Real-World Data Governance Webinar: Data Governance Framework Components

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Copyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
Twitter About This Webinar at #RWDG
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Robert S. Seiner
KIK Consulting & Educational Services – KIKconsulting.com
The Data Administration Newsletter – TDAN.com
Real-World Data Governance
Data Governance Framework Components
Monthly Webinar Series Hosted by DATAVERSITY
Robert S. Seiner – KIK Consulting / TDAN.com
April 16, 2015 – 2:00 p.m. EST

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• Non-Invasive Data Governance:
The Path of Least Resistance and Greatest Success
ISBN 9781935504856 / Technics Publishing – September 2014
• KIKConsulting.com
Home of Non-Invasive Data Governance™
• DATAVERSITY Events
Data Governance & Information Quality (DGIQ) Conference 2015
Getting Started with Data Governance (Tutorial 6/8)
Advanced Metadata Requirements for Data Governance (Tutorial 6/8)
Applying Data Governance to Agile Projects (Session 6/9)
Current Events

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• Real-World Data Governance – Monthly Webinar Series
– May 21, 2015 – Build Your Own Data Governance Tools
– June 18, 2015 – Everybody is a Data Steward – How to Deal with it
– Third Thursday of Every Month at 2pm EST
– Register On-Line at DATAVERSITY.net or KIKConsulting.com
Upcoming Webinars

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• There are several basic components that go into delivering a successful and
sustainable data governance program. Many of these framework items can
be developed using tools you already own and without going to great
expense. Organizations swear by the items that will be discussed in this
webinar.
• Bob will discuss these core components:
– Gaining Leadership’s backing and understanding
1. Best Practice Analysis leading to Recommended Actions
2. Operating Model of Roles & Responsibilities
3. Communications Plan to improve awareness
4. Action Plan / Roadmap to success
Abstract

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• Data Governance is the execution and enforcement of authority over the
management of data and data-related assets.
• Data Stewardship is the formalization of accountability for the management of
data and data-related assets.
Definitions

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• Non-Invasive Data Governance™
– The practice of:
• applying formal accountability & behavior
• through a non-invasive framework of roles & responsibilities
• to existing and / or new processes
• to assure that the definition, production & usage of data
• improves regulatory compliance, security, privacy & protection.
– 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

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The Components
• Data Governance Framework Components Consists of:
– Gaining Leadership Backing
1. Best Practice
3. Communications Plan
4. Action Plan

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• Messages for Management
– We ARE already governing data (but we are doing it informally).
– We CAN formalize how we govern data by putting structure around what we are
presently doing.
– We CAN Improve:
• How We Manage Data Risk & Secure Data
• Data Quality & Provide Quality Assurance
• Coordination, Cooperation, Communications 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.
Gaining Leadership Backing

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• Best Practice Overview & Process
– Data Governance Best Practices are defined as the basis and guideline for the
execution of a Data Governance Program.
1. Organizations that successfully implement Data Governance Programs begin by
defining a limited series of best practices before assessing their present practices
in comparison to the best practices.
2. Once the best practices are defined, a gap-risk assessment can be completed to
identify the differences (gap) between the defined Data Governance Best Practices
and the present practices.
3. This report should identify the risks (and potential risks) associated with the gap
prior to defining the action plan for delivering the Data Governance Program.
Best Practice
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• Criteria for Identifying Best Practices
– Is the Statement Practical, Do-able and will it Add Value?
Answer should be “Yes” or the best practice statement should not be considered.
– Is the Program At Risk if the practice is not achieved?
Answer should be “Yes” or the best practice statement should not be considered.
• “Best Practice” versus “Practice”
• Worded in Present tense.
Best Practice

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• Sample Best Practices:
– There is a high level of Senior Management support, sponsorship, and
understanding of the processes, definition and activities of the Data Governance
program.
– Resources are dedicated to the definition, development, execution and
sustainability of the Data Governance program.
– Data Governance Principles and the concept of Data Stewardship are the backbone
of making the action and assurance of managing data consistent and habitual.
– Data Governance is applied consistently and continuously to any data that is
defined, produced, and used .
– The goals, focus areas, roles & responsibilities, and measurements of success of the
Data Governance program are clearly defined, approved by Senior Leadership, and
communicated throughout the organization.
Best Practice

