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Virginia LDS Data Governance 25 th MIS Conference 2/16/12

Virginia LDS Data Governance 25 th MIS Conference 2/16/12. Center for Innovative Technology. Background. SLDS Project Awarded in 2010 One key objective is to create a portal and secure access to data merged across agencies

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Virginia LDS Data Governance 25 th MIS Conference 2/16/12

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  1. Virginia LDS Data Governance 25th MIS Conference 2/16/12 Center for Innovative Technology

  2. Background • SLDS Project Awarded in 2010 • One key objective is to create a portal and secure access to data merged across agencies • SLDS grant proposal was itself a multi-agency “project,” under direction from the Governor’s office • “Data Governance” is unique outcome within the proposal • CIT was contracted to project manage the Data Governance

  3. Federated Model • Driven by Virginia’s Privacy Act • Consolidated Data Warehouse not Possible • Received Attorney General Approval • Respects agencies’ need to maintain their own data • No party can match the linked records back to identifiable data http://www.freedigitalphotos.net/images/view_photog.php?photogid=721

  4. Data Partners • The VLDS is designed to be extensible and grow with the addition of new data partners

  5. Current Data Partners Virginia Department of Education – Serves 132 school divisions and over 1.2 million students in the K-12 system. Virginia Community College System – System of 23 Virginia community colleges. Workforce Development Services provides workforce development courses, training, and programs. State Council on Higher Education for Virginia – The coordinating body for higher education which serves the 39 Virginia public colleges and universities. Virginia Employment Commission –Provides employer and job seeker services, unemployment benefits, and labor market information.

  6. Data Governance Plan • Phase 1: Design – Conduct six workshops to define the exact scope of DG for the VLDS and outline how it will be executed. • Phase 2: Build – Once the DG scope and the priorities have been identified, it will take a six-month period to complete the build-out of VLDS Data Governance implementation. • Phase 3: Run – Upon completion of the DG processes and procedures build-out, there will be ongoing operation and execution required. Design Build Run

  7. DG Workshops • CIT held six, half-day Data Governance workshops for the stakeholders to establish a shared understanding • Workshops were conducted weekly • Workshop 1: February 16 • Workshop 2: March 3 • Workshop 3: March 10 • Workshop 4: March 17 • Workshop 5: March 24 • Workshop 6: March 31 http://www.freedigitalphotos.net/images/view_photog.php?photogid=721

  8. Workshop Topics Workshop # 3: Deep Dive on Risks and Challenges Workshop # 1: Data Governance Overview • Continue Work with Data Flow Diagram. • Draft Agreement for De-identifying First Level Data Elements. • Continue Identifying Potential Security Risks When Combining Data Sets. • Define Policies And Procedures for Scaling Integration Efforts to Mitigate Security/Risk Concerns. • Agreed on Data Governance Definition • Started Data Governance Council Constitution • Identified Top Priorities of Data Governance for VLDS Workshop # 2: Deep Dive on Stakeholders and Roles Workshop # 4: Deep Dive on Policies and Procedures Workshop # 5: Standards, Documentation and Communication Workshop # 6: Scope of VLDS Tailored Data Governance Plan • Communications and Publishing Methodology • Components of Document Management and Content Management • VLDS Challenge – Reporting • Definition and Establishment of Policies and Procedures • Level of Detail and Level of Effort Required • VLDS Challenge – Lexicon Taking the Outputs of All Previous Workshops and Fashion Them Into an Agreed Scope / Set of Requirements for the Development and Implementation of a Customized VLDS Data Governance Plan • Began Defining a Data Flow Diagram • Continue Refining Data Governance Council Constitution • Defined Key Categories of Stakeholders and Roles • Defined Key Components of a Data Stewardship Program

  9. Workshop Sample Agenda • Introduction 15 mins • Overview of Data Quality Framework 20 mins • Lexicon Discussion 20 mins • <Break> • Requirements Definition • Data Usage Agreement 30 mins • Review list of data governance policies and procedures 45 mins to identify which are relevant, in place ,and needed for LDS project • Next Steps 30 mins

  10. Workshop Lessons Learned • Strengths • It was essential to provide everyone with a baseline knowledge of and distinctions between DG, systems governance, and policy governance • Quickly discovered what components of traditional DG would and would not work for our unique, federated model • Got to know each other better which facilitated team-building and to forge ahead as a team with common goals and shared game plan http://www.freedigitalphotos.net/images/view_photog.php?photogid=1152

  11. Workshop Lessons Learned • Limitations/Challenges • Weekly, 4-hour workshops were difficult to maintain momentum • Process raised some critical issues that needed to be resolved in the policy and system design • Gave agency staff a clearer understanding of the time commitment required to complete the work and yet we still underestimated this commitment http://www.freedigitalphotos.net/images/view_photog.php?photogid=1152

  12. Workshop Outcomes and Deliverables Identified Top Priority Items • Establishing a Data Governance Council • Drafting a Data Governance Constitution • Listing of Top Research Questions Developed Project Plan and Timeline • Data Governance policies and procedures • Systems Governance policies and procedures • Data sharing agreements

  13. DG Council Meetings • Initially held Data Governance Council bi-weekly (3 months) • Moved to monthly meetings (4 months) • Starting 2012, Council is experimenting with bi-monthly meetings June Bi-Weekly July Aug Bi-monthly Monthly Sept Oct Nov Dec YEAR YEAR 2011 2012 Jan Feb Mar 2018

  14. Subcommittees • Established to supplement DG Council meetings, DG Council established topic-specific working committees • Tasked to complete work on action items outside of DG Council meetings • Subcommittees meet on as needed basis but typically hold monthly meetings

  15. Systems Governance Role: • Reviews topics/issues from the development teams (CRM, Portal, Lexicon, Shaker, etc.) Outcome: • Agrees upon a recommended proposal to address topics that will be presented to the DG Council for voting

  16. Data Standards Role: • To research data standards that may be relevant to the success of the VLDS Outcome: • Identify and recommend data standards and policies to the DG Council • Implementation of CEDS and other data standards to increase the functionality and interoperability of the VLDSsystem

  17. Legislation and Sustainability Role: • Develop a cross-agency supported proposal that codifies the VLDS and defines the system mission and governance structure • Help identify ongoing sources of funding in order to sustain the VLDS after the end of the grant Outcome: • Full proposal that can be used to prepare draft legislation that has full support of agency heads moving forward • Draft sustainability plan

  18. Deliverables Overview • Bi-weekly status reports • DG Council meeting agendas and meeting minutes • Cross-agency data-sharing policies, practices, and standards • Development of a Data Governance model • Ongoing “Book of Data Governance” http://www.freedigitalphotos.net/images/view_photog.php?photogid=2280

  19. When is DG Working? When: • Members find common ground and politics through a shared vision/goal or develop one as a first priority • Members make significant time commitments to the Governance process • The DG documentation process is defined and leveraged to maintain order and minimize rework • Tasks are delegated (e.g., to subcommittees) in order to remain efficient • There is ongoing communication and participation of the development teams • DG processes are institutionalized but allow for adaptation and evolution “Data governance is as much about people as it is policies”

  20. Ongoing and Future Work • Developing a cross-agency plan for shared governance and fiscal sustainability. • Preparing system governance documentation and integrating key components with policy governance work. • Creating communications and outreach materials (e.g., videos) to expand stakeholder support and “market” the VLDS in support of long-term sustainability.

  21. Contact Paul McGowan Center for Innovative Technology 703.689.3070 Paul.McGowan@cit.org Deborah Jonas Virginia Department of Education 804.225.2067 Deborah.Jonas@doe.Virginia.gov

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