1. August 2, 2017 2017 NCES STATS-DC Data Conference
Who’s in Charge of My Data? Protecting Data with Effective Data Governance
Denise Mauzy, DaSy
Richelle Davis, OSEP
Kara Arzamendia, MN Department of Education
Jeff Sellers, DaSy
August 2, NCES STATS-DC Data Conference

2. Session Objectives
The importance of formal data governance policies and procedures to state agencies
ED & MN’s data governance and areas for future work
How to utilize the DaSy Data Governance and Management Toolkit and other resources
Increase Understanding of

3. Seeking Data Governance

4. Senario: Data Breach Response

5. Senario: Data Change

6. Senario: Data Request

7. Scenario overview from participants

8. What is Data Governance?
Management of availability, usability, integrity, quality, and security of data
Organizational process and a structure
Establishes responsibility
Creation and enforcement of policies, roles, responsibilities, and procedures
- DaSy Glossary

9. Why Focus on Formal Data Governance?

10. . . . because this won’t happen.

11. Formal and Informal Data Governance
Data use consistent with purpose and vision
Increases
probability of effective data practices
data security
confidence in data and associated processes
Supports
Data integration
Improved data efficiency
Questionable data quality, security, and usefulness
Difficulty managing data and processes
Unclear data roles and responsibilities of staff (internal and external)
Inappropriate data sharing
Unprepared for data integration opportunities
Increased risks with staff turnover

12. Data Governance: It is Needed at All Levels
Local Program
District
State
Federal

13. Data Governance at the Federal Level
Richelle Davis,
Office of Special Education Programs

14. Data Governance at ED EDFacts Data Governance Board (EDGB)
Established in 2006
intra-agency council with representatives from multiple program offices at ED
resolves issues and creates the policies needed to manage ED’s PreK–12 asset of education data

15. EDGB Mission
The EDGB supports data quality and data integrity by identifying common standards, developing operating policies, and implementing processes for managing data. EDGB work is leading to more informed and confident data use.
EDGB accomplishes this by
Inter-office coordination
Timely and effective resolution of data issues
Clear and organized documentation of how data issues are resolved

16. Why Have Data Governance at ED?
Fosters ED-wide data-driven decision-making
Resolves data ownership issues
Leads to information sharing across program offices
Proactively manages data vulnerabilities
Improves the quality of data collection, reporting, and usage

17. Benefits of Participation in EDGB:
Facilitates coordination across program offices
Leverages knowledge, expertise, processes, and products from other program offices
Provides opportunities for IDEA and CWDs to be considered when developing data-related policies and procedures
Documents data-related decisions, policies, and processes

18. EDFacts Data Governance Board Resources
Under “Key Information about EDFacts” Section at:

19. Data Governance at the State Level
Kara Arzamendia,
Minnesota Department of Education

20. Scope of Governance Spans Data Lifecycle

21. MDE Future State Components

22. Several Themes Emerged
Data Structure Data and Analytics Governance Reporting and Analysis Reference and Metadata

23. Sample Roadmap for Data Management
Areas requiring governance
© Charter Solutions, Inc.

24. Where do we start? Data Governance Create policies & procedures
Assign roles & responsibilities
Begin conducting regular meetings
Implement a reference data management tool
Provide training on roles & responsibilities and reference data management tool

25. Define Governance Structure & Processes
Day to day governance activities
Key roles
Escalation & issue resolution processes
Develop routine cadence as part of the project
“Creates leadership, ensures structure & direction”
Data Consumers

26. So Where Do We Start?
Start small, don’t try to tackle everything at once
Pick a subject area or analytics challenge to use as the “Pilot Project”
High value opportunity
High visibility
Use to define governance activities & processes
Use to elicit all the roadmap components

27. Use Pilot Project to Define Governance Activities
VPK Project
Follow the data management activities roadmap
Create governance process & artifacts as we go
Identify potential governance implications
Review governance topics & recommend process or policy
Review, clarify, recommend
Make final policy decision
What process are we following?
Identify, escalate

28. Form the Team & Define the Roles
Project sponsor
Data domain expert – data steward
Data design & data movement resource
Reporting analyst
Small group of users to validate results
Just enough roles
Only what is needed
Cross-functional team
May be the same person

29. Challenges
Cross agency work: institutionalizing data governance into the culture
Managing expectations: Maintain momentum through this developmental period
Silos and bad habits: benefits to a group based process; taking ownership on the work
Communication: constant feedback loops so everyone is aware of what everyone else is doing

30. Next Steps Identify the data governance coordinator
Prioritize goals from the current efforts
VPK pilot
Categorization system
Formalize the Data Management Committee
Create a data governance policy
Form subgroups or leverage existing subgroups to do specific work

31. DATA GOVERNANCE TOOLKIT

32. Table of Contents Introduction Purpose, Structure, Process Charter
Data Breach Response
Data Security and Access
Data System Changes
Data Quality
Data Requests
Electronic Communications
Public Reporting
Resources

33. Each Toolkit Section Contains
Overview
Considerations
Template

34. Overview
A short description of the data governance topic and how it applies to Part C and Part B 619 programs.

35. Considerations
Questions to help programs draft policies and procedures for the topic

36. Template
An editable and prepopulated template with language to expedite writing topical policies and procedures.

37. Toolkit Documents and Supports Formal Data Governance with Creation of Polices
Policies, and Procedures to support the policies, are at the center of data governance and management

38. Data Governance P&Ps Support:
Common data understanding and consensus
Consistent practices
Record historical processes
Defined work
Increased productivity
A standard for evaluation
“The Lottery” scenario (staff turnover)

39. TOOLKIT ONLINE DEMO

40. Other Data Governance Resources
SLDS Data Governance Manual Rubric:
SLDS Best Practices Brief: P-20W+ Data Governance:
SLDS Early Childhood Integrated Data System Guide:
Privacy Technical Assistance Center (PTAC) Data Governance and Stewardship:

41. Common Education Data Standards

42. Discussion

43. Thank you!
Visit the Toolkit at:
Visit the DaSy Data Governance Framework at:
Visit the DaSy website at:
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44. Thank you
The contents of this presentation were developed under a grant from the U.S. Department of Education, # H373Z However, those contents do not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the Federal Government. Project Officers, Meredith Miceli and Richelle Davis.