Data & Information

Governance Bedrock:

Data Dictionaries

SC.GMIS Software Developers WorkshopJanuary 19, 2017

Michael C. Kelly, PhD, PMP

Chief Data Officer

Objectives

Understand data & information governance-related –

1. . . . nomenclature

2. . . . importance & relevance

3. . . . DIG in your industry

4. . . . goals & components

5. . . . data dictionaries

6. . . . initiation / leadership for DIG

Guiding Principle

1. Nomenclature

- what we name things

- how we distinguish concepts

- chaos avoidance

Nomenclature

• Enterprise Information Management

• Information Governance

• Data Governance

• Data Management

• Data Standards

• Master Data

• Reference Data

• Identity & Access Management

• Identity Management

• Access & Permissions Management

• Business Intelligence

• Analytics

• Big Data

• Dashboards

• Data-driven Decision-making

• Machine Learning & Artificial Intelligence

• Reporting

Data ___ Information

andor /

versus

How do you

see the

relationship?

Reflections on “Governance”

Enterprise Information Management

• Umbrella term

• Everything we do cooperatively with and to information across an organization to . . .

• Collect what is needed –

and only what is needed

• Ensure responsibility & accountability

• Increase efficiency

• Reduce Risks

• Achieve compliance

• Gain competitive advantages

Data & Information Governance

1. Specification of decision rights and accountability framework

2. Roles, policies, procedures, processes, standards, and metrics

Data & Information Governance

1. Specification of decision rights and accountability framework with information...

• Creation

• Storage

• Use

• Archiving/deletion

UofSC Data Governance Framework

Data & Information Governance

2. Roles, policies, procedures, processes, standards, and metrics

• Roles – 5 layers

• Leadership & coordination

• Data Trustee

• Data Steward

• Data Custodian

• End User

Data Management

Master Data•Specific to the

organization

•Organizational hierarchy

•Building Names & Codes

•Client/customer identifiers

Reference Data•Relatable outside the

organization

•Standard Occupational Codes (SOC)

•Country codes

•Units of measure

Identity & Access Management (IAM)

Identity•Assuring consistent

recognition of same individual *

•Assigned ID #

•Duplicate detection

• False merge

•Multiple roles

• Employee - but also -

• Client / customer

Access & Permissions•Authorizations granted

and actions enabled for individual *

• Systems

• Screens / GUIs

•Data elements

• View/edit/delete (rights)

• Reports / DW

* Individuals may be persons or nonpersons

Business Intelligence

Nomenclature Notes

ReportingStandard analyses for internal & external stakeholders – e.g. monthly reports, audit

Analytics *Advanced analysis with (near) real-time, exploring complex questions or hypotheses

Big Data * Raw material for analytics – 5 V characteristics

DashboardsLeverage analytics-oriented data for visualization, manipulation, and drill-down

Data-drivenDecision-making

Impetus for executives to change org behaviors based on data, to improve efficiency of operations, quality of services, bottom line

Analytics

Type Description

Descriptive What is happening / what happened

(close kin to reporting)

Diagnostic Why something happened / causation

DiscoveryReveal previously unknown relationships in data / correlation

Predictive What will happen / conditional

PrescriptiveWhat should happen / what should we do / how can we impact trajectory

Analytics

Big Data

Type Description

Value Costs & benefits

Variety Different sources and types (structured & unstructured)

Velocity Rapid influx / speed of creation

Veracity Not always trustworthy / clean / reliable

Volume Vast quantity

2. Importance & Relevance

- why talk about DIG?

- how does it matter to Software Development?

Drivers for DIG

Why Now?

• Truthfully, we’re all late to the game

• ERP & Auxiliary systems proliferation

• Information management crisis

• Regulatory & compliance requirements

• Business optimization through BI

Relevance to SW Development

Software (def.) – tools to manage records and/or perform essential activities

• Data is generated

• Data has a lifecycle

• Data has meaning

• Software has users

Data Lifecycle

Source: http://www.spirion.com/us/Content/Images/Solutions/lifecycle-management.png

3. DIG Status in Your Industry

- do you need DIG? do you have DIG?

- what pressures demand DIG?

- how good is your DIG?

