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Robert S. Seiner KIK Consulting & Educational Services – KIKconsulting

Formalization of Data Stewardship to Succeed in Data Governance Non-Invasive Data Governance™ Presentation for DAMA NY – DAMA Day 2015 May 21, 2015. Robert S. Seiner KIK Consulting & Educational Services – KIKconsulting.com The Data Administration Newsletter – TDAN.com.

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Robert S. Seiner KIK Consulting & Educational Services – KIKconsulting

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  1. Formalization of Data Stewardshipto Succeed in Data GovernanceNon-Invasive Data Governance™Presentation for DAMA NY – DAMA Day 2015May 21, 2015 Robert S. Seiner KIK Consulting & Educational Services – KIKconsulting.com The Data Administration Newsletter – TDAN.com

  2. Formalization of Data StewardshipWhat’s New? • Non-Invasive Data Governance: The Path of Least Resistance and Greatest Success • ISBN 9781935504856 / Technics Publishing • Published September 2014 • KIKConsulting.com Home of Non-Invasive Data Governance™ Completely Refurbished Web-Site • Live June 2014 • Real-World Data Governance Webinar Series Everybody is a Data Steward; Get Over It • Live Webinar on Thursday, June 18 at 2pm EST • Register @ DATAVERSITY.net

  3. Formalization of Data StewardshipAbstract • The governance of data is already taking place in your organization. The same thing can be said for the stewardship of data – albeit in a mostly informal, inefficient and ineffective manner. • Non-Invasive Data Governance focuses on the formalization of accountability and the application of governance to existing and / or new processes as a less threatening approach. • In this session Bob Seiner will share his “everybody is a data steward” concept and how it may be the key to program success.

  4. Formalization of Data StewardshipAbstract • Bob will talk about how to formalize existing levels data governance and data stewardship as a way to start a new program and how to benefit from this concept to enhance an existing program. • The topics he will address include: • Concepts of a Non-Threatening Approach • 8 Rules for Becoming a Data Steward • Different Levels of Stewards • Formalizing Governance Through Process • The Data Governance Bill of “Rights”

  5. Formalization of Data StewardshipDefinitions • Data Governance • Data Governance is the Execution and Enforcement of Authority Over the Definition, Production & Usage of Data and Data-Related Resources.

  6. Formalization of Data StewardshipDefinitions • Data Stewardship • Data Stewardship is the Formalization of Accountability Over the Definition, Production & Usage of Data and Data-Related Resources.

  7. Formalization of Data StewardshipDefinitions • Potential Definitions of Data Governance • Data Governance is formalization of repeatable process for managing data as it progresses throughout the Data Lifecycle cradle to grave; namely to support: • Master Data Management / Business Intelligence / Enterprise View of Data • Data Integration / ERP / Package Implementation • Risk Management / Data Protection / Compliance • Data Governance is the formalization of behavior and accountability associated with management of data and data-related assets.

  8. Formalization of Data StewardshipDefinitions • Non-Invasive Data Governance™ • The practice of: • applying formal accountability & behavior • through a non-invasive framework of roles & responsibilities • to existing and / or new processes • to assure that the definition, production & usage of data • guarantee 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.

  9. Formalization of Data StewardshipCore Principles

  10. Formalization of Data StewardshipObjectives • You Have Data You Have Positive Possibilities / Outcomes • Improved Decision Making • Improved Customer Value • Improved Operations • What impact does Data Governance have on these possibilities / outcomes?

  11. Formalization of Data StewardshipObjectives • You Have Data You Have Negative Possibilities / Outcome • Risk Associated with Regulatory & Compliance • Risk Associated with Security & Privacy • Risk Associated with Classification & Handling • Risk Associated with Malicious Intent • Risk Associated with Not Knowing the Rules • What impact does Data Governance have on these possibilities / outcomes?

  12. Formalization of Data StewardshipEarly Steps • Data Governance Early Orders of Business • Ownershipof the Data Governance Function • Data Governance Roles and Responsibilities • Corporate • Subsidiaries • External Resources • Data Governance Program Manager Role • Data Owner vs Data Steward / Custodian Roles

  13. Formalization of Data StewardshipWhat It Means to “Govern” • [to] gov·ern[data] v.gov·erned, gov·ern·ing, gov·erns • To make and administer the public policy and affairs • To exercise sovereign authority • To control the speed or magnitude • To regulate • To control the actions or behavior • To keep under control; to restrain • To exercise a deciding or determining influence • To exercise political authority • To have or exercise a determining influence FreeDictionary.com

  14. Formalization of Data StewardshipWhat It Means to “Govern” Data • Impact of Formal Data Governance – Positive Outlook • People understand their relationship to data and the impact they have. • People understand the rules associated with definition, production & usage of data. • People held formally accountable for their actions with data. • People know when they need to be involved in data-related processes. • People are communicated with depending on their relationship to data. • People’s behavior associated with their relationship to the data is governed.

