9. Data Governance Roles Responsibilities

Summary

Highlights

• Explore the multifaceted roles in data governance from executives to data stewards. 🎓
• Emphasizes collaboration across all organizational levels for effective data management. 🤝
• Offers strategies like creating a data governance council to enhance data program success. 🏆
• Includes best practices for data privacy, security, and stewardship in Texas agencies. 🔒
• Defines how data governance roles contribute to business strategy and compliance. 📊

Key Takeaways

• Data governance involves multiple levels: executive, strategic, tactical, operational, and supportive, each with defined roles. 🚀
• Understanding roles in data governance helps support organizational goals and decision-making. 🔍
• Effective data governance relies on collaboration and communication across all levels. 🤝
• Key roles include executive leaders, strategic council members, tactical domain experts, and operational data stewards. 👥
• Creating a data strategy and establishing a data governance council are vital for successful data management. 🛠️

Overview

Chapters

• 00:00 - 00:30: Course Introduction The chapter introduces the course on data governance roles and responsibilities offered by the office of the chief data officer and the Texas department of information resources. It outlines key topics including levels of authority, roles, responsibilities, and best practices for collaboration in data governance.
• 00:30 - 01:00: Understanding Data Governance This chapter explores the concept of data governance, which involves exercising authority and control over data management. It serves as the foundation for effective data management programs. The chapter focuses on establishing policies and procedures for making decisions about data, directing how people utilize data, and achieving the goals of data management processes in order to inform and drive business strategy.
• 01:00 - 01:30: People Aspect of Data Governance The chapter delves into the people aspect of data governance, emphasizing its collaborative and cooperative nature. It highlights the importance of understanding various roles responsible for data management within an organization. A successful data governance program relies on a clear comprehension of these roles throughout the data's lifecycle.
• 01:30 - 02:00: Data Governance Levels and Roles The chapter discusses the importance of identifying individuals within an organization who hold responsibilities at different levels of data governance. It emphasizes the need for strategies to promote collaboration and coordination both within and across these levels. Recognizing that Texas state agencies and institutions of higher education may have varied structures, the chapter notes that not all roles described will exist in every organization. In some cases, a single staff member may be responsible for multiple roles within data governance.
• 02:30 - 03:00: Data Producers and Consumers Responsibility The chapter on 'Data Producers and Consumers Responsibility' discusses the various roles and functions that may be involved in data governance within an organization. It notes that these roles can be in development, may not formally exist, or may include other organizational roles that are not covered in the course. The course aims to provide general information about different data governance roles while acknowledging that data governance is not a one-size-fits-all approach. The chapter emphasizes the responsibility of all data producers and consumers in the data ecosystem.
• 03:30 - 04:00: The Executive Role The chapter titled 'The Executive Role' discusses the responsibilities of individuals within an organization, regardless of their position. It emphasizes the importance of understanding one's role in the governance and management of data. The chapter highlights the need for effective data utilization to support organizational goals and mission. Despite variations in structure among different Texas governmental entities, data governance roles and responsibilities are categorized into five levels: executive, strategic, tactical, operational, and others.
• 04:30 - 05:00: Strategic Level Responsibilities The chapter "Strategic Level Responsibilities" discusses the fifth level of authority within an organization. This level is termed as 'supportive' and encompasses various departments that support business functions. These include data privacy, legal information technology, data management, information security, and records management departments, all of which play crucial roles in aiding the core business operations.
• 06:00 - 06:30: Tactical Role in Data Governance The chapter discusses the various roles and responsibilities related to data governance within an organization. It emphasizes the significance of identifying staff at different levels and their connection to data governance. The executive role, being the highest level, involves senior leaders who have extensive knowledge of the agency's business or program areas. These individuals are accountable to stakeholders and are responsible for overseeing the organization.
• 08:00 - 08:30: Operational Role and the Data Steward Executive roles require accurate data for informed decision-making.
• 10:36 - 11:06: Responsibilities of Data Stewards The chapter on "Responsibilities of Data Stewards" discusses the integration of data governance activities into existing executive meetings. It emphasizes the responsibility of executive-level individuals to identify the organization's data governance leaders at the strategic level. The strategic role involves individuals from various parts of the organization, focusing on defining the organization's mission and goals, and ensuring alignment with these objectives.
