1. Early Childhood Data Governance: Overview and Implementation
September 2013
Missy Cochenour and Jeff Sellers
DaSy Center TA Specialists
Colleen Murphy
Utah Parent Support Program Manager
Missy

2. Introductions
Missy & Corey to do the SST overview

3. Session Objectives
Provide the audience with information about EC data governance structures, roles, and processes
Prepare Part C/619 Data Managers and coordinators to to go back to their agencies and designate the appropriate staff as members of the data governance team.
Missy

4. Presentation Overview
Data Governance Overview
Definition and purpose
Intended outcomes and benefits
Structure and representation
Data Governance Policy
Data Governance in Action
Processes established and managed
Types of decisions made
Data Governance Structure and Processes
Roles and responsibilities
Data Governance Manual
Next Steps and Wrap Up
6 month plan for implementation
Corey

5. Data Governance Overview
Corey

6. ELC/EC Governance vs. Data Governance ELC /EC Governance
Oversees entire scope of effort - overarching goals and how they will be achieved
Determines focus/priorities of data use
Involves leadership and program area staff from participating agencies and programs
Data Governance
Oversees how information assets can be used to help achieve the ELC goals
Takes strategic direction from broader ELC governance
Involves leadership, program area staff, and IT staff from participating agencies and programs
Corey

7. What is EC Data Governance?
Data governance is both an organizational process and a structure. It establishes responsibility for data, organizing program area staff to collaboratively and continuously improve data quality through the systematic creation and enforcement of policies, roles, responsibilities, and procedures. DG can be structured to support one sector (e.g., EC) or span across sectors (e.g., P-20W) – but there are key differences between the two.
Corey

8. Central Principles for EC Data Governance
Interagency/program approach to managing information, from collection through use
All programs and/or agencies contributing data to the effort are represented
Program area ownership of information –
it’s NOT an IT initiative
Clear, distinct roles for and relationships among program areas, IT, and leadership
Common definitions and business rules across programs and/or agencies
Inter-agency/program data governance coordinator
Corey

9. Intended Outcomes and Benefits
A common vision for EC data use; defined key policy and program questions aligned with that vision
Improved understanding of EC data collected, reported, and used by participating agencies and programs
Better coordination among state agencies and programs administering early childhood services
Improved communication, collaboration, and relationships between EC program/agency staff and IT
Increased consistency and reduced redundancy of data collected across agencies and programs
More effective data use in support of policy and program goals
Corey

10. Information Technology
EC Roles &
Groups
EC Agency and Program Executive Leadership
Data Policy Committee
Data Management
Committee
Data Stewards
Information Technology
DPC
EC Agencies, Program(s), IT, Providers
Escalation
Implementation
DMC
EC Program staff
Missy
Responsible for infra-structure that collects, stores & reports data

11. Data Governance Policy
Purpose
Codifies leadership’s
Acknowledgement that data are a critical resource, and
Commitment that the data will be managed and used as such in support of the EC agencies’ and programs’ missions
Provides strategic direction by creating a framework for decision making about and accountability for how data will be managed across EC
Assigns stewardship responsibilities for participating agencies’ data included in the EC effort
Empowers the data management committee to establish more detailed interagency standards and processes
Contents
Policy Statement
Scope
Definitions of Key Terms
Governance Roles and Responsibilities
Processes
Missy

12. Data Governance Structure and Processes
Corey

13. Information Technology
EC Roles &
Groups
EC Agency and Program Executive Leadership
Data Policy Committee
Data Management
Committee
Data Stewards
Information Technology
DPC
EC Agencies, Program(s), IT, Providers
Escalation
Implementation
DMC
EC Program staff
Corey
Responsible for infra-structure that collects, stores & reports data

14. Who? Data Policy Committee
DPC
Executive leaders responsible for each program/agency contributing data to the EC Data System
Chief Information Officer (if applicable)
Data Governance Coordinator
DMC
Coordinator
Speaker: Corey
Data governance policy committee
Data management committee
membership
Data governance lead/coordinator
Data stewards
Data Policy Committee
Data Stewards

15. What? Data Policy Committee Establish Data Governance Policy
DPC
Establish Data Governance Policy
Establish Data Management Committee (DMC)
Resolve issues escalated by the DMC
Approve data policies & major data-related decisions proposed by the DMC
Hold program/agency areas accountable for adhering to the data governance policy
DMC
Coordinator
Speaker: Corey
Data governance policy committee
Data management committee
membership
Data governance lead/coordinator
Data stewards
Data Policy Committee
Data Stewards

16. Data Management Committee
Who?
DPC
Data Governance Coordinator (Chair)
Data managers representing all agencies and programs that collect data
IT representative(s)
Public Information Officer (if applicable)
DMC
Coordinator
Speaker: Missy
IT- build out of data system; it may be beyond data system and be program IT folks as well
PIO- usually included so that they can be ahead of the communications.
Data Management Committee
Data Stewards

17. Data Management Committee
What?
DPC
Establish and document inter- agency/program standards, processes, and procedures for data collections, reporting, and release
Identify, prioritize, and resolve critical data issues affecting the quality, availability, or use of data
DMC
Coordinator
Speaker: Missy
Critical data issue-group here.
Data Management Committee
Data Stewards

18. Data Management Committee
Executive Leadership
Data Policy Committee
Data
Governance
Coordinator
Data Stewards
Speaker: Corey
Data governance policy committee
Data management committee
membership
Data governance lead/coordinator
Data stewards
Data Management Committee