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Roles & Responsibilities
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• Responsibilities of the Operational Data Stewards:
– Defining the data that will be used by their part of the organization, how that data
will be used, and how that data will be managed. – Data Definers
– Producing, creating, updating, deleting, retiring, archiving the data that will be
managed. – Data Producers
– Using data to perform their job and processes. – Data Users
– Integrity of data usage. – Data Users
Role & Responsibilities: Operational Level

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• Responsibilities of the Operational Data Stewards:
– Doing what is expected of them in their job while being held formally accountable
for how they do it – when it comes to data.
– Begs the question becomes – What does it mean to be held formally accountable?

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• Rules for Becoming a Data Steward
1. A Data Steward can be absolutely anybody.
2. Being a Data Steward describes a relationship to data and is not a position.
3. A Data Steward is not hired to be a Data Steward.
4. A Data Steward does not need to have the title of “Data Steward”.
5. A Data Steward does not have to be told how to do their job.
6. Public or Industry Data Steward Certification is a load of bunk.
7. There is more than one Data Steward for each type of Data.
8. Data Steward training should be focused on “Formalizing Accountability”.

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• Rules for Becoming a Data Steward
You may not agree with all of them.
You may not agree with any of them.
Is this basically a
“Nobody”
approach?
… Or an
“Everybody”
approach?

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• Responsibilities of the Data Domain Stewards:
– Responsible for ‘enterprise’ management of a domain of data.
– Identified by position (or person) as part of a single business unit or function.
– When acting in role of domain steward, affiliation to business unit secondary.
– Involved/facilitator in cross business unit resolution of data definition, production
and usage issues.
– May or not be the authority (decision maker).
– Depends on position in the organization.
Role & Responsibilities: Tactical Level

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• Responsibilities of the Data Domain Stewards:
– Responsible for escalating well-documented issues to the strategic level with or
without recommendation.
– Responsible for documenting data classification rules, compliance rules, business
rules for data in their domain (may delegate this).
– Responsible for making certain the rules are communicated to all stakeholders of
data in that domain (may delegate).
– Responsible for participating in tactical groups (with other domain stewards,
steward coordinators, and operational stewards) for finite periods of time to
address specific issues and projects related to their domain and business unit.

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• Responsibilities of the Data Steward Coordinators:
– Identify the operational stewards of data per domain for their business unit. This
typically requires research and inventory time for the Data Steward Coordinator.
– Work alongside the Data Domain Stewards and operational data stewards on
specific Tactical Data Steward teams that are set up for the duration of issue
resolution or project focused task.
– The Data Steward Coordinator typically has no decision making authority but plays
a pivotal role in data governance and data stewardship success.

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• The Data Governance Council Consists of Strategic Representatives of Business
Divisions & Information Technology.
• Why do we need a Data Governance Council?
– Coordination of Data Governance Activities Across Divisions
– Cooperation Assurance Across Divisions
– Communications Assurance Across Divisions
– Comprehensive Risk Management Across Divisions
– Consistency in Ability to Apply Discipline Across Divisions
Role & Responsibilities: Strategic Level

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• What does a Data Governance Council Do?
– Make decisions at a strategic level in a timely manner given the appropriate
knowledge to make that decision.
– Meet regularly (or send alternate), read minutes to stay informed of Data
Governance Program activities.
– Identify and approve of pivotal data governance roles including cross-enterprise
domain stewards and coordinators.
– Advise the Data Governance Council Owner in applying data governance to Risk
Management, Compliance, Business Unit-specific governance interests.

