogs and Feature
Produced by DATAVERSITY – Subscribe for emails
Real-World Data Governance
Current Events

3
3
#RWDG @RSeiner
• During this webinar I will discuss:
– How to Define Data Governance Best Practices for Your Organization
– Criteria Used to Determine if a Practice is Best Practice
– How to Assess Your Organization Against Industry Best Practice
– Assessing Risks Associated with Best Practice Gaps
– Addressing Opportunities to Improve Gaps Uncovered in the Assessment
Data Governance Best Practices and Lessons Learned
Agenda for Today’s Webinar

4
4
#RWDG @RSeiner
• Data Governance
– Data Governance is the Execution and Enforcement of Authority
Over the Management of Data and Data-Related Resources.
• Data Stewardship
– Data Stewardship is the Formalization of Accountability
Over the Management of Data and Data-Related Resources.
Definitions

5
5
#RWDG @RSeiner
• Non-Invasive Data Governance™
– The practice of:
• applying formal accountability & behavior
• through non-invasive roles & responsibilities
• to existing and / or new processes
• to assure that the definition, production & usage of data
• assures regulatory compliance, security, privacy, protection & quality.
– Non-Invasive describes how governance is applied to assure
non-threatening management of valuable data assets.
– The goal is to be
» Transparent
» Supportive
» Collaborative.
Definitions

6
6
#RWDG @RSeiner
• [to] gov·ern [data]
v. gov·erned, gov·ern·ing, gov·erns
– To make and administer the public policy and affairs
– To exercise sovereign authority
– To control the speed or magnitude
– To regulate
– To control the actions or behavior
– To keep under control; to restrain
– To exercise a deciding or determining influence
– To exercise political authority
– To have or exercise a determining influence
FreeDictionary.com
Definitions

7
7
#RWDG @RSeiner
• What to Tell Management:
– We ARE already governing data (but we are doing it informally, inefficiently,
ineffectively).
– We CAN formalize how we govern data by putting structure around what we are
presently doing.
– We CAN Improve …
• How We Manage Data Risk & Protect Data
• Data Quality & Provide Quality Assurance
• Coordination & Cooperation Around Data
• Communications and Understanding Around Data
– We DO NOT Have to Spend a lot of Money.
In fact … Data Governance only costs the time we put into it.
– We NEED structure. We should consider a Non-Invasive approach.
Messages for Management

8
8
#RWDG @RSeiner
• What NOT to Tell Management
– Do NOT Sell Data Governance as being a Huge Challenge.
– Emphasize that Data Governance is NOT a Technical Solution.
– Emphasize again that People Behavior is Governed, NOT Data.
– Emphasize that Data Governance is an Evolution, NOT Revolution.
Messages for Management

9
9
#RWDG @RSeiner
Defining Data Governance Best Practices
• Best Practice Overview & Assessment Process
– Data Governance Best Practices and Lessons Learned are defined as the basis and
guideline for behavior to deliver Data Governance Programs.

10
10
#RWDG @RSeiner
1. Organizations that successfully implement Data Governance Programs begin by
defining a limited series of best practice before assessing their present practices
in comparison to the best practice.

11
11
#RWDG @RSeiner
1. Organizations that successfully implement Data Governance Programs begin by
defining a limited series of best practice before assessing their present practices
in comparison to the best practice.
2. Once the best practice is defined, an assessment must be completed to:
 Identify the GAP between the Best Practice and present practices.
 Identify the RISKS (and potential risks) associated with the gap.

12
12
#RWDG @RSeiner
• Criteria to Determining if a Statement is a Best Practice
– Is the Statement Practical, Do-able and will it Add Value?
Answer should be “Yes” or best practice should not be considered.
Criteria used to Determine if a Practice is a Best Practice

13
13
#RWDG @RSeiner
• Criteria to Determining if a Statement is a Best Practice
– Is the Program At Risk if the practice is not achieved?
Answer should be “Yes” or best practice should not be considered.
Criteria used to Determine if a Practice is a Best Practice

14
14
#RWDG @RSeiner
• Best Practice Around Creating a Best Practice Document
– First Document Created for Data Governance
– Basis of the Assessment
– Underline words to be defined elsewhere
– Present tense versus Future tense
– Typically 4-6 Best Practice
– Analyze from a Business and Technical Perspective
– Verbose versus To The Point

15
15
#RWDG @RSeiner
• The Top Five Data Governance Program Best Practices are:
1. Senior Management Support, Sponsorship & Understanding
2. Resources Must Be Applied
3. Roles & Responsibilities Must Be Clearly Defined
4. Goals, Scope, Expectation, Measures Must Be Clearly Defined
5. Must Be Done Consistently

16
16
#RWDG @RSeiner
• Best Practice from an Insurance Company:
– There is a High-Level of Senior Management Support, Sponsorship, and
Understanding of the activities of the Program and Team.

17
17
#RWDG @RSeiner
– A team of cross-Departmental resources as well as a dedicated program manager
are accountable for the definition, development, implementation and sustainability
of the Program on a consistent and continual basis.
– This group will be known as the Planning Team during the program development
phase and as the Program Team upon deployment of the program.

