Real-World Data Governance: Data Governance Roles & Responsibilities

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Copyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
Twitter About This Webinar at #RWDG
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Real-World Data Governance
Data Governance
Roles & Responsibilities
Monthly Webinar Series Hosted by DATAVERSITY
Robert S. Seiner – KIK Consulting / TDAN.com
February 19, 2015 – 2:00 p.m. EST
Robert S. Seiner
KIK Consulting & Educational Services – KIKConsulting.com
The Data Administration Newsletter – TDAN.com

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• Non-Invasive Data Governance:
The Path of Least Resistance and Greatest Success
ISBN 9781935504856 / Technics Publishing – September 1
• KIKConsulting.com
Home of Non-Invasive Data Governance™
• DATAVERSITY Events
Enterprise Data World 2015
Progressive Topics in Data Governance: Big Data, Agile and the IoT (Tutorial 3/30)
Data Governance & Information Quality (DGIQ) Conference 2015
Getting Started with Data Governance (Tutorial 6/8)
Advanced Metadata Requirements for Data Governance (Tutorial 6/8)
Applying Data Governance to Agile Projects (Session 6/9)
Current Events

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• Real-World Data Governance – Monthly Webinar Series
– March 19, 2015 – Data Governance Best Practice Criteria *
– April 16, 2015 – Data Governance Framework Components
– May 21, 2015 – Build Your Own Data Governance Tools
– June 18, 2015 – Everybody is a Data Steward – How to Deal with it
– Third Thursday of Every Month at 2pm EST * w/guest
– Register On-Line at DATAVERSITY.net or KIKConsulting.com
Upcoming Webinars

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• Well thought out data governance roles and responsibilities lie at the heart
of successful data governance programs.
• All activities focus on the roles.
• From how we recognize stewards and apply governance, to how we engage
and communicate with the people in the roles – the roles become the
operating model for how governance works.
Data Governance Roles & Responsibilities
Abstract

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• Join Bob Seiner for this month’s installment of the DATAVERSITY Real-
World Data Governance webinar series focused on defining an operating
model that can be assimilated to your organization.
• This model includes an easy-to-explain set of roles and responsibilities
aligned with how your organization functions.
• The session will cover:
– Executive, Strategic, Tactical, Operational and Support Roles
– How to recognize your stewards and other roles
– How to apply roles consistently through all facets of your program
– Providing incentive for active involvement
Abstract

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• Data Governance
– Data Governance is the Execution and Enforcement of Authority
Over the Management of Data and Data-Related Resources.
• Data Stewardship
– Data Stewardship is the Formalization of Accountability
Over the Management of Data and Data-Related Resources.
Definitions

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• Non-Invasive Data Governance™
– The practice of:
• applying formal accountability & behavior
• through non-invasive roles & responsibilities
• to existing and / or new processes
• to assure that the definition, production & usage of data
• assures regulatory compliance, security, privacy, protection & quality.
– Non-Invasive describes how governance is applied to assure
non-threatening management of valuable data assets.
– The goal is to be
• Transparent
• Supportive
• Collaborative.
Definitions

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• The DATA is not governed.
• PEOPLE’S BEHAVIOR associated with data is governed.
• PEOPLE’S ROLES & RESPONIBILITIES must be defined/enforced to be governed.
Being Logical About R&R

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• The Approaches to Data Governance Roles & Responsibilities
– Non-Invasive Approach
• Identifying and recognize people into roles rather than
assigning people into roles.
• Leveraging existing responsibility
– Command and Control Approach
• Assigning people into roles
• Giving people new responsibilities
– 2” x 4” Approach
• Data Governance is “Not Optional”
• People will have to make time
Approaches

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• The Operating Model is made up of:
– The Levels
– The Domains
– The Diagrams
– The Roles
– The Responsibilities
– The Application of the Roles to the Processes
– The Communications to the Roles
The Operating Model

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• The Role Levels
– Executive Level – Enterprise Leadership
– Strategic Level – Business Area Leadership
– Tactical Level – Cross Business Area Accountability
– Operational Level – Per Business Area Accountability
– Support Level – Sustenance & Supportive Accountability
The Levels

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• The Domains – Where to Start
– Burning Platform
• Govern Domains of Data
– Focus on a specific subject area
– Usage of subject area in the name of the program
• Reason to Implement Data Governance Across the Business
– To protect the data
– To extract & share data for decision making
– To improve analytical capabilities
– To gain insight and value from Big Data
The Domains

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• The Domains – Data Subject Areas
– Customer
– Supplier
– Product
– Material
– Finance
– Employee
– Student
– Facility
The Domains

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The Diagrams – The Pyramid

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The Diagrams – Common Data Matrix

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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
Executive Roles

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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’
Strategic Roles

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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
Strategic Roles

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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.
Strategic Roles

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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.
Strategic Roles

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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
Strategic Roles

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– Availability to Read / Review / Comment / Recommend / Approve …
Data Policy & Mandates
Pro-Active and Reactive Data Governance Activities
Time needed varies 60 to 90 minutes a month
Strategic Roles

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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
Strategic Roles

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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
Tactical Roles

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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.
Tactical Roles

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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 “Tactical Steward Teams”.
Tactical Roles

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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.”
Tactical Roles

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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.
Tactical Roles

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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.
Tactical Roles

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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
Operational Roles

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• 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”.
Operational Roles Rules

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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
Operational Roles

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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
Operational Roles

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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
Support Roles

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• Responsibilities of the Data Governance Planning / Program Team:
– 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
Support Roles

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• Responsibilities of the Data Governance Planning / Program Team:
– 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
Support Roles
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.
Support Roles

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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.
Support Roles

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Apply Roles Consistently
• Cross-Reference Roles with Activities
– Pro-Actively
• Apply roles and actions to existing / new pro-active processes
• Not “Data Governance Processes” or “The Process of Data Governance”
• Formalizing accountability for involvement in process
• Measure role involvement in activities
– Reactively
• Apply roles and actions to existing / new reactive processes
• Respond rapidly to issues / technical debt
• The Data Governance Bill of “Rights”
• Getting the “right” people involved at the “right” time using the “right” data
following the “right” process to solve the “right” problem at the “right” time.

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Communicate with Roles

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Providing Incentive for Active Involvement
• Ways to Encourage Steward Involvement
– Get Stewards to understand their value so they buy-in / volunteer / offer time
– Offer perks and rewards for Stewardship involvement
– Recognize Stewards / Teams publically to the organization
– Add a Data Stewardship / Governance component to performance evaluation
– Make it Enjoyable or Fun to participate in projects
– Use Steward involvement in Career Path / Promotion Evaluation

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Providing Incentive for Active Involvement
• Ways to Force Steward Involvement
– Tell people “you will do this” / participation is not optional
– Make it mandatory to participate in Steward activities
– Develop a “point” systems and monitor involvement
– Add a Data Stewardship / Governance component to performance evaluation
• As a Data Steward of any type
– Encourage organization to adopt the Encourage method

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• The session covered:
– Executive, Strategic, Tactical, Operational and Support Roles
– How to recognize your stewards and other roles
– How to apply roles consistently through all facets of your program
– Providing incentive for active involvement
• Questions & Answers
Summary

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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
Contact Information

Real-World Data Governance: Data Governance Roles & Responsibilities

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