Formalization of Data Stewardship To Succeed in Data Governance

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
Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
Copyright © 2015 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
What’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
Abstract
• 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.
Abstract
• 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”
Definitions
• Data Governance
– Data Governance is the Execution and Enforcement of Authority
Over the Definition, Production & Usage of Data and Data-Related Resources.
Definitions
• Data Stewardship
– Data Stewardship is the Formalization of Accountability
Over the Definition, Production & Usage of Data and Data-Related Resources.
Definitions
• 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.
Definitions
• 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.
Core Principles
Objectives
• 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?
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Objectives
• 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?
11
Early Steps
• Data Governance Early Orders of Business

– Ownership of 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
12
What 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
13
What 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.
14
What 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 …
15
• Questions to Get the Business to Describe Where to Expect Value:

1. What can’t you do that you think you should be able to do with the data?
2. What would you want to do if you had the data to support it?
3. What data would you like to see to help you do your job better?
4. How could your daily routine or interaction with the data be made better?
5. What do you spend time on where that time could be reduced?
16

6. What data do you use most often to achieve your objectives and describe what it
takes to get and use that data?
7. What is the primary source used by your area to obtain the data? Who do go to
get information about this source data?
8. What processes do you follow that consume the data?
9. Do these processes have data challenges? If so, what are they?
10. What is the product or customer impact? How has this been tracked or
measured?
17

11. Is there risk associated with the data – brand, compliance, legal, etc. ?
12. What is the operational impact (e.g. money, FTEs, manual work-around, etc.) of
the challenges? Have you tracked or quantified these impacts?
13. What other impacts should be noted?
14. Have you identified potential solutions? If so, what is the status of these
solutions – Scoped, Funded, Planned, In-Flight, etc?
15. What data / information is on your “wish list” that would better enable your
area to deliver on our Core Competencies?
18
Messages 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.
19
Messages 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.
20
How 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.
– 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.
21

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.
22

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.
23
Key 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.
24
Key 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.
25
Best 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.
26
Best 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.
27
Best 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.
28
Best 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.
29
Roles & Responsibilities
• 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
30
• Non-Invasive Rules for Becoming a Data Steward

1. A Data Steward can be absolutely anybody.
2. Being a Data Steward describes a relationship to data and is not a position.
3. A Data Steward is not hired to be a Data Steward.
4. A Data Steward does not need to have the title of “Data Steward”.
31
• Non-Invasive Rules for Becoming a Data Steward

5. A Data Steward does not have to be told how to do their job.
6. Public or Industry Data Steward Certification is a load of bunk.
7. There is more than one Data Steward for each type of Data.
8. Data Steward training should be focused on “Formalizing Accountability”.
32
33
34
Applying Governance
35
Applying Governance
36
Applying Governance
• Focused Business & Governance Activities

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

6. Identify / Recognize Operational Data Stewards … for that data
7. Record Governance Issues Associated … with that data
8. Prioritize Governance Issues … for that data
9. Complete Governance Accountability / Activity Matrix … for that data
10. Address Governance Issues … for that data
38
Applying Governance
• Program Activities
– Best Practices
– Governance Policy
– Operating Model
– Action Plan
• Proactive
• Reactive
– Communications Plan
– Gain Executive and Strategic …
• Support
• Sponsorship
• Understanding
• Engagement
39
Bill of “Rights”
40
Next 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
41
Contact 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
42

Formalization of Data Stewardship To Succeed in Data Governance

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Formalization of Data Stewardship

to Succeed in Data Governance

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Non-Invasive Data Governance:

• Real-World Data Governance Webinar Series

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Potential Definitions of Data Governance

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Non-Invasive Data Governance™

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• You Have Data

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• You Have Data

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Data Governance Early Orders of Business

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• [to] gov·ern [data]

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Impact of Formal Data Governance – Positive Outlook

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Getting the Business to Speak Up. Who is “the Business”?

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Questions to Get the Business to Describe Where to Expect Value:

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Questions to Get the Business to Describe Where to Expect Value:

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Questions to Get the Business to Describe Where to Expect Value:

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• What We Should Tell Management About Data Governance

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• What We Should Not Tell Management About Data Governance

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• What is meant by Non-Invasive Data Governance?:

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• What is meant by Non-Invasive Data Governance?:

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• What is meant by Non-Invasive Data Governance?:

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Concepts of Non-Invasive Data Governance

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Concepts of Non-Invasive Data Governance

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Criteria for Identifying Best Practice

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Sample Best Practice from a Financial Institution:

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Sample Best Practice from a Health Care Company:

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Sample Best Practice from Higher Education:

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Approaches to Data Governance of Roles & Responsibilities

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Non-Invasive Rules for Becoming a Data Steward

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Non-Invasive Rules for Becoming a Data Steward

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting