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ME DGS18 presentation - Data Governance

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ME DGS18 presentation - Data Governance

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ME DGS18 presentation - Data Governance

  1. 1. Data Governance Implementation: Vermont Agency of Human Services (VT AHS) Tuesday, September 25, 2018 11:00 AM – 12:00 PM MAINE DIGITAL GOVERNMENT SUMMIT Session: Data Governance
  2. 2. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 1. Presenter Introductions 2. What is/isn’t Data Governance? 3. Why Data Governance? 4. Vermont Project Overview 5. Key Takeaways for Success 6. Future Outlook: Data Governance in VT 7. Q&A Session AGENDA 1
  3. 3. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 2 1. Presenter Introductions Charles Leadbetter, Principal BerryDunn Emily Carbonara, Consultant BerryDunn Andrew Laing, Chief Data Officer State of Vermont, Agency of Digital Services (ADS) Insert Picture
  4. 4. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 3 2. What is Data Governance? Insert Picture Data Governance is an ongoing, evolutionary process driven by business leaders where they establish principles, policies, business rules, and metrics for data sharing. They manage priorities and resources such as data stewards and technologists to acquire, harmonize, summarize, and produce data-rich analyses of data assets required to meet agency goals.
  5. 5. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 4 2. What is Data Governance? Insert Picture 1. The organizing framework for establishing strategy, objectives and policy for effectively managing data. 2. The exercise of decision-making and authority for data-related matters. Policies and procedures that encompass the full life cycle of data management, from acquisition and use to disposal. Appropriate Governance Structure to Support Data Governance Activities
  6. 6. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 5 2. What is Data Governance? Insert Picture Data Governance Council (DGC):Data Governance Operations (DGO):
  7. 7. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 6 2. What isn’t Data Governance? Source: From the Data Management Book of Knowledge (DMBOK®), by DAMA International
  8. 8. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 7 3. Why Data Governance? Why Data Governance? ➢ Data is a shared asset. ➢ Data is consumed by many. ➢ Data ownership is a responsibility. ➢ Data is not just for specialists. Why now? ➢ Increasing amount of data collected. ➢ Increasing demand for data. ➢ Increasing concern for security and privacy. ➢ New tools to do more with data. ➢ Missed opportunities to leverage data more efficiently across the organization. ➢ Risks associated with departments having inconsistent, and in most cases, missing data management best practices.
  9. 9. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 8 4. VT AHS Data Governance Implementation: Project Overview Insert Picture
  10. 10. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 9 4. VT AHS Data Governance Implementation: Project Overview Current Environment Assessment Findings:
  11. 11. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 10 4. VT AHS Data Governance Implementation: Project Overview Insert Picture Mission Foster a culture and embed a framework of accountability and responsibility for governing AHS data. Vision AHS culture supports the efficient use, sharing, and linking of quality data across AHS programs for effective decision-making at all organizational levels to improve outcomes, client experience, service delivery, and investment allocation across the service system.
  12. 12. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 11 4. VT AHS Data Governance Implementation: Project Overview Insert Picture Guiding Principles ➢AHS is an ecosystem of interrelated and interdependent services. ➢Data should be a tool to enable a holistic and integrated view of AHS programs and services. ➢Data represents people and experiences. ➢Data is a shared asset. ➢Data should be leveraged to answer our questions about what works to improve outcomes and quality of services. ➢AHS is responsible for ethical use of data and ensuring data integrity and quality. ➢AHS manages data in order to minimize risk and maximize information for responsible investment of taxpayer dollars. ➢Data alone is insufficient for decision-making; to add value, data must be understood, carefully selected, manipulated, analyzed, and presented in context. Then, data can lead to insights, and insights can lead to action.
