RWDG Slides: A Complete Set of Data Governance Roles & Responsibilities

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Copyright © 2019 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
Non‐Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
#RWDG @RSeiner
A Complete Set of
Data Governance Roles & Responsibilities
Monthly Webinar Series Hosted by DATAVERSITY
Robert S. Seiner – KIK Consulting / TDAN.com
April 18, 2019 – 11:00 a.m. PT / 2:00 p.m. ET
Real‐World Data Governance

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#RWDG @RSeiner
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Introduction

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• In this webinar, I will discuss:
– Executive, Strategic, Tactical, Operational, and Support Level Roles
– How to customize an Operating Model to fit your organization
– Detailed Responsibilities for each level
– Defining who participates at each level
– Using working teams to implement tactical solutions
Complete Set of DG Roles & Responsibilities
Abstract

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• The Complete Set of Roles & Responsibilities
– The “Pyramid Diagram”
– The “Operating Model”
– The “Steward Diagram”
– Set of Roles & Responsibilities
Executive, Strategic, Tactical, Operational, and Support Level Roles
Roles and Responsibilities sit at the core of
a successful Data Governance program.

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• The importance of the levels:
– The Pyramid Diagram consists of different levels of positions.
– The levels are a primary component on the NIDG Framework.
– The levels are the basis for the majority of the NIDG templates.
• Data Governance Roles & Responsibility Levels:
– Executive
– Strategic
– Tactical
– Operational
– Support
Not all organizations
define their levels in
the same way.

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• Executive Level
– Steering Committee
– Executive / Senior Leadership
– Risk Management Committee
– IT Management Steering Council
What should we call these people?
What are they already called?

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• Strategic Level
– Data Governance Council
– Information Governance Program Team
– Practice Council

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• Tactical Level
– Data Domain Stewards
– Enterprise Data Stewards
– Data Subject Matter Experts
– Subject Matter Experts (SMEs)

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• Operational Level
– Operational Data Stewards
• Data Definers
• Data Producers
• Data Users
– Data Stewards
– Everybody in the Organization

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• Support Level
– Data / Information Governance Administrator
– Data Governance Office
– Planning Team → Program Team
– IT / Systems
– IT Security
– Risk Management
– Project Management
– Legal / Counsel
– Human Resources
– Communications

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• Best Practice for Customizing the Operating Model
– Instead of trying to plug your organization into the model …
– Overlay the levels and roles over what already exists …
– … to start.
How to Customize an Operating Model to Fit Your Organization

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– Use the verbiage / names of the roles that exist (when possible) …
– … to start.

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– Recognize how the levels already exist in your organization.
– Label levels with the words “Exists”, “Leverage”, and “New”
Exists
Leverage
NewExists
ExistsNewLeverage

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– Adjust as necessary.
– Detail who will participate in the role.
– Approximate how much of their time is expected (adjust as required by projects).
ExistsNewExists
Leverage
ExistsNewLeverage

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– Utilize Common Data Matrix (consider working backwards)

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• Executive Level – Enterprise Leadership
– Senior Management / Steering Committee
– Made up of C‐level individuals (or similar)
– Committee may already exist
– Identify people in their part of the organization for Data Governance Council
– No specific day‐to‐day or monthly data governance activities
… except to be reported to – Data Governance Program Status
– Support, Sponsorship and Understanding of Data Governance
– Data Governance / Council becomes an agenda item at meetings
Detailed Responsibilities for each level

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• Strategic Level – Business Area Leadership
– Data Governance Council
– Often aligned with, or assigned by, an Executive level member
– Direct accountability to Executive level
– Often an alternate will be identified as a ‘stand in’

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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

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• What does a Data Governance Council Do?
– Become educated in what Data Governance means, how it can and will work for
the organization and what it means to embrace Data Governance and activate your
Enterprise Data Stewards (Data Domain Stewards).
– Approve things that need to be approved – i.e., Data Policy, Data Role Framework,
methods, priorities, tools, …
– Push Data Governance into their areas by actively promoting improved data
governance practices.

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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
Operating Model of DG Roles
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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• Tactical Level – Cross Business Area Accountability
– Data Domain Stewards – per subject area of data / data domains
• Enterprise Data Stewards
• Data Custodians
• Subject Matter Experts
– Data Steward Coordinators – per business area
• Data Governance Planning / Program Team engagement

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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 functional
area.
– When acting in role of data domain steward, affiliation to business unit becomes
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.

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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.
– I call these “Data Governance Working Teams”.

