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Kathy Gosa, Kansas

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Data Governance Webinar 08.12.11 Data Governance: Key components & implementation steps Kathy Gosa, Kansas Josh Klein, Oregon Baron Rodriguez, PTAC – PowerPoint PPT presentation

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Title: Kathy Gosa, Kansas


1
Data Governance Key components implementation
steps
Data Governance
Webinar 08.12.11
  • Kathy Gosa, Kansas
  • Josh Klein, Oregon
  • Baron Rodriguez, PTAC

2
Why Data Governance?
  • Data Governance (DG) is an organizational
    approach to data and information management
  • Helps to protect interests of stakeholders by
    enforcing compliance with agreed-upon rules and
    regulations regarding data management (including
    security)
  • Outlines who can take what actions, when, with
    what information, and using what methods
  • Defines rules of engagement, organizational
    bodies, accountable individuals, and processes
  • Is formalized as a set of policies and procedures
  • Encompasses the full data life-cycle

3
Components of a Data Governance Program
  • Rules and Rules of Engagement
  • 1. Mission and Vision
  • 2. Goals, Governance Metrics, Success Measures,
    and Funding Strategies
  • 3. Data Rules and Definitions
  • 4. Decision Rights
  • 5. Accountabilities
  • 6. Controls
  • Organizational Bodies and Individuals
  • 7. Data Stakeholders
  • 8. A Data Governance Office
  • 9. Data Stewards
  • Processes
  • 10. Proactive, Reactive, and Ongoing Data
    Governance Processes

4
Components of a Data Governance Program contd.
Source The DGI Data Governance Framework (Gwen
Thomas, The Data Governance Institute).
5
Data Governance Program Scope
  • Scope of a DG program with focus on privacy,
    compliance, and security includes
  • Protection of sensitive data
  • Vulnerability assessment and risk mitigation
  • Enforcement of regulatory, contractual, and
    architectural compliance requirements
  • Identification of stakeholders, decision rights,
    and accountabilities
  • Access management

6
DG Program Implementation Key Steps
  • Decision-making authority Establish
    organizational structure with different levels of
    DG specify roles and responsibilities at each
    level
  • Standard policies procedures Adopt and enforce
    a written data governance plan
  • Data inventory Conduct an inventory of all data
    that require protection
  • Data content Identify the purposes for which
    data are collected and justify the collection of
    sensitive data
  • Data records Specify activities related to
    handling data to ensure compliance with security
    policies

7
DG Program Implementation Key Steps contd.
  • Data quality Ensure that data are accurate,
    relevant, timely, and complete for the purposes
    they are collected
  • Data access Define and assign differentiated
    levels of data access to individuals based on
    their roles and responsibilities
  • Data security Ensure the security of sensitive
    data by mitigating the risks of unauthorized
    disclosure
  • Data dissemination Ensure that data sharing and
    reporting activities comply with federal, state,
    and local laws

8
Data Governance Sharing Best Practices
  • Successes, challenges, and areas in need of
    development
  • Guest speakers
  • Kathy Gosa (Director of Information Technology,
    Kansas DE) Postsecondary and internal program
    data governance
  • Josh Klein (Chief Information Officer, Oregon
    Department of Education) LEA engagement through
    the District CIOs, data collection committee, and
    regional consortia participation

9
Data Governance Program
  • Kansas State Department of Education
  • Kathy Gosa, IT Director
  • PTAC Webinar
  • August 2011

10
KSDE Data Governance Program
  • Data Governance Board (Director level decision
    makers from each department / program area)
  • establish and enforce policies and practices
    related to agency data management
  • Ethics security will be a part of every
    decision the group makes
  • Members have the authority and commitment to make
    policy recommendations and decisions
  • LEA participation is via comments on proposed
    policy.
  • Data Steward Workgroup (agency data stewards)
  • Focused on communication, collaboration, data
    quality
  • Build capacity for ownership and accountability
    of data
  • Eliminate the silo effect of working with data
  • Data Request Review Board (subgroup of DGB)
  • Provides consistent treatment of data requests
  • Considers, prioritizes and assigns requests for
    data

11
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12
Issue Resolution
  • Setting expectations
  • Escalation Process

Executive Leadership
Executive Leadership
Data Governance Board
Data Governance Board
Data Owners
Data Request Review Board
Data Manager / Coordinator
Data Stewards Programmers
Data Stewards and Programmers
13
Data Governance for P20
  • Kansas P20 Data Sharing
  • Executive Order gives authority for KBOR and KSDE
    to evaluate one anothers programs
  • MOU specifies that each party must notify the
    other party of any use of the others data
  • Federated approach for P20 Data Governance
  • Postsecondary has a seat on KSDEs DGB and DRRB
  • for all items involving PS data (including
    revisions to KSDE DG Program)
  • if voting is involved, the PS seat has veto
    power
  • KSDE is a data owner of P20 data housed at KBOR,
    and so
  • has a seat and decision power on KBORs Data
    Review Committee for any data requests involving
    P-12 data
  • authorizes access to P-12 data
  • Assigns a data steward with responsibility to
    assist with analysis/use of P-12 data

14
Successes / Challenges
  • Successes
  • Data Governance is a fundamental part of our
    culture.
  • As new issues / challenges have arisen weve been
    able to modify our existing framework to address
    them.
  • Expanding re PS data governance was relatively
    painless.
  • Weve evolved our process for including LEAs in
    DG processes.
  • Challenges
  • Keep meetings/issues focused dont waste time!
  • Inclusion of LEAs in DG processes.
  • Immaturity of DG processes at other state
    agencies.
  • Applicability of the federated model to other
    agencies (e.g., Dept of Labor).