• 13:30 - 14:00: Supportive Roles in Data Governance The chapter discusses the supportive roles in data governance, emphasizing the importance of having programs, policies, and procedures to support organizational missions and goals. It highlights the responsibility of certain individuals, often part of a data governance council or strategic body, in ensuring timely and accurate data to provide value. These are the decision-makers in data management and usage within an organization, and further learning about this strategic body is available through the Texas Data Literacy Program course on data governance.
• 15:00 - 15:30: Data Management Officers Data Management Officers play a strategic role in overseeing the data life cycle within an organization. They are responsible for those who create or acquire raw data and have the authority to approve its sharing and usage internally and externally. By ensuring data quality and accessibility, they support accurate and timely decision-making, crucial for achieving business goals.
• 16:30 - 17:00: Information Technology Professionals' Role Strategic level staff in Information Technology are tasked with regulatory compliance and influencing data usage for strategic advantage. They must be educated in data governance and its organizational benefits. They have authority to approve initiatives such as data strategies, policies, and data management priorities. These professionals might also sponsor or champion these initiatives, ensuring data effectively serves the organization's strategic needs.
• 17:00 - 17:30: Data Security Importance The chapter emphasizes the critical role of data security in key projects and initiatives. It highlights the responsibilities of strategic staff in identifying essential tactical roles within different areas, including cross-business domain experts and subject matter experts, to promote best practices in data governance and management. Additionally, the chapter discusses the tactical roles that involve leading a business unit, where reliance on data is crucial for the effective running of programs.
• 18:30 - 19:00: Other Supportive Roles The chapter titled 'Other Supportive Roles' discusses the various important roles that staff can occupy in an organization, focusing on their functions and contributions to data management and strategy. Staff with cross-business functions or enterprise-wide perspectives play crucial roles by leveraging data for strategic advantage, emphasizing interoperability and data integration across different systems and platforms. Meanwhile, those in tactical roles, often as data domain or subject matter experts, are instrumental in addressing issues related to data definition, production, and usage. They typically report to personnel at the strategic level.
• 19:18 - 19:48: Importance of Communication and Coordination This chapter emphasizes the significance of communication and coordination, focusing on the roles of staff in tactical positions. These employees are responsible for escalating issues that are well-documented to higher strategic levels if necessary, offering recommendations for resolution. Additionally, they ensure the organization adheres to regulatory laws and requirements, handling responsibilities such as documenting data classification rules, compliance rules, or business rules relevant to the data within their domain.
• 23:00 - 23:30: Collaborative Relationships The chapter discusses the importance of communication in establishing collaborative relationships. It emphasizes the need to ensure that rules are effectively communicated to all relevant stakeholders. Additionally, it highlights the role of staff in tactical groups and domain stewardship in addressing specific data-related issues within their domains. The chapter also mentions that most data users are operational staff who engage with data in their daily tasks, as they are responsible for defining, producing, or using it in their operational roles.
• 26:00 - 26:30: Change Management The chapter titled 'Change Management' discusses the various responsibilities of staff in an organization concerning data management. It highlights roles that involve defining, utilizing, and managing data. Some staff members focus on defining which data will be used, how it will be used, and how it will be managed. Others are responsible for the creation, classification, archiving, or disposal of data following the organization's retention schedule. Additionally, some roles involve using data for research, analysis, reporting, and decision-making processes.
• 27:33 - 28:03: Data Governance Council This chapter discusses the role and definition of data stewards within an organization. Data stewards are existing staff members who possess detailed knowledge and expertise in their specific data area, and they are responsible for managing the organization's data. Their main goal is to ensure that data and information users have access to high-quality data that is readily available.
• 29:30 - 30:00: Promoting Collaboration at Tactical and Operational Levels Data stewards serve as key communicators between business/program departments and the IT department. They are encouraged to develop a thorough understanding of both business and technical aspects. Operational staff members are crucial in recognizing and documenting compliance issues, potential risks related to unauthorized data sharing, and other regulatory concerns. Promoting collaboration at these levels ensures that both tactical and operational goals align with legal and regulatory requirements.