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• Data Domain Stewards Traits
– Vision of what the future of data as an asset looks like
– Looking for ways to improve the status quo
– Ability to motivate the organization
– Set an example of data‐related behavior
– Team players
– Diplomatic
– Personal interest, intuitive ability and communication skills
to facilitate issue resolution to achieve a “win‐win.”

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• Responsibilities of the Data Steward Coordinators:
– Act as the point communications person for distributing rules and regulations per
domain of data to the operational stewards in their business unit (and making
certain that the operational data stewards understand the rules & risks).
– Act as the point communications person for their business unit to document and
communicate issues pertaining to specific domains of data to the proper data
domain steward.
– Act as the point person in the Common Data Matrix (or data steward repository)
regular change control process.

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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.
– In the CDM, they should fill in the operational data stewards per domain for the
domains in which their business unit are stakeholders. This may require the
coordinator to research exactly how and what data is being defined, produced and
used in their business unit.

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• Operational Level – Per Business Area Accountability
– Operational Data Stewards – people with relationship to data
• Business Data Stewards
• Data Definers
• Data Producers
• Data Users
– “Deputy” Data Stewards – everyone else

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• Seiner’s 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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• Responsibilities of the Operational Data Stewards:
– Defining the data that will be used by 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.
– Integrity of data usage. – Data Users

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• Responsibilities of the Operational Data Stewards:
– Participate in creating/reviewing/approving data definitions
– Participate in the integrity and quality of data definition
– Producing, creating, updating, deleting, retiring, archiving data.
– Integrity and quality of the data created or updated in their dept or process.
– Following the rules associated with identifying and classifying data access levels
– Identifying and documenting regulatory and legal/risk issues
– Supporting / sharing knowledge w/ other stewards
– Communicating new / changed business requirements to individuals who may be
impacted and can influence change
– Communicating concerns, issues and problems with data to the individuals that can
influence change

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• Support Level – Sustenance & Supportive Accountability
– Data Governance Planning / Program Team
– Data Governance Partners
• Information Technology
• Risk Management – Regulatory & Compliance
• Project Management Office
• Agile Project Teams
• Information Security
• Centers of Excellence / Working Teams

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• Responsibilities of the Data Governance Planning / Program Team / Administrator:
– Planning Team evolves into the Program Team
– Participate in Data Governance Program Development
– Architect Solution & Framework
– Assist in Administering the Program
– Facilitate the Data Governance Council meetings

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• Responsibilities of the Data Governance Planning / Program Team / Administrator:
– Participate in the Development & Delivery of
Education, Awareness & Mentoring Materials
– Report Results to Data Governance Council
– Participate in the Development & Delivery of
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 Components are in Place for Improving the Program
Not represented on the
Common Data Matrix.

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• Responsibilities of the Data Governance Partners:
– Focus on Consistent Protection/Classification of Data by Data Classification
– Responsible for Technical Data Handling to Meet Data Classification
– Secure Infrastructure On Behalf of the Business Units
– Managing Projects to assure appropriate Data Governance
– Responsible for championing the integration of data governance within the
standard project methodology.

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• Responsibilities of the Data Governance Partners:
– Ensure 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 from the designated system of record.
– Provide technical support for ensuring data quality.
– Provide technical support for data governance and data cleansing .
– Ensure that metadata critical to Data Governance is included and accessible.

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Defining Who Participates at Each Level

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• Support Level – Sustenance & Supportive Accountability
– Data Governance Working Teams
• Convened by the Data Governance Council with assistance from and
facilitated by the Data Governance Administrator to address data issues or
participate in data projects.
• Working Groups can be formed and engaged to:
– Improve Data Definitions / Standards for Critical Data Elements (CDE)
– Improve Data Production and Collection
– Improve Data Usage and Understanding of Business Data Rules
– Improve Data Quality through Data Documentation and Metadata
– Improve Data Protection by
Focusing on Business Unit
by Business Unit comparison
of data handling to standards.
Using Working Teams to Implement Tactical Solutions

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• In this webinar, I discussed:
– Executive, Strategic, Tactical, Operational, and Support Level Roles
– How to customize an Operating Model to fit your organization
– Detailed Responsibilities for each level
– Defining who participates at each level
– Using working teams to implement tactical solutions
Summary

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Questions and Answers
Next Month – Real‐World Data Governance Webinar Series
Build an Effective Data Governance Framework
May 16th, 2019 – 2 pm ET
Sign up at TDAN.com, Dataversity.net, KIKConsulting.com

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• 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
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