  15. Formalization of Data StewardshipWhat It Means to “Govern Data” • Getting the Business to Speak Up. Who is “the Business”? • Anybody that Defines, Produces and Uses Data • Anybody Who Must Support Data Governance in Order for it to be Successful • Anybody Who is Supported by or Supports These People ↑ • Anybody that Sees Room for Improvement Associated with Data • Anybody Who is Feeling the Pain of Not Having the Data they Need • Anybody … • Anybody … • Anybody …

  16. Formalization of Data StewardshipWhat It Means to “Govern Data” • Questions to Get the Business to Describe Where to Expect Value: • What can’t you do that you think you should be able to do with the data? • What would you want to do if you had the data to support it? • What data would you like to see to help you do your job better? • How could your daily routine or interaction with the data be made better? • What do you spend time on where that time could be reduced?

  17. Formalization of Data StewardshipWhat It Means to “Govern Data” • Questions to Get the Business to Describe Where to Expect Value: • What data do you use most often to achieve your objectives and describe what it takes to get and use that data? • What is the primary source used by your area to obtain the data? Who do go to get information about this source data? • What processes do you follow that consume the data? • Do these processes have data challenges? If so, what are they? • What is the product or customer impact? How has this been tracked or measured?

  18. Formalization of Data StewardshipWhat It Means to “Govern Data” • Questions to Get the Business to Describe Where to Expect Value: • Is there risk associated with the data – brand, compliance, legal, etc. ? • What is the operational impact (e.g. money, FTEs, manual work-around, etc.) of the challenges? Have you tracked or quantified these impacts? • What other impacts should be noted? • Have you identified potential solutions? If so, what is the status of these solutions – Scoped, Funded, Planned, In-Flight, etc? • What data / information is on your “wish list” that would better enable your area to deliver on our Core Competencies?

  19. Formalization of Data StewardshipMessages for Management • What We Should Tell Management About Data Governance • 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. • We DO NOT Have to Spend A Lot of Money. • We NEED structure.

  20. Formalization of Data StewardshipMessages for Management • What We Should Not Tell Management About Data Governance • Do NOT Sell Data Governance as being A HUGE CHALLENGE. • Emphasize that Data Governance is NOT A TECHNICAL SOLUTION. • Emphasize again that PEOPLE BEHAVIOR IS GOVERNED, Not Data. • Emphasize that Data Governance is an EVOLUTION, NOT REVOLUTION.

  21. Formalization of Data StewardshipHow Can Governance Be Non-Invasive? • What is meant by Non-Invasive Data Governance?: With Data Governance in General: • Many organizations view Data Governance as being over-and-above normal work efforts and threatening to the existing work culture of the organization. It does not have to be that way. • Many organizations have a difficult time getting people to adopt Data Governance best practices because of a common belief that Data Governance is about command-and-control. It does not have to be that way. • While I firmly state that Data Governance is “the execution and enforcement of authority over the management of data”, nowhere in that definition does it say that Data Governance has to be invasive or threatening to the work, people and culture of the organization. It does not have to be that way.

  22. Formalization of Data StewardshipHow Can Governance Be Non-Invasive? • What is meant by Non-Invasive Data Governance?: With Non-Invasive Data Governance: • Data steward responsibilities are identified and recognized, formalized and engaged according to their existing responsibility rather than being assigned or handed to people as more work. • The governance of data is applied to existing policies, standard operating procedures, practices, and methodologies … rather than being introduced or emphasized as new processes or methods. • The governance of data augments and supports all data integration, risk management, business intelligence and master data management activities rather than imposing inconsistent rigor to these initiatives.   

  23. Formalization of Data StewardshipHow Can Governance Be Non-Invasive? • What is meant by Non-Invasive Data Governance?: With Non-Invasive Data Governance: • Specific attention is paid to assuring senior management’s understanding of a practical and non-threatening yet effective approach to governing data that will be taken to mediate ownership and promote stewarding of data as a cross-organization asset, rather than the traditional method of “you will do this”.    • Best practices and key concepts of the non-threatening approach are communicated effectively, compared to existing practices to identify and leverage strengths and enable the ability to address opportunities to improve.

