Putting Data Custodianship Into Practice

1. Putting Data Custodianship Into Practice Accountabilities for Data-- An Overview of the Data Custodianship Guidelines-- Information Management Branch Land Information British Columbia Integrated Land Management Agency July 8 2005 Slide 1

2. Presentation Overview • Data Custodianship Roles • Data Custodianship Guidelines • Benefits • Current Situation • Accountability • Next Steps Slide 2

3. Custodianship Roles (recap)-- -- Slide 3

4. Core Roles Slide 4

5. Role of Data Users Slide 5

6. Example: Shared Roles of Environment and LIBC Slide 6

7. Shared Roles of Environment and LIBC Program ‘C’ Program ‘B’ Consolidation of Data Managers Program ‘A’ Land Information BC Ministry of Environment Service Agreement(resource quantum) Slide 7

8. Shared Roles of Environment and LIBC Accountable for business issues Defines business needs and priorities Final decision-maker Accountable for spatial andgeographic standards Provides services under directionof Environment authority (SA quantum) Provides technical expertiseand advice Land Information BC = Steward Ministry of Environment = Custodian Slide 8

9. Other Examples Slide 9

10. Understanding Custodians, Stewards and Managers Life-Cycle Phase Lead Ministry Authority & Accountability Delivery Data Planning & Definition Question: Who is the:Data Custodian?Data Steward?Data Manager? Answer: It depends! Data Collection and Capture Data Update: • Spatial Representation • Spatial Compilation • Spatial QA etc. Slide 10

11. MoFR: Spatial Forest Tenures Life-Cycle Phase Lead Ministry Authority & Accountability Delivery Data Planning & Definition MoFR isData Custodian (Jim Langridge) MoFR isData Manager (David Engen) Data Collection and Capture Data Update: • Spatial Representation • Spatial Compilation LIBC isData Steward (Dave Chater) • Spatial QA etc. Slide 11

12. Example Environment Dataset Life-Cycle Phase Lead Ministry Authority & Accountability Delivery Data Planning & Definition Environment isData Custodian LIBC isData Steward Data Collection and Capture Data Update: • Spatial Representation • Spatial Compilation • Spatial QA etc. Slide 12

13. Base Mapping and Vegetation Life-Cycle Phase Lead Ministry Authority & Accountability Delivery Data Planning & Definition LIBC isData Custodian (Amin Kassam) LIBC isData Manager Data Collection and Capture Data Update: • Spatial Representation • Spatial Compilation • Spatial QA etc. Slide 13

14. Example: Trap Line Data • Current Situation • Each Regional Fish and Wildlife Manager manages their own individual Mylar map (“data managers”) • LIBC regional GIS staff create regional digital data products based on local arrangements between Environment and LIBC (“data steward”) • Key Issues • No single statutory authority for trap line data (“data custodian”) • No single common standard or specification across regions for trap line data • Confusion of accountabilities – LIBC simply service providers, not standards bearers Slide 14

15. Other Environment Examples • Ungulate Winter Range: • No clear custodial role – managed region by region • Within each region standards and management differ and multiple versions exists without an understanding of why • Guide Outfitter Data: • Same as trap line Data • Wildlife Inventory and Census Data: • No clear custodial role – managed instance to instance • Different biologists keep own spreadsheets and send to GIS section when they want spatial analysis (everything from a simple map to complex modelling and analysis) • Each instance has a distinct GIS coverage Slide 15

16. Illustration: Veg Slide 16

17. Custodianship Guidelines-- -- Slide 17

18. Custodian Guidelines Overview • Rights and obligations for each of the roles are presented according to a generic suite of activities associated with datasets. • Two broad life cycles are considered: • Data Planning: Addressing the definition, creation and ongoing evolution of structures and processes for management of a dataset. Two distinct aspects of data planning are addressed in this document: • Data Content: Addressing all activities around acquisition, management and use of the content of a dataset. Distinct activities addressed in this document include: Slide 18

19. Design The Data Planning Cycle Definition &Standards Development Maintenance Planning Testing Implementation Slide 19

20. Storage &Protection The Data Content Life Cycle Disposition QA/QC WarehousePublication InformationProducts Marketing Acquisition Access Use Slide 20

21. Sample Rights and Obligations-- -- Slide 21

22. Sample Rights and Obligations (1) Slide 23

23. Sample Rights and Obligations (2) Slide 24

24. General Rights and Obligations -1 Slide 25

25. General Rights and Obligations - 2 Slide 26

26. General Rights and Obligations – 3 Slide 27

27. Custodianship Benefits-- -- Slide 28

28. Business Benefits of Custodianship • Efficiency and effectiveness: • More effective use of resources and quantum • Eliminate duplication and overlap • Enhanced decision-making at planning tables • Risk mitigation: • Legal – Stay out of court • Public Relations – Avoid misperception • Environmental – Limit impacts of misinformed decisions • Work climate: • Absolute clarity on accountabilities • Clear framework for assigning roles and responsibilities • Better working relationships Slide 29

29. Current Situation-- -- Slide 30

30. Current Situation: Why Act Now? • Custodianship Acknowledged but not Understood • Increasing recognition within Government that data custodianship is a fundamental requirement … however … • There are varying levels of understanding of both the concepts and the need for data custodianship • Executive Desire and Interest • All of the above have resulted in a keen desire by senior Government Ministry staff to achieve clarity on the issue of data custodianship Slide 31

31. Desired Outcomes: What Needs to Happen? Commence/continue implementation of roles: • data custodians will fully accept and fulfill their accountabilities, rights and obligations • Formalize stewardship responsibilities through creation of stewardship agreements • Custodians will be more responsive to needs of data users; in particular, accountabilities will be instituted in response to pressing client needs for data updates • All users of LIBC data will fully understand and respect their responsibilities regarding custodial data • The level of maturity of data management practices within the Natural Resource Sector will be measurably improved Slide 32

32. Accountability-- -- Slide 33

33. Data Custodian Council Proposed IM Accountability Structure LIBC Executive EnvironmentExecutive CIO(MSRM) IM Specialists LIBC & ENV Business Areas Consultation& Support Data & Database Administrators DataCustodians Data Users Delegation ofResponsibility Information, Privacy & Records Officers DataManagers Etc. Slide 34

34. Authority • Within the Government of British Columbia, data custodianship authority flows directly from the Premier to positions at the level of Deputy Minister. • Within a Ministry, responsibility for designation of Data Custodians rests with the Ministry Chief Information Officer (CIO), in their capacity as head of corporate data architecture for the Ministry. • Once designated, data custodianship authority rests in positions at the level of Director or above, and with respect to a clearly identified dataset. • Once designated, Data Custodians gain the full set of authorities, rights and obligations set forth in this document. Slide 35

35. Next Steps-- -- Slide 36

36. Next Steps • Identification of data custodians for key FSP datasets • Development of data stewardship agreements between Custodian and Integrated Land Management Agency or other agency (as appropriate) • Participation by Custodians on Data Custodian Council • Promotion of data custodianship concepts, benefits and practices Slide 37