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• How much of a time commitment is there for Council Members:
– Monthly Data Governance Council Meetings
Council Consists of Representatives from All Divisions
Meetings Scheduled by Council Owner
Meeting Agenda and Facilitation by DGPT – Minutes, Action Items, …
Meeting Time 60 to 90 minutes a month

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– Availability to Read / Review / Comment / Recommend / Approve …
Data Policy & Mandates
Data Governance Roles & Responsibilities
Pro-Active and Reactive Data Governance Activities
Time needed varies 60 to 90 minutes a month

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– Availability to Resolve Data Issues Escalated to the Strategic Level
~5-10% of Data Issues Get Escalated to this Level
Higher Percentage Indicates Deficiency in Tactical Level
Issues Not Resolved at Council Meetings
Time commitment varies according to number of escalated issues

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• Responsibilities of the Data Governance Program Team:
– Oversee Enterprise Data Governance Program Development
– Architect Solution & Framework
– Administer the Program including facilitate the Data Governance Council meetings
– Provide the Agenda for the Data Governance Council Meetings to the Approved by
Council Owner Pre-Meeting
– Facilitate Data Governance Organization, Tactical & Operational Stewards, the
Data Governance Council Involvement
Role & Responsibilities: Support Level

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• Responsibilities of the Data Governance Program Team:
– Develop & Deliver Data Governance Program Educational, Awareness & Mentoring
Materials
– Provide Quality Assurance – Oversight, Monitor, Report Results to Governance
Council
– Establish, Maintain, and Periodically Review and Recommend Changes to Data
Governance Policies, Standards, Guidelines, and Procedures
– Assist in Defining Data Quality Metrics for Periodic Release
– Support Data Quality Issue Analysis & Remediation for “Strategic” Data
– Conduct Audits to Ensure that Policies, Procedures and Metrics are in Place for
Maintaining/Improving the Program

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• Responsibilities of the Data Governance Partners (IT, PMO, R&C …):
– Focus on Consistent Protection/Classification of Data by Data Classification
(Confidential, Public, Internal Use, …)
– Responsible for Project Management to Meet Data Classification Requirements
– Secure Infrastructure On Behalf of the Business Units that Own or Have
Responsibility for the Data
– Assure that sensitive data, regardless of format, is protected at all times by only
using approved equipment, networks, and other controls
– Responsible for championing the integration of data governance within the
standard project methodology.

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• Responsibilities of the Information Technology (DSMEs & SSMEs):
– Ensure that standard project methodology is followed and that policies, procedures
and metrics are in place for maintaining/improving data quality and the creation,
capture and maintenance of metadata.
– Ensure that all “strategic” data is modeled, named, and defined consistently.
– Ensure that projects source and utilize data as much as is feasible from the
designated system of record.
– Provide technical support for ensuring data quality.
– Provide technical support for data governance and data cleansing efforts where
required.
– Ensure that metadata critical to Data Governance is included in the metadata
resource and is accessible

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• The improvement of communications around managing data and information
as a valued enterprise asset is a primary focus of many Data Governance
programs.
• The Three Os of Data Governance Communications:
– Orientation Communications
– Onboarding Communications
– Ongoing Communications
Communication Planning
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Communication Planning