18
18
#RWDG @RSeiner
– The Measurements of Success (and how they will be measured) of the program are
well defined and communicated with Senior Management and Stakeholders within
the organization.

19
19
#RWDG @RSeiner
– The Goals, Objectives, Scope, and Rules of Engagement of the Program and Team
are well defined and communicated.

20
20
#RWDG @RSeiner
• Best Practice from a Government Agency:
– There is a High-Level of Senior Management Support, Sponsorship and
Understanding, of the activities of Data Governance and the Data Governance
Office.

21
21
#RWDG @RSeiner
– Data Governance is considered an ON-GOING PROGRAM rather than a PROJECT,
with a dedicated resource or group of resources responsible for the definition,
development, execution, and sustainability of the Data Governance Program on a
continual basis.

22
22
#RWDG @RSeiner
– Data Governance Policy is required as the backbone of making the action and
assurance of governing data “not optional”. Data Governance is applied to
business data, technical data, master data and metadata consistently across the
organization.

23
23
#RWDG @RSeiner
– The goals, scope, roles with expectations, and measurements of success of the
Data Governance Program are well defined and communicated with the Business
Units, the Functional Tracks (Teams), the Project Teams and the Information
Technology areas of the organization.

24
24
#RWDG @RSeiner
• Best Practice from an Education Company:
– For Data Governance to be successful there will need to be a High Level of Senior
Management Support and Understanding of the activities of the Data Governance
Team, the roles defined in the Data Governance Operating Model, and specific
examples of where Data Governance will add value.

25
25
#RWDG @RSeiner
– Select staff must be committed to the definition, development, execution and
sustainability of the Data Governance Program on a continual basis. This group will
be known as the Data Governance Team and will be lead by Information
Technology in partnership with Corporate Risk Governance with subject matter
expertise from Strategic Business Units and Shared Corporate Functions.

26
26
#RWDG @RSeiner
– The Data Governance Principles will be applied consistently and continuously to
data that is defined, produced and used for Enterprise Reporting. The initial focus
of the Data Governance Program will be directed at improving the quality,
understandability and value of data that drives metrics for Academics Reporting.

27
27
#RWDG @RSeiner
• The Top Five Data Governance Program Best Practices are:
REPEATED
1. Senior Management Support, Sponsorship & Understanding
2. Resources Must Be Applied
3. Roles & Responsibilities Must Be Clearly Defined
4. Goals, Scope, Expectation, Measures Must Be Clearly Defined
5. Must Be Done Consistently

28
28
#RWDG @RSeiner
• Steps to Assessing Your Organization Against Best Practices
– For each best practice:
• Define why the best practice is a best practice for your organization.
Assess Your Organization Against Industry Best Practice

29
29
#RWDG @RSeiner
• Articulate the present actions that support to best practice.

30
30
#RWDG @RSeiner
• Articulate where there are opportunities to improve toward the best practice.

31
31
#RWDG @RSeiner
• Articulate the gaps between your present practices and best practice.

32
32
#RWDG @RSeiner
• Articulate the risks associated with the gap.

33
33
#RWDG @RSeiner
• Use this information to recommend steps toward the best practice.

34
34
#RWDG @RSeiner
• Sample Recommendations from a Best Practice Assessment
– Define, Recognize and Deploy the
Data Governance Operating Model of Roles & Responsibilities

35
35
#RWDG @RSeiner
– Define, Recognize and Deploy the
Data Governance Operating Model of Roles & Responsibilities

36
36
#RWDG @RSeiner
– Create, Deliver and Act on a Data Governance Communications Plan

37
37
#RWDG @RSeiner
– Create, Deliver and Act on a Data Governance Communications Plan

38
38
#RWDG @RSeiner
– Organize, Staff and Deploy the Data Governance Team

39
39
#RWDG @RSeiner
– Organize, Staff and Deploy the Data Governance Team
DATA GOVERNANCE
OFFICE
DATA GOVERNANCE
PLANNING TEAM
DATA GOVERNANCE
EXECUTION COMMUNITIES
DATA GOVERNANCE
PARTICIPATION MODEL

40
40
#RWDG @RSeiner
– Incrementally Roll Out the Data Governance Practice Into Business Areas by
Concisely Defining / Formalizing the Actions of Participants.