15
Oregon Education Governance NetworkJosh
KleinChief Information OfficerOregon Department
of Educationjosh.klein_at_state.or.usPTAC
WebinarAugust 12, 2011
16
Oregon Landscape
  • 197 School Districts
  • 19 Education Service Districts
  • 561,698 Students
  • 62,557 School Employees
  • 28,638 Teachers
  • Geographically Large
  • Strong Local Control

Data Source 2009-2010 Oregon Statewide Report
Card http//www.ode.state.or.us/data/annreportcard
/rptcard2010.pdf
17
Governance History
  • IT Managers Committee (ITMgrs)
  • Quarterly Since October 2000
  • Data Collection Committee (DCC)
  • Quarterly Since November 2002
  • Data Quality Workgroup (DQWG)
  • Triannually Since February 2008
  • Data Warehouse Governance Committee (DWGC)
  • Monthly Since April 2010
  • Assessment and Accountability Advisory Committees
    (AAC)

Monthly IT Manager Meetings also held.
DCC Website https//district.ode.state.or.us/sear
ch/results/?id402 ITMgrs Website
https//district.ode.state.or.us/search/results/?i
d403 DQWG Website http//data.k12partners.org/co
ntent/project-meetings
18
Assessment Panels
Panel / Committee Number of Members Meeting Frequency
Assessment Policy Advisory Committee 15-20 4-6 times a year
Sensitivity Panel 15-20 4-6 times a year
English Language Arts Assessment and Content Panel 35 6-8 times a year
Mathematics Assessment and Content Panel 35 6-8 times a year
Science Assessment and Content Panel 35 6-8 times a year
Social Sciences Assessment and Content Panel 25 6-8 times a year
Accommodations and Modifications Review Panel 24 2-3 times a year
English Language Proficiency Assessment and Content Panel 38 6-8 times a year
Content and Assessment Panels Website
http//www.ode.state.or.us/search/page/?id488
19
Successes
Challenges
  • Coordination Preparation
  • Including Small/Rural Districts
  • US vs. THEM - Mandate Compliance
  • Online Testing Since 2001 (ITMgrs)
  • Required Data Owner Attendance (DCC)
  • One-Year Rule Annual Collection Cycle (DCC)
  • Race/Ethnicity (DCC/ITMgrs)
  • Student Record Exchange (DWGC)

20
In Development
  • Increased Frequency Web Option (DCC)
  • Monthly Vendor Meetings
  • P-20/W Governance
  • ALDER Executive Committee (AEC)
  • Oregon Education Investment Board (OEIB)
  • Institution Reconstitution Policies
  • Oregon Education Information Security Council
  • FERPA Compliance
  • Cloud Computing (i.e. Google Apps for Education)

AEC Website http//alder.orvsd.org/content/alder-
executive-committee
21
References
  • Statewide Longitudinal Data Systems (SLDS)
    Technical Brief 2. Data Stewardship Managing
    Personally Identifiable Information in Electronic
    Student Education Records (NCES 2011-602)
  • The Data Governance Institute The DGI Data
    Governance framework
  • National Association of State Chief Information
    Officers Data Governance series

22
Upcoming PTAC Events
  • Regional Meetings 2011
  • Regional meeting 4 MEIC (August, 2011) Kansas
    City, MO Midwest
  • PTAC Webinars 2011
  • Threats to your Data - August 22nd 130 - 230
    pm EST
  • Data Center Consolidation Best Practices -
    September 16th 130 - 230 pm EST New

23
Stakeholders Feedback
  • What are your needs?
  • How can PTAC help you?
  • Help Desk
  • Site visits
  • Sharing best practices
  • Input from organizations that have successfully
    implemented a DG program
  • Sharing your experiences

24
PTAC Help Desk Website
  • Send PTAC your questions on privacy,
    confidentiality, and data security related to
    longitudinal data systems (LDSs)
  • Contact the Help Desk
  • PrivacyTA_at_ed.gov
  • Toll Free Phone 855-249-3072
  • Toll Free FAX 855-249-3073
  • Get copies of PTAC resources, join listserv-
    nces.ed.gov/programs/ptac

25
Data Governance Key components implementation
steps
Data Governance
Thank You for Participating
Webinar 08.12.11
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