19. Who? Early Childhood state-wide perspective
DPC
Early Childhood state-wide perspective
Understanding of how data use should support and inform early childhood policies and programs
Understanding of IT concepts and systems, but not located within IT
DMC
Coordinator
Speaker: Corey
Data governance policy committee
Data management committee
membership
Data governance lead/coordinator
Data stewards
Coordinator
Data Stewards

20. What? Chair the DMC Serve as liaison between DPC & DMC
Ensure all data governance participants are fulfilling their responsibilities
Convene working groups of data stewards to address critical data issues spanning multiple program areas
DMC
Coordinator
Speaker: Corey
Third bullet: tangible example- as building out data system there will be things that are specific to a subset of people. The recommendation is the coordinator to identify the issues that need additional discussion and identify who needs to come back together to resolve the issue. Only bring in people when they are relevant to the conversation.
Coordinator
Data Stewards

21. Who? Program area staff who are knowledgeable about:
DPC
Program area staff who are knowledgeable about:
the program’s policies and
the data required/needed about that program area
At least one steward per agency and/or program area
DMC
Coordinator
Speaker: Missy
Goal: make sure all programs/agencies are represented.
Data Stewards

22. What?
DPC
Determine definitions, collection frequency, and reporting requirements to meet internal and external data users’ needs
Resolve critical data issues w/in program area
Communicate to DMC policies and decisions made to programs
DMC
Coordinator
Speaker: Missy
What is a critical data issue? Defined as-Something that has prevented the timely/quality reporting of information/integrating the data and will continue to reoccur. (“the pain points”)- The group will need to assign who needs to resolve and then revisit these often to determine the progress made (have a plan).
Communicate (bullet 4) responsible letting others know what decisions were made
Data Stewards

23. Establishing EC DG Groups
Questions Each Group Should Answer and Document:
What is the mission of this group?
What are the goals and objectives of this group?
What is the membership of this group?
What are the expectations of the member?
What is the decision making process for this group?
What is the role of this group relative to the other data governance groups?
Missy

24. Flow of decision making among DG Groups
Executive Board identifies EC state policies and priorities (i.e., what is the state trying to achieve)
Data Management Committee identifies key questions in support of policies
Data Stewards Workgroup determines what data and business rules are necessary to answer the key questions
ECIDS generates analyses in response to key questions
Program and agency leadership use analyses to inform decision making
Corey

25. Table Talk- Discussion Questions
As a group discuss the following questions:
Discuss initial concerns and opportunities of ECIDS data governance.
What critical agency topics (e.g. HIPAA, capacity, agency regulations) do we need to consider while creating a sustainable Data Governance structure?  
Missy

26. Data Governance Manual
Purpose
Details the structure, roles, responsibilities, membership, and processes that will be established and to which participants will be held accountable
Operationalizes the Early Childhood Data Governance Policy
Contents
Data governance model
For each data governance group, details:
Mission
Goals and objectives
Scope and responsibility
Membership
Decision making process
Appendixes with data governance processes
Corey

27. Utah Example
SLDS Webinar

28. Data Research Committee Data Management Committee
Data Policy Committee
Data Research Committee
Data Management Committee

29. Data Management Committee
Define and recommend data elements to be included.
Coordinate the submission of data.
Ensure data quality and accuracy.
Promote the use of data to make informed data policy decisions.
Each participant shall appoint up to two representatives who have technical expertise in the early childhood data collected by their respective entity.
Each participant shall have one unweighted vote, regardless of the number of representatives appointed by the participant.

30. Data Research Committee
Review for approval all research requests for unidentifiable data.
Develop pre-approved methods for data retrieval.
Develop a process for timely review and approval of research data requests.
Develop standard data reports intended for public distribution.
Each participant may appoint two persons who have knowledge and expertise regarding the use of data from their entity for research purposes to sit on the Research Committee.
Each participant shall have one unweighted vote, regardless of the number of representatives appointed by the participant.
Each participant may veto the use of data submitted by it for use in any proposed research by following the procedures established by the Data Policy Committee.
UDOH shall appoint up to two non-voting professional researchers who are not affiliated with UDOH or any participant and who are agreeable to the Research Committee to sit on the Research Committee.

31. Data Policy Committee
Establish policies and procedures consistent with FERPA and other applicable federal and state privacy laws.
Protect PII from unauthorized disclosure or use.
Develop policies for data collection, management, and distribution.
Develop standards and practices to govern.
Develop breach response plans as may be required by federal or state law.
Develop discipline policies for inappropriate use or publication of PII.
Review for final approval recommendations of the Data Management Committee.
Review for final approval and release of standard data reports intended for public use developed by the Data Research Committee;
Develop conflict resolution procedures to resolve conflicts between participants.
Oversee UDOH and participant compliance with this data sharing agreement.
Each participant shall appoint up to two representatives who have the authority to approve data policies for their participating entity to sit on the ECCS Data Policy Committee.
Each participant shall have one unweighted vote, regardless of the number of representatives appointed by the participant.

32. Next Steps and Wrap Up
Missy

33. Initial Steps to Establish EC Data Governance
Identify participating agencies/programs
Determine governance structure (key groups and roles)
Establish and determine how/when data policy committee will convene (e.g., agenda item on existing standing meeting)
Draft and obtain DPC sign off on data governance policy
Identify members of data management committee for each participating agency or program
Identify other members of data management committee (e.g., IT representation)
Identify data stewards/managers for each participating agency or program
Identify data governance coordinator
Missy
Remind them that there are other steps but these are a few to get started
These steps are also not in order.

34. State Support Team
Contact Info:
Missy Cochenour, (909) ,
Jeff Sellers, (850) ,
Colleen Murphy, (801) ,