• 30:00 - 30:30: Essential Coordination for Success The chapter titled 'Essential Coordination for Success' discusses the critical role of data management in organizational success. It highlights the importance of addressing data privacy risks and ensuring data quality. The text emphasizes that operational staff, who are domain experts, play a crucial role in articulating data setup requirements to enable effective usage. It explains that depending on an organization's size and complexity, data stewards might be located within business units, IT departments, or both, illustrating the integrated approach required for data stewardship and management.
• 32:30 - 33:00: Data Literacy Program The chapter discusses the roles and responsibilities of data stewards, focusing on two main types: operational data stewards and technical data stewards. Operational data stewards, also known as business data stewards, operate within the business unit and are seen as subject matter experts. They are accountable for certain subsets of data and have a thorough understanding of the organization's business processes and the implications of the data programs on these processes.
• 37:30 - 38:30: Conclusion The chapter 'Conclusion' emphasizes the significance of making informed decisions based on data. It highlights the role of certain professionals in managing data and information to enhance business value. These individuals may engage with internal or external stakeholders to define and regulate data structure and flow. Such roles often have business-oriented titles like program specialist, data analyst, research specialist, contract administrator, or budget analyst.

9. Data Governance Roles Responsibilities Transcription

• 00:00 - 00:30 welcome the office of the chief data officer and the Texas department of information resources are proud to offer this course on data governance roles and responsibilities in this course we will talk about some recommended levels of authority in data governance some key roles and responsibilities involved in data governance and some best practices to encourage collaboration and coordination
• 00:30 - 01:00 data governance is the exercise of authority and control over the management of data assets and it is the foundation of an effective data management program a data governance program focuses on setting policies and procedures around how decisions about data are made what people are expected to do with the data and the goals that data management processes should accomplish for the purpose of informing and driving business strategy the operationalization of data
• 01:00 - 01:30 governance encompasses people processes and technology in this course we will focus on the people aspect data governance and the data management activities that fall under it is a collaborative cooperative endeavor and there are many roles within an organization responsible for governing and managing data throughout its life cycle a successful data governance program depends on a common understanding of the different levels of data governance roles and
• 01:30 - 02:00 responsibilities identifying people within the organization who can be found at each level and determining strategies to encourage collaboration and coordination both within and between levels of data governance authority Texas state agencies and institutions of higher education are not all structured the same and your organization may not have some of the roles described in this course in some organizations a single staff member may responsible for
• 02:00 - 02:30 multiple functions or the roles may be in development or not formally exist at all there may also be other roles in the organization that play a part in data governance and data management that are not covered here in this course data governance is not one-size-fits-all and this course is intended to provide some general information on different data governance roles that may be found in your organization all data producers and data
• 02:30 - 03:00 consumers regardless of their position within the organization have a responsibility to understand how their role plays a part in governing and managing the organization's data as well as the role others play so data can be used effectively to support the organization's mission and goals while not all Texas governmental entities are structured the same data governance roles and responsibilities can generally be divided into five different levels executive strategic tactical operational and
• 03:00 - 03:30 supportive the first four levels reflect levels of authority that typically already exist on the business side of the organization the fifth level supportive represents other areas within the organization that serve to support business functions such as data privacy or legal information technology data management information security and records management departments
• 03:30 - 04:00 as we discuss different roles and responsibilities can you identify staff with responsibilities at each of the levels where are you in the organization and how is your role related to data governance the executive role represents the senior most level within the organization with knowledge of the agency business or program areas individuals in this role are generally the senior and executive leaders who are accountable to stakeholders for oversight of the organization and are therefore responsible for having
• 04:00 - 04:30 the appropriate knowledge to make executive level decisions they rely on accurate data and information to help them make those decisions individuals in an executive role are responsible for staying informed of data governance activities data management practices and analytic activities within the organization so they can understand support and sponsor data governance activities individuals in this role generally do not participate in day-to-day or monthly data governance
• 04:30 - 05:00 activities instead data governance matters might be an agenda item at regular executive steering or advisory committee meetings that already occur individuals at the executive level are also responsible for identifying who within the organization is responsible for data governance at the strategic level the strategic role represents individuals across the organization involved with defining the mission and goals of the organization and ensuring