41
41
#RWDG @RSeiner
– Incrementally Roll Out the Data Governance Practice Into Business Areas by
Concisely Defining / Formalizing the Actions of Participants.
DATA GOVERNANCE ROADMAP TIMELINE
DEVELOP AND COMMUNICATE METRICS ASSOCIATED WITH
PROTECTING DATA AND MAKING DATA AVAILABLE
IDENTIFY AND ENGAGE PROGRAMS
THAT ARE ACCOUNTABLE FOR GOVERNING DATA
DEVELOP AND COMMUNICATE DATA GOVERNANCE
POLICY AND MINIMUM GOVERNANCE STANDARDS
FOR PROGRAMS TO FOLLOW
REVIEW POLICIES AND
PROCEDURES FOR DATA
PROTECTION AND ACCESS
DEFINE ROLES AND IDENTIFY RESOURCE(S) TO
ADMINISTER THE PROGRAM
DEVELOP A DATA GOVERNANCE COMMUNICATION PLAN
AND DELIVER COMMUNICATIONS TO INCREASE AWARENESS
ACTIONABLESTREAMS
NOTIONAL TIMELINE
FEB 17 MAR 17 APR 17 MAY 17 JUN 17 JUL 17 AUG 17 SEP 17
1
3
2
4
5
6
FEB 17 MAR 17 APR 17 MAY 17 JUN 17 JUL 17 AUG 17 SEP 17

42
42
#RWDG @RSeiner
– Deliver a Data Governance Documentation Platform

43
43
#RWDG @RSeiner
– Deliver a Data Governance Documentation Platform
Data Dictionary
Business Metadata
Business Explanation of Data in Systems
Data
Systems, Databases, Reference (Code) Data, Technical Metadata
Vocabulary
Semantic Level
Terminology
Business Language We Use
MapstoHowUsed
Maps to
Multiple
Business Term
Standard Data Name System Data Name
Business System
Data Name
Business System
Data Name
Business System
Data Name

44
44
#RWDG @RSeiner
Assessing Risks Associated with Best Practice Gaps
• Examples of Client Risks Associated with Gaps1
– The largest risk to the program is that priorities will change and that departments
may lose interest and representation will falter.
– The biggest risk is that there is not a commitment from Senior Management that
data governance will be communicated regularly to operation level staff for the
program to successfully protect sensitive data.
– A risk to this company is that the Data Governance Office is made up of people
“voluntold” to participate and that resources are not being applied to assure that
access to data will be efficient and effective.
– The Data Governance Planning Team identified potential budget issues and
changes in priorities as the largest risks to the successful and sustainable
implementation of a Data Governance program.

45
45
#RWDG @RSeiner
Assessing Risks Associated with Best Practice Gaps
• Examples of Client Risks Associated with Gaps2
– The planning team stated data protection awareness training is limited, and not
currently monitored or enforced consistently across the organization.
– The planning team stated developing procedures for communicating and enforcing
policy take significant time and effort, and are inconsistently applied.
– It is a large risk that, without detailed policies and procedures in place to
communicate and enforce the policies, the Data Governance program will be at
risk of not achieving its goal of consistent data quality across the company.

46
46
#RWDG @RSeiner
Get the Business to Tell You Where
Data Governance will Add Value for the Business.
Addressing Opportunities to Improve

47
47
#RWDG @RSeiner
• My Favorite Question to Get the Business to Speak Up
“What can’t you do that you want to do because you don’t have the data to do it?”
• What can’t you do …
• that you want to do …
• because you don’t have the data to do it …

48
48
#RWDG @RSeiner
• Questions to Get the Business to Describe the Value Add1
1. What data / metadata do you use most often to achieve your objectives?
2. What is the primary source / system used by your area to obtain the data /
metadata? Who do go to get information about this source / system / data /
metadata?
3. What processes consume the data / metadata?
4. Do these processes have data / metadata challenges? If so, what are they?
5. What is the product or customer impact? How has this been tracked or measured?

49
49
#RWDG @RSeiner
• Questions to Get the Business to Describe the Value Add2
6. Is there an associated risk – brand, compliance, legal, etc.?
7. What is the operational impact (e.g. money, FTEs, manual work-around, etc.) of
the challenges? Have you tracked or quantified these impacts?
8. What other impacts should be noted?
9. Have you identified potential solutions? If so, what is the status of these
solutions – Scoped, Funded, Planned, In-Flight, etc.?
10. What data / information is on your “wish list” that would better enable your area
to deliver on our Core Competencies?

50
50
#RWDG @RSeiner
• During this webinar I discussed:
– How to Define Data Governance Best Practices for Your Organization
– Criteria Used to Determine if a Practice is Best Practice
– How to Assess Your Organization Against Industry Best Practice
– Assessing Risks Associated with Best Practice Gaps
– Addressing Opportunities to Improve Gaps Uncovered in the Assessment
Today’s Webinar

51
51
#RWDG @RSeiner
• Questions and Answers
Summary
Happy
Thanksgiving!

52
52
#RWDG @RSeiner
• Robert S. Seiner
KIK Consulting & Educational Services – KIKconsulting.com
The Data Administration Newsletter – TDAN.com
Post Office Box 112571, Upper St. Clair, Pennsylvania 15241
412.220.9643,
rseiner@tdan.com
@RSeiner @TDAN_com
Contact Information

Data Governance Best Practices and Lessons Learned

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Similar to Data Governance Best Practices and Lessons Learned

Similar to Data Governance Best Practices and Lessons Learned (20)

More from DATAVERSITY

More from DATAVERSITY (20)

Recently uploaded

Recently uploaded (20)

Data Governance Best Practices and Lessons Learned