DIG Status Assessment

• You are already doing it

• The questions are:

• How well?

• How coordinated?

• How efficient?

• Is there a better way?

Already doing DIG

Identity Management

Access Management

Data creation

Data use

Units of measure

Error detection

Error remediation

Reporting

Opportunities for Improvement

• Access & Permissions request & fulfillment

• Data Standards

• Data definitions

• MDR / RDM

• Training of End Users

• Data Quality & Integrity monitoring

• Automating error correction / prevention

• Workflows & automation & integration

• BI / Dashboards

So, what does DIG deliver?

• is more strategic in its purpose & implementation

• considers risk & compliance & good practices

• Data Stewardship

• is organization-wide (and scalable to org size)

• is holistic

• trace & connect Point of Collection to Point of BI

•maximize opportunities to improve

• exploit competitive advantage

DIG: Data in Your Industry

• Identities –• Clients • Customers • Employees• Vendors • Equipment

• Documentation –• Work completed • Budget / AP / AR • Transactions

• Equipment

• Supplies

• Human Resources

• Facilities

• Research & Development

• ? What else ?

4. Goals & Components

- what benefits will you realize?

- what issues should you address?

- how might you structure your effort?

Headline for DIG

•Ensure that information is trustworthy and actionable

UofSC Data Governance Framework

Data & Information Strategy Council

• Executive Leadership• Vice Presidents & Chancellors • C-Suite / Chief _x_ Officers

• Align data practices to Strategic Plan• Data must exist to support Goals, Objectives, KPIs

• Highest decision-making on escalated issues

• Authorize initiatives & investments • Support strategic priorities

• Resolve longstanding deficiencies

Data Stewardship Program

• Collaboration & cooperation across most critical Lines of Business (LOBs)

• Practices

• IG steering

• Operational procedures & standards

• Instruction to org units

• Resolve escalated issues

• System & Data Ownership by Managers as Data Stewards

• Decision rights

• Responsibilities & Accountability

• Compliance

• Privacy & Security

• Data Protection, Recovery, Business Continuity

• Retention, Archive, Deletion

Data Standards Program

• Develop &/or approve data standards

• Reference Data Management (RDM)

• Master Data Management (MDM)

• Data Dictionaries

• Data Element inventory

• Data Element definition & classification

• Data Glossary

• Data Dictionary

• Procedures

• Authoring

• Interpretation

• Implementation

• Communication

• Change notification

• Documentation & Training

• Reference materials

• Train existing workforce and on-boarding new employees

Data Quality & Integrity Assurance

• Enforce quality standards • Monitoring of systems &

data • Non-conforming values

• Missing values

• Issues identification • Resolution protocols

• Establish Metrics • Time to resolution • Error/issue prevention

• Control system changes • Scheduling • Coordination• Implementation • Acceptance testing

• End User Feedback• Solicit• Incorporate &

recommend changes

Identity & Access Management

• Specify identity requirements

• Content & format of identifiers

• Rules for record & identifier creation

• Identity matching algorithms

• Integration across systems

• Login credentials & passwords

• Resolve identity issues

• Monitoring & identifying issues

• Recombobulation

• Collapsing duplicates

• Extricating falsely-merged records

• Access & Permissions

• Access request system & workflow

• End User Roles

• Authorize, execute, terminate

• Document / audit trail

Reporting - Analytics - Decision Support

• Inventory of Data Sources

• Data Warehouse / Operational Data Store

• Reporting Standards & Protocols

• Data Tools • ETL

• Analysis

• Visualization

• Deliverables • Dashboards • Reports

• Survey standards committee

• Professional development

7 Essential Practices in Healthcare

Dale Sanders, 2013

7 Essential Practices

1. Balanced, lean governance

2. Data quality

3. Data access

4. Data literacy

5. Data content

6. Analytic prioritization

7. Master data management (MDM)

Dale Sanders, 2013

5. Data Dictionaries

- what’s the diff: glossary vs. dictionary?

- what tools are available?

- how to get started?

CDO @ UofSC: Data Resources

https://goo.gl/Dtb3Zn

Distinction without a Difference?

Distinction without a Difference?