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• Proactive – Build DG Into What the Data Stewards Do
– Governance Activity Matrix
– Governance Processes RACI Chart
– System Development Life Cycle (SDLC) / Project Planning
– Do Not Call Them “Data Governance Processes”!
– Two Pronged Approach to Action Plan
• Further Develop the Program
• Do Something!
Action Planning
Opportunity
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DATA DEFINER
DATA
PRODUCER
DATA STEWARD
COORDINATOR
DATA GOVERNANCE ACTIVITY MATRIX©
MASTER DATA
DEVELOPMENT
LIFE CYCLE
(MDDLC)
INFORMATION
GATHERING
(DOMAIN, SYSTEM,
STEWARDS)
OPERATIONAL DATA STEWARDS
DATA USER
DATA DOMAIN
STEWARD
(or designee)
DATA DOMAIN / LOB/FUNCTIONAL AREA
ASSESSMENT &
REQUIREMENTS
PLANNING &
ANALYSIS
SOLUTION DESIGN
SOLUTION
DEVELOPMENT
SOLUTION TESTING
SOLUTION
IMPLEMENTATION
SOLUTION
MONITORING &
MAINTENANCE
Activity initiated re: this domain,
Data Domain Steward is involved
in identifying and recording info
related Domains, Systems,
Stewards per issue or task.
Activity initiated re: this domain,
Steward Coordinator is involved in
identifying Operational Stewards
in this LOB/FA that should
participate in this work flow.
Assure appropriate business
meta-data is recorded.
Propose alternatives
for data definition
solution that best fits
with defined
requirements.
Provide input to the
development of the
data production
solution.
Provide definition
requirements &
gathering document.
Define data needed to
operate business &
report results.
Test data solution
from a definition
perspective. Assure
that appropriate
business meta-data is
recorded.
Produce user
requirements. Use
data needed to
operate business &
report results.
Coordinate activities of
Operational Stewards including
project timelines, status reporting,
tactical decision making. Assure
appropriate business meta-data is
recorded.
Provide data
definition guidance to
build the appropriate
solution.
Provide data usage
guidance to build the
appropriate solution.
Coordinate tasks associated
conducting planning and analysis
steps.
for data production
that best fits with the
data definition
solution and defined
requirements.
for data usage
solution that best fits
with defined
requirements.
Coordinate tasks associated
conducting planning and analysis
steps. Accept or Resolve solution
from the Steward Coordinator.
Coordinate activities of all
individuals related to development
work including timelines, status,
tactical decision making.
SYSTEM SMEs
IT
DATA SMEs
Test data solution
from a production
perspective. Assure
that appropriate
recorded.
Test data solution
from a usage
perspective. Assure
that appropriate
recorded.
Coordinate activities of the
Operational Stewards related to
testing work including timelines,
status, tactical decision making.
solution implementation including
timelines, status, tactical decision
making.
solution monitoring &
maintenance including timelines,
status, tactical decision making.
Perform EIS system testing.
Assure that appropriate technical
meta-data is recorded.
Perform EIS data testing. Assure
that appropriate technical meta-
data is recorded.
Coordinate and manage all
technical aspects of data solution
development. Assure that
appropriate technical meta-data is
recorded.
technical aspects of system
solution development. Assure
that appropriate technical meta-
data is recorded.
Coordinate system design with
Data Domain Stewards and
Steward Coordinators.
Coordinate data design with Data
Domain Stewards and Steward
Coordinators.
planning and analysis with Data
Coordinators.
technical aspects of data planning
and analysis with Data Domain
Stewards and Steward
Coordinators.
assessment & requirements
gathering with Data Domain
Coordinators.
technical aspects of data
assessment & requirements
gathering with Data Domain
Coordinators.
technical aspects of data
information gathering with Data
Coordinators. Assure appropriate
technical meta-data is recorded.
information gathering with Data
Coordinators. Assure appropriate
technical meta-data is recorded.
Participate in data
definition information
gathering as needed.
Participate in data
production
information gathering
as needed.
Participate in data
usage information
gathering as needed.
solution implementation.
solution monitoring &
maintenance.
implementation.
monitoring & maintenance.
Coordinate business tasks
associated with solution testing
steps.
associated with solution
implementation.
associated with solution
monitoring & maintenance.
As part of daily job,
identify operation
data issues pertaining
to their domain of
data.
identify operation
to their domain of
data.
identify operation
to their domain of
data.
Action Planning

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Action Planning

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• Reactive – Follow a Data Quality Methodology
– Qualify & Prioritize Data Issue
– Identify Affected Data Domain
– Identify Affected Data Stewards
– Conduct Data Systems & Data Resource Discovery
– Conduct Root Cause Analysis
– Conduct Cost-Benefit Analysis
– Analyze & Recommend Resolution
– Gain Approval, Funding, Resources
– Resolve Data Issue
Action Planning

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Action Planning

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• Data Governance Framework Components Consists of:
– Gaining Leadership’s backing and understanding
1. Best Practice
3. Communications Plan
4. Action Plan
Summary

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• Real-World Data Governance – Monthly Webinar Series – 2pm EST
– May 21, 2015 – Build Your Own Data Governance Tools
– June 18, 2015 – Everybody is a Data Steward – How to Deal with it
– Third Thursday of Every Month at 2pm EST
– Register On-Line at DATAVERSITY.net or KIKConsulting.com
Upcoming Webinars

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#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, 412.220.9644 (Fax)
rseiner@kikconsulting.com
rseiner@tdan.com
@RSeiner
#RWDG
Contact Information

Real-World Data Governance Webinar: Data Governance Framework Components

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