• 05:00 - 05:30 programs policies and procedures are in place to further those mission and goals these are the people accountable for the programs and for creating or providing value and they need timely accurate data and information to help them do that these are the people who may be members of a data governance council or other strategic body that makes decisions about how data is managed and used within the organization you can learn more about this strategic body in the Texas data literacy program course data governance
• 05:30 - 06:00 and the data life cycle staff in a strategic role are typically responsible for the individuals or areas who originally create or acquire the raw data and they retain the rights to approve the sharing and use of that data with both internal and external customers because data is vital in making accurate and timely decisions to drive the business mission and goals staff in the strategic role must be vested in maintaining appropriate access to well-managed high-quality data in
• 06:00 - 06:30 ensuring the organization is following relevant regulatory laws and requirements and in determining how the data should be used for strategic advantage strategic level staff are responsible for becoming educated in what data governance means and how it benefits the organization these are the staff who approve initiatives like data strategies and policies and data management priorities methods and tools they may also sponsor or champion
• 06:30 - 07:00 key data projects or initiatives additionally staff in a strategic role are responsible for identifying pivotal tactical roles within their respective areas such as cross-business domain experts and subject matter experts and for promoting data governance and data management best practices the tactical role represents staff who may be responsible for leading a single business unit and they rely on data to make sure the program is running
• 07:00 - 07:30 smoothly sometimes these staff have a Cross-business function or an enterprise-wide perspective and they may have a vision for how data can be used for strategic advantage by enabling interoperability and data integration across systems and platforms staff in a tactical role may be data domain experts or subject matter experts and these are the people who can provide input to resolve data definition production and usage issues staff in a tactical role may report to someone at the strategic level
• 07:30 - 08:00 and they are responsible for escalating well-documented issues to that strategic level if a resolution or decision needs to be made at that higher level and they may offer recommendations for remediation or action staff in a tactical role also have responsibility for ensuring the organization is following relevant regulatory laws or other requirements and therefore may be responsible for documenting data classification rules compliance rules or business rules for the data under their domain and for
• 08:00 - 08:30 making certain the rules are communicated to all relevant stakeholders these staff may also participate in tactical or working groups with other domain stewards to address specific issues related to the data under their domain most data users within an organization are typically found at the operational level staff in an operational role are the people who define produce or use data in their day-to-day activities
• 08:30 - 09:00 some staff in an operational role are tasked with defining the data that will be used within the organization how that data will be used and how that data will be managed others are tasked with producing creating classifying or archiving or disposing of the data at the end of the appropriate retention schedule still others use data for research and analysis to create reports and dashboards or to inform business
• 09:00 - 09:30 decisions another designation for staff in an operational role is data steward data stewards are typically not hired into the specific role of data steward but are existing staff who already have detailed knowledge and expertise about the data in their area data stewards are responsible for the management of the organization’s or program area’s data to help provide data and information users with high quality data that is available when
• 09:30 - 10:00 and where it is needed data stewards are often the communication line between the business or program departments and the information technology department so it is a best practice for staff in this role to have a good understanding of both the business side and the technical side of the organization staff in an operational role are often in the position to identify and document legal and regulatory compliance issues potential risks of unauthorized sharing and
• 10:00 - 10:30 use of the data data privacy risks and data quality issues staff in an operational role are seen as subject matter experts in their domain and are often the ones who can best communicate requirements for how the data needs to be set up and made available for optimal use depending on the size and complexity of the organization data stewards can be found within the business units within IT or both because most data users in the
• 10:30 - 11:00 organization tend to fall into this operational category let's go into more detail about the responsibilities of two of the most common types of data stewards operational data stewards and technical data stewards operational or business data stewards are active within the business unit and can be recognized as business subject matter experts who may be accountable for a subset of data they understand the organization's business processes and the impact of program
• 11:00 - 11:30 decisions on the data and the ability to provide responsive information to the program they are the people who may work with internal or external stakeholders to define and control the structure and flow of data and information and understand how to leverage it to increase business value job titles are usually business-oriented and may include program specialist data analyst research specialist contract administrator or budget analyst among others
• 11:30 - 12:00 technical data stewards may be easier to identify than their business counterparts sometimes called data custodians they are likely Information Technology professionals whose typical daily activities can be categorized within one or more of the data management knowledge areas such as data security data warehousing and business intelligence data architecture or data modeling and design job titles of a technical data steward may include data architect information security analyst data