Dictionary

•Compilation of words and their meaning and usage (AKA definitions)

Glossary

•A word list –possibly with page numbers to help locate where the word/term appears

Define “Definition”

Data Definition

Source: http://www.sc.edu/about/offices_and_divisions/division_of_information_technology/chiefdataofficer/

Data Standard: Data Dictionaries

Purpose: Document & Share Knowledge

“the increased use of data [and] data interchange heavily relies on accurate, reliable, controllable, and verifiable data recorded in databases. One of the prerequisites for correct and proper use and interpretation of data is that both users and ownersof data have a common understanding of the meaning and descriptive characteristics of that data.”

International Standards Organization, 2004. Information Technology Parts 1-6 (2nd Edition) http://www.iso.org/

Data Standard: Definitions & Dictionaries

Principles of Definitions & Dictionaries

A. Document the existence, meaning, use of data elements

B. Definitions should be made available to end users

C. When provided, End Users are responsible

When not provided, Data Steward is responsible

D. Contact Person clearly designated

E. Each dictionary is a data asset, requiring Data Classification

F. Actively maintain definitions & communicate changes

UofSC Data Standard 1.02

• Who is accountable for definition / dictionary?

• When is a Definition required

• When is a Dictionary required

• Maintenance & notification

• Publication & access

• Content requirements – 3 tiers @ UofSC

• Minimally-adequate Definitions

• Extended Definitions

• Optimized Definitions

UofSC Data Standard 1.02

• Resources available for definitions & dictionaries –4 distinctions

• Existing Data Stores & Information Sys *

• Data Projects & Information Sys *

• Formal PMO Data Projects & Information Sys

• Research Data & Information Sys

Existing Data Stores & Info Sys

• ERP – Student Information System

• “Information systems and data stores existing prior to Standard 1.02 should be reviewed by their Data Stewards to assess the need for data definitions/dictionary.

• First priority should be given to stores and systems known to have data integrations, data interfaces, or data feeds to enterprise systems or involve external sharing. “

Data Warehouse Collaborative – Student

Demonstration Project

• Data Projects & Information Systems

• “Any organizational unit purchasing or creating an information system or data store is responsible for considering the need for a data dictionary…. it is a best practice to establish clear meanings of data elements.

• The Chief Data Officer serves as a resource for the unit manager in making these decisions.”

The Project that Shan’t be Named

Future Enhancements

• Exhaustive inventory

• Merge to PDF compendium – ie. Data Dictionary document

• Full integration with system

• Hover-over keywords to view Brief definition

• Click to open detail view

• Workflows for approval

• Metadata control module

• Org Unit specific segmentation

6. DIG Initiation & Leadership

- how can you get started?

- what leadership is necessary?

Getting Started with DIG

Harsh Reality

•Rarely if ever starts with funded & staffed program

Alternatives

• Instantiate Data Stewardship

•Assert Project requirement for data definitions

• IAM initiative

•Data Dictionary

•Audit finding

Potential Leaders

• Professionals with deep understanding of • Data • Industry & associated LOBs

Where are these folks hiding?

• Natural career path for some -• LOB professionals • Information technology professionals

• Compliance reporting officer

• Business analyst

• Data governance leader elsewhere

• In your chair?

IG Leader Skills & Competencies

• Soft skills

• Strategic perspective & communications

• Critical thinking

• Collaboration

• Problem-solving

• Leadership

• Engagement

• Project management

• Information lifecycle management

• Change management

• Business analysis

• Broad industry expertise

• Compliance, legislation, regulation

• Policy & procedures development

• Info Privacy

• Info Security

• Business intelligence

• Data analysis

• Information Technology

• EHR/EMR Management

• ERP Management

Chief Data Officer

• Work with executive & senior leadership

• Develop & implement DIG framework, policies, standards

• Develop & implement DIG programs

• Chair Data Stewardship Council

• Balance interests of stakeholders • to reduce risks associated with data

• to align business processes and reporting capabilities with legal, regulatory, and compliance requirements

• Align data practices to strategic priorities

• Provide tactical support to data initiatives on a limited basis

• Other duties as assigned

Q & A

- deeper dive

- what haven’t we covered?