Real-World Data Governance: A Different Way of Defining Data Stewards & Stewardship

Real-World Data Governance
A Different Way of Defining

Data Stewards & Stewardship
Monthly Webinar Series Hosted by Dataversity
Robert S. Seiner – KIK Consulting / TDAN.com
January 16, 2014 – 2:00 p.m. EST

Robert S. Seiner
KIK Consulting & Educational Services – KIKconsulting.com
The Data Administration Newsletter – TDAN.com

1
Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
S. Seiner & KIK Consulting
Copyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
2014
– KIK Consulting & Educational Services / TDAN.com

Twitter About This Webinar at #RWDG
#RWDG @RSeiner

Upcoming Webinars
•

Real-World Data Governance – Monthly Webinar Series – 2pm EST
– February 20, 2014 – A Governance Framework for Success
– March 20, 2014 – Agile Data Governance: Truth Be Told *
– April 17, 2014 – How to Write a Data Steward Job Description

– Register On-Line at DATAVERSITY.Net

* with guest

2
2014

#RWDG @RSeiner

A Different Way of Defining Data Stewards
Abstract
•

Data professionals may agree that the Data Steward is the glue that holds the
Data Governance Program together.

•

The role of the Data Steward is widely discussed and dissected, vilified and
certified, self-assured while being uninsured.

•

Organizations run the gamut on how they define the role, assign the role,
recognized and enforce the role.

•

But … Perhaps there is another way to look at the role altogether.

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2014

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Abstract
•

What if everybody in your organization was considered a steward of the data
they define, produce and use?

•

What would it take to get that message across? How would we communicate
with everybody, all the time, in an effective way … or this just a pipe dream?

•

What exactly would it take to change the mindset of the organization as to
the value of governance and stewardship of our most critical of assets?

•

Bob Seiner thinks he has the answer. And he wants to share it with you
during this installment of his Real-World Data Governance webinar series.

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2014

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Abstract
•

This webinar will focus on:
– A Different Way of defining the role of the data steward.
– A Different Way of engaging and operationalizing data stewards.
– Ways to effectively communicate with the masses.
– Changing the mindset of the organization through some simple messages.
– Identifying the best way to define stewards and stewardship in your organization.

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2014

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Definitions According to Bob
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Data Governance is the execution and enforcement of authority over the
management of data and data-related assets.

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Data Stewardship is the formalization of accountability for the management of
data and data-related assets.

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2014

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Definitions According to Bob
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Formalization of Accountability implies that there is already some level of
accountability for the definition, production and usage of data.

•

If we are to consider these definitions … what do we do next?
–
–
–
–
–
–
–

Per data resource in your organization – identify who is accountable
Per data subject area in your enterprise – identify who is accountable
What value does improving the enterprise view of the data bring?
Accountable for the definition, production and use of the data.
“Nobody is accountable.” (Then how are decisions made?)
Is that what Management thinks?
Are these people the Data Stewards?

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2014

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Defining the Data Steward
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Industry Standard for Data Steward
– Is there an Industry Standard for the definition of a Data Steward?
– Should there be an Industry Standard for the responsibilities of a Data Steward?
– Who should come up with this definition?
– Won’t the definition of the Data Steward be specific to the Organization?

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2014

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– A Data Steward is a person that defines, produces or uses data as part of their job and
has a defined level of responsibility for assuring quality in the definition, production or
usage of that data.

•

Who is a Data Steward?
– A Data Steward can be anybody in
the organization (business or technical)
that defines, produces, and/or uses data
as part of their job if they are held formally
accountable for what they do with the data.

9
2014

#RWDG @RSeiner

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Non-Invasive Data Governance™ 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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2014

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Non-Invasive Data Governance™ 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
“Do Nothing”
approach?

… Or a
“Do Everything”
approach?

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2014

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What approaches have organizations used to identify Data Steward roles and
invoke Data Steward responsibility?

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Roles and Responsibility Approaches:
1. Non-Invasive Data Governance™ Approach
• Identifying people into roles rather than assigning people to roles.
• Leveraging existing responsibility

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2014

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What approaches have organizations used to identify Data Steward roles and
invoke Data Steward responsibility?

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Roles and Responsibility Approaches:
2. Command and Control Approach
• Assigning people into roles
• Giving people new responsibilities

3. 2’ x 4’ Approach
• Data Governance is “Not Optional”
• People will have to make time.