• 12:00 - 12:30 integration specialist developer database administrator or systems administrator among others there are similarities between operational and technical data stewards however and common responsibilities include knowing what data the organization possesses knowing where the data is located ensuring the data is accessible high quality usable and trusted safeguarding the transparency accuracy of data throughout its life
• 12:30 - 13:00 cycle coordinating with the business or program areas and the information technology department on granting appropriate access to data enforcing rules on how data can be used and helping the organization use data to drive the organization's mission and goals because staff in an operational role are the people who define produce or use data in their day-to-day activities data stewardship activities may be found at all stages of the data life cycle with certain specific
• 13:00 - 13:30 responsibilities related to data within each stage during the curation stage for example staff who maintain and manage the metadata for data assets and assist in determining best practices for working with the data have a data stewardship role and may be called metadata stewards there are other roles within the organization usually found outside of the business function that serve to support data governance and data management activities individuals
• 13:30 - 14:00 in leadership positions at the supportive level often work closely with leadership at the executive and strategic levels while there may be others in your organization we will describe some key supportive roles here Texas government code chapter 2054 requires state agencies and institutions of higher education with more than 150 full-time employees to designate a data management officer data management officers are responsible for establishing their
• 14:00 - 14:30 agency's data governance program exercising authority and management of the agency's data assets establishing related processes and procedures and conducting a data maturity assessment for the agency according to the government code data management officers are also required to coordinate with the Organization’s information security officer records management officer and the Texas State library and Archives commission to implement best practices
• 14:30 - 15:00 for managing and securing data for all types of data storage media and to increase awareness of and outreach for the organization's records management program these requirements place the data management officer in a position to create and drive the organization’s strategy for the management and use of data individuals in this role often facilitate data governance council meetings data management officers participate in the development of data
• 15:00 - 15:30 governance policies and procedures standards and guidelines assist in defining data quality metrics and support issue resolution and may be involved in the development and delivery of data management educational materials while it is a requirement for organizations with more than 150 full-time employees to designate a data management officer it is a best practice for smaller organizations to designate someone with the responsibility to spearhead data governance activities and to
• 15:30 - 16:00 promote collaboration and coordination among various roles within the organization Information Technology professionals play a supportive role in data governance as they are involved in many aspects of data management they provide technical infrastructure and support to ensure data is structured modeled and defined consistently to support data cleansing and other data quality processes to make data available to users
• 16:00 - 16:30 and to provide access to metadata these staff are also involved in enabling data integration and interoperability between databases and systems for document and content management activities and for setting up data warehouse and business intelligence platforms for analytic use one principle of data management is data security the purpose of data security is is to protect the confidentiality
• 16:30 - 17:00 integrity and availability of digital data Information Security Professionals are often tasked with managing IT compliance requirements policies practices data classifications and access authorization rules across the organization privacy officers or others in the organization's legal department are responsible for knowing and understanding all the data protection laws and regulations that are relevant to the
• 17:00 - 17:30 organization and ensuring the organization complies with those laws and regulations these staff may also be responsible for providing ethics training including providing guidelines on the ethical handling of data the final stage in the data life cycle is the archival or disposal of data once it is reached the end of its utility for the organization records management officers and their staff are responsible for documenting and enforcing records
• 17:30 - 18:00 management and retention schedules including data stored in various types of media finally there are other roles that may play a part in an organization's data governance program contract management staff are responsible for organizing activities to procure external assistance in the development and implementation of data management technical infrastructure tools and processes vendor management and project
• 18:00 - 18:30 management staff are responsible for understanding the business needs and priorities so they can make sure data initiatives are implemented according to business requirements Human Resources Financial Services internal audit or other departments may also lend their expertise to support data governance activities these are just a few examples of supportive roles that may be found in an organization what others might exist in your
• 18:30 - 19:00 organization effective data governance and data management requires collaboration and coordination across the organization communication within and between data governance levels of authority ensures that all data users understand their requirements and expectations both overall and as they relate to specific roles and responsibilities in this section we will describe some ways to encourage partnerships and create alignment to advance data management within the
