1. Data Management Awareness January 23, 2008 1 University of Michigan Administrative Information Services Data Management Awareness Unit Liaisons January 23, 2008 Presented by Pattie Boettger Data Administration Manager MAIS Data Administration

2. Data Management Awareness January 23, 2008 2 Agenda Purpose of discussing data management Data management information Q & A Wrap up

3. Data Management Awareness January 23, 2008 3 Purpose of Discussion Why discuss data management now?  Important to review data management policy/guidelines with campus periodically  Part of Information Technology Security Program  Part of Business Intelligence initiative

4. Data Management Awareness January 23, 2008 4 Data access philosophy The value of data as an institutional resource is increased through its widespread and appropriate use to enhance administrative effectiveness; its value is diminished through misuse, misinterpretation, alteration or unnecessary restrictions to its access.

5. Data Management Awareness January 23, 2008 5 Responsibilities for implementation of 601.12 Every University Dean and Director is responsible for implementation & compliance. This includes:  Applying the policy to the data under their stewardship  Establishing specific methods to implement the policy  Actively supporting strong data management through data stewardship

6. Data Management Awareness January 23, 2008 6 Responsibilities for implementation of 601.12 (continued)  Ensuring the availability of data management principles education and training to staff  Providing an appropriate level of security based on sensitivity of the data

7. Data Management Awareness January 23, 2008 7 Data management roles Data Steward Delegated Data Steward Data Manager Integration Coordinator Data User

8. Data Management Awareness January 23, 2008 8 Data management roles: Data Steward The Executive Officers of the University. Data Stewards usually designate a Delegated Data Steward to assume the responsibilities of Data Steward.

9. Data Management Awareness January 23, 2008 9 Specific senior University officials who have been identified by the Data Steward and who have planning and policy-level responsibilities for data in their functional areas. Data management roles: Delegated Data Steward

10. Data Management Awareness January 23, 2008 10 Assign the proper data access sensitivity level to data they manage Work together to define a single set of procedures for requesting access Document data authorization and access procedures Document users access and periodically review for appropriateness Data Steward Delegated Data Steward Responsibilities :

11. Data Management Awareness January 23, 2008 11 University officials and their staff who have operational-level responsibility for information management activities related to the capture, maintenance, and dissemination of data. Data management roles: Data Manager

12. Data Management Awareness January 23, 2008 12 Develop procedures to ensure accurate, valid and timely data collection Implement data storage, protection, manipulation and sharing procedures Implement procedures to grant and maintain access to data Respond to questions regarding data validity Provide appropriate user support Data Manager Responsibilities:

13. Data Management Awareness January 23, 2008 13 University officials and their staff who are responsible for facilitating and resolving shared data management issues among central offices, schools Data management roles: Integration Coordinator and colleges and the health system.

14. Data Management Awareness January 23, 2008 14 Work with Data Stewards and their designees to: Facilitate policy, process and practice discussions about institutional data Resolve shared data management issues Provide appropriate user support Integration Coordinator Responsibilities:

15. Data Management Awareness January 23, 2008 15 Individuals who access the University data in performance of their assigned duties or roles in the University community. Data management roles: Data User

16. Data Management Awareness January 23, 2008 16 Access and use data in accordance with institutional policies, federal and state laws Utilize and share data appropriately based on University role and data documentation provided by the data steward Report data validity issues to the proper data manager Notify the proper data steward of any need to review restrictions or lack of restrictions to data Report inappropriate use or handling of data Data User Responsibilities:

17. Data Management Awareness January 23, 2008 17 What should business process owners consider regarding data needed to support databases, files, reports and analysis? What should be considered regarding the database, file or report audience(s)? What is the impact of combining different sets of data? Are there regulatory considerations or requirements? Some things to think about

18. Data Management Awareness January 23, 2008 18 Data on a report may become FOIA-able, is this a concern? Did the data manager review the use of this data before it was released? Was any individually identifying data used? Was any sensitive data used? Who received the report, database, or file? How was this determined? More things to think about

19. Data Management Awareness January 23, 2008 19 Where to find Data Management documents SPG 601.12 Institutional Data Resource Management Policy  http://spg.umich.edu/pdf/601.12.pdf Data Administration Guidelines for Institutional Data Resources  http://www.mais.umich.edu/access/policies.html Data Stewards/Data Managers list  http://www.mais.umich.edu/access/policies.html

20. Data Management Awareness January 23, 2008 20 Other useful documents on data management University of Michigan Statement on Stewardship  http://www.umich.edu/~hraa/stewardship.htm e-learning course: “Administrative Data Access and Compliance Overview”  Search for course “DCE 101” in My LINC

21. Data Management Awareness January 23, 2008 21 SPG 601.7 Proper Use of Information Resources, Information Technology and Networks  http://spg.umich.edu/pdf/601.07-0.pdf SPG 601.11 Privacy and the Need to Monitor and Access Records  http://spg.umich.edu/pdf/601.11.pdf SPG 601.19 Identity Misrepresentation  http://spg.umich.edu/pdf/601.19.pdf Other useful documents on data management