13
2014

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Remove Obstacles to Accepting Steward Responsibilities

•

Opportunity

What are typical responses to the roles that are defined?
– People become concerned about:
•
•
•
•
•
•

Stepping on people’s toes
Giving/Getting too much or too little responsibility
Sharing responsibility and how that takes place
Putting people in position to make decisions that may not please everybody
Identifying the people that are/will be the authorities
Escalating concerns above the authorities

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2014

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Why is it important to clearly identify Data Steward roles and responsibilities?

•

Value of Clearly Defining Roles & Responsibilities
– One of Four Primary Components of Data Governance
• Best Practice Critical Analysis → Recommendations

• Operating Model of Roles & Responsibilities
• Actionable Plan
• Communications Plan
– Backbone of
• Actionable Plan
• Communications Plan
• Data Governance Activity Matrices

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2014

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2014

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Multiple Types of Data Stewards
– Operational Data Stewards (Operational Level)
• Work in a Business or Technical Unit
• Have Hands-On Knowledge of the Data They Use and Used By Their Unit
• Define, Produce, Use Data Associated With Their Job

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2014

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– Data Domain Stewards (Tactical Level)
• Have Hands-On Expertise of a Specific Domain (Subject Area) or Data
• Facilitate Resolution of Issues Pertaining to that Domain of Data
• May/May Not Have Decision Making Authority for That Domain of Data

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2014

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– Data Steward Coordinators (Tactical Level)
• Know the Domain Stewards and Operational Data Stewards Residing in Their Unit
• Communicate Effectively with DG Team, Domain Stewards, Operational Stewards

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2014

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2014

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2014

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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

22
2014

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–
–
–
–
–
–
–

Creating or reviewing data definition
Integrity and quality of data definition
Producing, creating, updating, deleting, archiving the data that will be managed.
Integrity and quality of the data created or updated in their department or process.
Supporting and sharing knowledge with other stewards
Communicating new and changed business requirements to impacted individuals
Communicating concerns, issues and problems with data to change influencers

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2014

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– Doing what is expected of them in their job while being held formally accountable
for how they do it – when it comes to data.
– Doing what is expected of them in their job while being held formally accountable

– Begs the question becomes – What does it mean to be held formally accountable?

Worth
Repeating

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2014

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Formally accountable –
– Performance Evaluation – Sounds invasive
– Assignment of Responsibility – Sounds invasive
– Sign offs (PMO) – Less invasive

– Put at forefront of people’s consciousness.

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2014

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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.

26
2014

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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.

27
2014

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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.

28
2014

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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.

29
2014

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Engaging the Data Steward
•
•

“How long will we need them for?”

•

Opportunity

“How many Data Stewards will we need?”

“How will we ________ the Data Stewards?”
–
–
–
–
–

•

Opportunity

Identify? Note and record
Recognize? Distinguish responsibility and record
Assign? Sounds invasive to me
Activate? Through formal process
Whoa! This is an open statement.

Isn’t this also determined by our Governance approach?

30
2014

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•

Now that we have defined What a Data Steward is,
We need to define What a Data Steward does.

•

How do we figure out What a Data Steward does?
– Proactive Governance activities
– Reactive Governance activities

31
2014

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Proactive – Build DG Into What the Data Stewards Do
–
–
–
–
–

Opportunity

Governance Activity Matrix
Governance Processes RACI Chart
System Development Life Cycle (SDLC)
Project Planning
Do Not Call Them “Data Governance Processes”!

32
2014

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Concepts of Non-Invasive Data Governance™:
– Do Not give employees new job titles and recognize that the majority of their
present work will not change.
– Data Stewards Are identified & engaged according to their present
responsibilities.
– The Data Stewardship process will Not create new tasks or time commitments but
instead will ensure that the appropriate Data Stewards are identified, engaged in
each data related task.

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2014

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What Exactly Does a Data Steward Do?
– Do what is expected of them in their job while being held formally accountable
– Use Governance Activity Matrices to Engage the Data Steward.
– Again … Not “Governance Processes” – They are processes that are governed.