• 19:00 - 19:30 organization led by the data management officer data governance programs should begin by creating a data strategy to lay out the goals of the program a data strategy requires the coordination of all staff at the strategic level as well as input from those in the tactical operational and supportive levels and should focus on supporting the business mission and goals as a best practice an organization's data strategy should include a description of key roles and
• 19:30 - 20:00 responsibilities and define and operationalize collaborative relationships to enhance and advance the data governance program securing approvals for data management initiatives that impact the organization like the data strategy or the development of a new data warehouse a data quality management plan or the implementation of artificial intelligence tools often requires change management organizational change
• 20:00 - 20:30 management is a structured approach for communicating the benefits of the management and use of data engaging stakeholders in the decision-making process addressing potential concerns creating awareness and clearly defining the necessary resources and processes to support initiatives one avenue to support organizational change management is the creation of a data governance council or other strategic body regular meetings of a data governance council provide a
• 20:30 - 21:00 forum for strategic level staff to discuss common issues best practices data sharing opportunities and cross business data management goals the data governance council does not run the data governance program but rather the council helps make decisions at a strategic level when necessary while they may not be decision makers on the council key staff at the supportive level should be included in council meetings so they can understand the data and information needs and priorities of the organization address
• 21:00 - 21:30 any potential concerns and communicate any resources and processes required this communication makes sure planning and implementation of data management initiatives are in line with established data governance policies and procedures and it ensures High quality data is captured and stored in standardized formats protected where appropriate and made available for sharing and use to promote collaboration and
• 21:30 - 22:00 coordination at the tactical or operational levels the data governance council may establish data stewardship working groups to tackle specific data management issues such as data quality metadata management or other data issues these working groups may focus on a specific program or enterprise-wide to identify causes of issues and develop recommendations for mitigating them
• 22:00 - 22:30 these groups can be time or project based or ongoing depending on the need many of the supportive roles described earlier in this course have overlapping responsibilities when it comes to data management and therefore collaboration and coordination are essential for a successful data governance program while the data management officer is charged with establishing the organization's data governance program Information Technology professionals are responsible for several aspects of
• 22:30 - 23:00 data management such as data architecture data modeling and data storage and operations therefore it is important the data management and information technology teams coordinate their efforts to promote alignment with business needs and with the organization's data strategy additionally data management officers should partner with their information security officer to create alignment between organizational data classification and protection strategies
• 23:00 - 23:30 and the organization's approach to data management an organization's privacy officer or similar role should also be involved in this collaboration to make sure relevant privacy laws and regulations are part of the overall data management and data security programs data management officers should also coordinate with their records management officer to ensure the agency's records management program and retention schedule is applicable to all
• 23:30 - 24:00 types of data storage media understanding the relationship between records information and data helps both data management officers and records management officers appreciate each other's roles and responsibilities and how they contribute to the organization's overall data and information management goals while participation in data governance council meetings may provide an opportunity for communication it is a best practice for those in a supportive role to have regularly scheduled touch points in between council
• 24:00 - 24:30 meetings as mentioned earlier data management officers may be involved in the development and delivery of data management educational materials a data literacy program aimed at data producers as well as data consumers throughout the organization serves to establish a common consistent language to improve communication and minimize misunderstanding about data management and analytics the creation of a data literacy program
• 24:30 - 25:00 often requires collaboration and coordination with subject matter experts from the organization's information technology and information security departments the organization's privacy ethics or legal departments and the business and program areas for relevant content creation further human resources and training departments can lend their expertise in the creation of online learning courses and webinars educational videos or in-house training opportunities
• 25:00 - 25:30 an organization's data governance program is not the responsibility of one person alone all data users regardless of their role in the organization play a part in data governance a successful data governance program depends on a common understanding of the different levels of authority of data governance roles and responsibilities identifying people within the organization who can be found at each level and determining strategies to encourage collaboration and
• 25:30 - 26:00 coordination both within and between levels by working together individuals throughout the organization can play a significant role in the establishment and operation of a successful data governance program you have now completed the Texas data literacy program course on data governance roles and responsibilities during this course we have discussed the levels of recommended authority in data governance some key roles and responsibilities involved in data governance and some best practices to
• 26:00 - 26:30 encourage collaboration and coordination for more information on data governance and data management principles visit the office of the chief data officer website