  13. 13. Data Governance Road Map and Implementation Plan: Phase Phase 1 / Years 0 – 1 Phase 2 / Years 2 – 3 Phase 3 / Years 4 – 5 Phase Present – July 31, 2019 August 1, 2019 – July 31, 2021 August 1, 2021 – July 31, 2023 Timeframe Achieve DMM Model DG Capability Level 2: Managed. Achieve DMM Model DG Capability Level 3: Defined. Achieve DMM Model DG Capability Level 4: Measured, and strive for DMM Model DG Capability Level 5: Optimized. AHS DG Goal Level 1: Initial Successes rely upon a local expert or occur through a series of “heroic efforts.” Level 2: Managed Key work activities can be repeated and managed. Level 3: Defined Tasks and activities are well enough defined to be measurable and quantifiable. Level 4: Measured Performance is measured, results are reported and reviewed, and organizational/policy changes are made. Level 5: Optimized Continuous process improvement is used to optimize organizational performance. DMM Model DG Capability Level Project-based DG activities are performed; owners, steward, and accountability are defined at the project level. Defined governance structure is established; roles, responsibilities, and accountability are established at the subject area level; defined policies, processes, and standards; governance review process. Organization-wide governance structure with executive sponsorship; operational executive DG; all high-priority subject areas are represented; processes are standardized; metrics are employed to evaluate effectiveness; analyzed against objectives. Governance is managed using statistical key performance indicators and results used to refine the program. Governance is continuously improved through research in best practices; strong program is a model of success. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 12 4. VT AHS Data Governance Implementation: Project Overview
  14. 14. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 13 4. VT AHS Data Governance Implementation: Project Overview Insert Picture Roles, Experience, Business Knowledge, Data-Related Expertise:
  15. 15. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 14 4. VT AHS Data Governance Implementation: Project Overview Insert Picture Policy Development Process:
  16. 16. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 15 4. VT AHS Data Governance Implementation: Project Overview Insert Picture Policy Implementation Process:
  17. 17. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 16 4. VT AHS Data Governance Implementation: Project Overview Insert Picture Data Governance Operations Process Implementation Support: ➢Data governance policies prioritization: ➢ Priority 1: Core policy, proposed for completion by July 31, 2018 ➢ Priority 2: Core policy, proposed for completion by July 31, 2019 ➢ Priority 3: Second tier policy, to be assigned for development based on resource availability and organizational need ID Policy Name Brief Description Priority 1 Data Governance Accountability A policy that establishes the expectation of Data Governance language in job descriptions and performance expectations. 1 8 Enterprise Data Architecture Steering Committee A policy that establishes an Enterprise Data Architecture Steering Committee within the AHS DGO. This Steering Committee should oversee the enterprise data model, and its iterative projects. Ultimately, the enterprise data model should be reviewed, approved, and formally adopted by the DGC. 2 22 Unstructured Data Files (i.e. electronic files and physical records) A policy that establishes procedures for storing, protecting, indexing, and establishing access to unstructured data files. 3
  18. 18. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 17 5. VT AHS Data Governance Implementation: Key Takeaways for Success Insert Picture✓Executive-level sponsorship is essential for buy-in ✓Implementing change management will decrease data governance resistance, and will increase awareness and understanding ✓Ensure appropriate resources have allocated time to data governance ✓Dedicate a DGO to support policy and process/procedure development with work groups ✓Right size expectations, based on allocated FTEs, and strive for the “big picture” vision ✓Leverage industry best practices throughout the project ✓Leverage current processes within the agency/departments, such as policy procedures, development templates, etc., and focus on ensuring alignment across each department
  19. 19. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 17 6. Future Outlook: Data Governance in VT Insert Picture • The State of Vermont Agency of Digital Services is investigating/planning for policies that would create data management standards for the entire State. • One way Vermont AHS plans to streamline their use of FTEs from 3.0 to 0.7 FTEs for DGO/DGC, is to reassign ~50% of the policies for data management to ADS at the State level instead of DGC/DGO within AHS. • Data governance is needed to improve communication with and between ALL State agencies, and consistent data management practices – not just AHS.
  20. 20. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 7. Q&A Session 18
  21. 21. Maine Digital Government Summit | Data Governance Presentation | 9.25.18 Andrew Laing, Chief Data Officer, VT ADS andrew.laing@Vermont.gov Charles K. Leadbetter, Principal, BerryDunn cleadbetter@berrydunn.com Emily Carbonara, Consultant, BerryDunn ecarbonara@berrydunn.com Thank you! 19

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