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2014

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What Exactly Does a Data Steward Do?
– The matrices formalize:
• The people
• The time
• The activity
• The timeline
• The decision makers
• How the results are produced

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2014

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DATA GOVERNANCE ACTIVITY MATRIX©

MASTER DATA
DEVELOPMENT
LIFE CYCLE
(MDDLC)

INFORMATION
GATHERING
(DOMAIN, SYSTEM,
STEWARDS)

ASSESSMENT &
REQUIREMENTS

PLANNING &
ANALYSIS

SOLUTION DESIGN

SOLUTION
DEVELOPMENT

SOLUTION TESTING

SOLUTION
IMPLEMENTATION

SOLUTION
MONITORING &
MAINTENANCE

IT
SYSTEM SMEs

DATA DOMAIN / LOB/FUNCTIONAL AREA
DATA DOMAIN
STEWARD
(or designee)

DATA SMEs

Activity initiated re: this domain,
Data Domain Steward is involved
in identifying and recording info
related Domains, Systems,
Stewards per issue or task.

DATA STEWARD
COORDINATOR

Coordinate and manage all
technical aspects of system
information gathering with Data
Domain Stewards and Steward
Coordinators. Assure appropriate
technical meta-data is recorded.

technical aspects of data
information gathering with Data
Coordinators. Assure appropriate
technical meta-data is recorded.

assessment & requirements
gathering with Data Domain
Stewards and Steward
Coordinators.

technical aspects of data
assessment & requirements
gathering with Data Domain
Coordinators.

planning and analysis with Data
Coordinators.

technical aspects of data planning
and analysis with Data Domain
Coordinators.

Coordinate system design with
Data Domain Stewards and
Steward Coordinators.

Coordinate data design with Data
Coordinators.

solution development. Assure
that appropriate technical metadata is recorded.

technical aspects of data solution
development. Assure that
appropriate technical meta-data is
recorded.

Perform EIS system testing.
Assure that appropriate technical
meta-data is recorded.

Perform EIS data testing. Assure
that appropriate technical metadata is recorded.

Coordinate business tasks
associated with solution testing
steps.

Coordinate activities of the
Operational Stewards related to
testing work including timelines,
status, tactical decision making.

solution implementation.

implementation.

associated with solution
implementation.

monitoring & maintenance.

associated with solution
monitoring & maintenance.

solution monitoring &
maintenance including timelines,
status, tactical decision making.

DATA
PRODUCER

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.

Participate in data
definition information
gathering as needed.

Coordinate activities of
Operational Stewards including
project timelines, status reporting,
tactical decision making. Assure
appropriate business meta-data is
recorded.

Provide definition
requirements &
gathering document.
Define data needed to
operate business &
report results.

Produce user
requirements. Use
data needed to
operate business &
report results.

Coordinate tasks associated
conducting planning and analysis
steps.

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. Accept or Resolve solution
from the Steward Coordinator.

Propose alternatives
for data definition
solution that best fits
with defined
requirements.

Coordinate activities of all
individuals related to development
work including timelines, status,
tactical decision making.

Participate in data
production
information gathering
as needed.

DATA USER

solution implementation including
timelines, status, tactical decision
making.

solution monitoring &
maintenance.

OPERATIONAL DATA STEWARDS
DATA DEFINER

for data production
that best fits with the
data definition
solution and defined
requirements.

Participate in data
usage information
gathering as needed.

for data usage
solution that best fits
with defined
requirements.

Provide input to the
development of the
data production
solution.

Test data solution
from a definition
perspective. Assure
that appropriate
business meta-data is
recorded.

Test data solution
from a production
perspective. Assure
that appropriate
recorded.

Test data solution
from a usage
perspective. Assure
that appropriate
recorded.

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.

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2014

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2014

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2014

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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

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2014

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2014

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Communicating with the Masses
•

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.

42
2014

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•

Messages for Management
– Data Governance does not have to be A HUGE CHALLENGE.
– Data Governance is NOT A TECHNICAL SOLUTION.
– PEOPLE BEHAVIOR IS GOVERNED, Not Data.
– Data Governance is an EVOLUTION, NOT REVOLUTION.

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2014

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Data Governance Bill of “Rights”
Getting the “Right” People
… Involved at the “Right” Time
… In the “Right” Way
… Using the “Right” Data
… To Make the “Right” Decision,
… Leading to the “Right” Solution,
… Most of the Time.

44
2014

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Upcoming Webinars
•

Real-World Data Governance – Monthly Webinar Series – 2pm EST
– February 20, 2014 – A Governance Framework for Success
– March 20, 2014 – Agile Data Governance: Truth Be Told *
– April 17, 2014 – How to Write a Data Steward Job Description

– Register On-Line at DATAVERSITY.Net

* with guest

45
2014

#RWDG @RSeiner

Contact Information
•

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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2014

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Real-World Data Governance: A Different Way of Defining Data Stewards & Stewardship

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