  24. Formalization of Data StewardshipKey Concepts • 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 typically Not hired. Data Stewards Are more often deployed / re-deployed, identified & engaged according to their present responsibilities. • A Data Steward is typically Not a position. Becoming a Data Steward Is a formal association or accountability for the management of a subset of enterprise data. • 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.

  25. Formalization of Data StewardshipKey Concepts • Concepts of Non-Invasive Data Governance • Data Stewards Will Not be given additional work over and above their present responsibilities. • Present responsibilities related to data management Will be formalized & recorded to ensure consistent and complete involvement of the appropriate data stewards. • The time commitment of each Data Steward will depend on the number of projects and data issues which impact their area of expertise. • Data Stewards will be provided the knowledge, tools, forums and processes to become more effective and more efficient data managers.

  26. Formalization of Data StewardshipBest Practice • Criteria for Identifying Best Practice • Is the Statement Practical, Do-able and will it Add Value? The answer should be “Yes” or the best practice statement should not be considered. • Is the Program At Risk if the practice is not achieved? The answer should be “Yes” or the best practice statement should not be considered.

  27. Formalization of Data StewardshipBest Practice • Sample Best Practice from a Financial Institution: • There is a High Level of Senior Management Support and Understanding of the activities of the Data Governance Team, the roles defined in the Data Governance Operating Model, and specific examples of where Data Governance will add value.

  28. Formalization of Data StewardshipBest Practice • Sample Best Practice from a Health Care Company: • Staff are committed to the definition, development, execution and sustainability of the Data Governance Program on a continual basis.

  29. Formalization of Data StewardshipBest Practice • Sample Best Practice from Higher Education: • Data Governance Principles are applied consistently and continuously to data that is defined, produced and used for Enterprise Reporting.

  30. Approaches to Data Governance of Roles & Responsibilities Non-Invasive Approach Identifying people into roles rather than assigning people to 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 Formalization of Data StewardshipRoles & Responsibilities

  31. Non-Invasive Rules for Becoming a Data Steward A Data Steward can be absolutely anybody. Being a Data Steward describes a relationship to data and is not a position. A Data Steward is not hired to be a Data Steward. A Data Steward does not need to have the title of “Data Steward”. Formalization of Data StewardshipRoles & Responsibilities

  32. Non-Invasive Rules for Becoming a Data Steward A Data Steward does not have to be told how to do their job. Public or Industry Data Steward Certification is a load of bunk. There is more than one Data Steward for each type of Data. Data Steward training should be focused on “Formalizing Accountability”. Formalization of Data StewardshipRoles & Responsibilities

  33. Formalization of Data StewardshipRoles & Responsibilities

  34. Formalization of Data StewardshipRoles & Responsibilities

  35. Formalization of Data StewardshipApplying Governance

  36. Formalization of Data StewardshipApplying Governance

  37. Formalization of Data StewardshipApplying Governance • Focused Business & Governance Activities • Identify the Data that you will govern for this initiative. • Identify the Data Domains, Subject Areas, Functions, … for that data • Identify Sources / Occurrences / System of Record … for that data • Complete Common Data Matrix … for that data • Identify / Recognize Data Domain Stewards … for that data

  38. Formalization of Data StewardshipApplying Governance • Focused Business & Governance Activities • Identify / Recognize Operational Data Stewards … for that data • Record Governance Issues Associated … with that data • Prioritize Governance Issues … for that data • Complete Governance Accountability / Activity Matrix … for that data • Address Governance Issues … for that data

  39. Formalization of Data StewardshipApplying Governance • Program Activities • Best Practices • Governance Policy • Operating Model • Action Plan • Proactive • Reactive • Communications Plan • Gain Executive and Strategic … • Support • Sponsorship • Understanding • Engagement

  40. Formalization of Data StewardshipBill of “Rights”

  41. Formalization of Data StewardshipNext Steps • What You Can Do Right Now? • Give Somebody the Responsibility for Data Governance • Engage Someone That Has Done This Before • Start with a Best Practice Critical Analysis & Actionable Plan • Start & Stay with Formalization of Data Stewardship Framework of Roles • Emphasize the Need for Communications and Awareness • Do Not Follow a Technical or Technology Solution • Do Not Follow an Invasive or Command & Control Solution • Do Not “Throw Money” at the Discipline / Not Necessary • Take an Iterative & Incremental Approach

  42. Formalization of Data StewardshipContact 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

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