1. Welcome! Data Governance Winter Conference: Data Privacy and Security December 2014

2. Today’s Agenda 9:00-9:15 Welcome and Introductions 9:15-10:15Data Governance 101: Dr. Rebecca Bolnick 10:15-10:30 Break 10:30-12:00 Maximize Data While Protecting Student Privacy: Dr. Eric Hedberg 12:00-1:30 Lunch 1:30-3:00 Best Practices for Securing Educational Data: Ed Jung 3:00-3:15 Break 3:15-4:30 “Office Hours”- Open Q&A/Individual assistance Dr. Bolnick, ADE Chief Data Officer Carrie O’Brien, ADE Chief Privacy Officer Ed Jung, ADE Chief Technology Officer

3. Housekeeping Bathrooms (on this floor) Lunch break (we have a pamphlet for you) Snacks (Avanti Market is located on the first floor) Parking (ADE roof or Wesley Bolin Park) Wi-fi: – Network: Copper – Password:

4. Dr. Rebecca Bolnick ADE Chief Data Officer Put it into Perspective: Data Management and Governance

5. Key Issues 1.What is Data Management and why is it important? 2.What are the key concepts of Data Governance you need to know? 3.What are some steps you can take to create a successful Data Governance strategy?

6. Key Issues 1.What is Data Governance and why is it important? 2.What are the key concepts of Data Management you need to know? 3.What are some steps you can take to create a successful Data Governance strategy?

7. Data Use Increasing for Teaching and Organizational Leadership

8. Data Management is Crucial From ThisTo This

9. In a World without Data Management… Has this ever happened to you? – Funding denied due to erroneous data – Lost instructional time because of late data – Letter Grade negatively impacted because of enrollment error – Time wasted cleaning up the same data issues year after year

10. Data Management Program Data Governance Information Lifecycle Management Metadata Data Quality Control Data Privacy and Access Data Security and Risk Management Master Data Management Data-Driven Decisions

11. Data Quality Benefits – Build trust in your data – Accuracy in reporting and data-driven decisions – Time and cost savings by removing redundant data storage – Reduce time spent on manual data reconciliation

12. Metadata: Data about the Data – Business data glossary – Technical data dictionary – Operational Data Dictionary – Data lineage

13. Masterdata Management Registrar Acad. Coaches Finance Registrar Acad. Coaches Finance Masterdata BEFORE……AFTER

14. Data Privacy and Access Meeting legal and public expectations of data privacy – Do the right people have the right access to data? (and how do you know?) – Not all data are equal; define privacy classifications – FERPA and ARS; understand your obligations

15. Data Security and Risk Management Protect against data loss, data corruption, hacking – Really, you are a target – Do you know where your data is? Is it’s safe? – Training is key

16. Information Lifecycle Management A systematic, policy- based approach to data collection, use, retention, and deletion.

17. Data Analytics Put Your Data to Work for You! -Policies and procedures to ensure everyone gets the same answers, reduce redundancy, and align efforts to goals Cost saving in analytics (system and people) Improved system performance of production servers Data consistency across divisions Improved decisions

18. Key Issues 1.What is Data Governance and why is it important? 2.What are the key concepts of Data Governance you need to know? 3.What are some steps you can take to create a successful Data Governance strategy?

19. Data Management Program Data Governance Information Lifecycle Management Metadata Data Quality Control Data Privacy and Access Data Security and Risk Management Master Data Management Data-Driven Decisions

20. “Assigning appropriate levels of authority to data stewards and proactively defining the scope and limitations of that authority is a prerequisite to successful data management.” -PTAC

21. What is Data Governance? Data Governance: The planning, monitoring and enforcement of policies, standards and procedures within a data management program

22. Role of Data Governance Plan, define, approve and communicate: – Data Policies – Data Standards – Architecture – Procedures – Metrics Track and enforce compliance Manage and resolve data related issues Understand and promote the value of data

23. Gartner Governance Maturity Model

24. Data Governance; Organizational Structure “Branches” of data governance – Legislative: Policies and standards – Executive: administer, coordinate, serve – Judicial: enforcement, issue management, tracking Define the roles and responsibilities – What are the governance committee members’ authorities? – What is the role of technology leaders? – What are the Data stewards’ responsibilities?

25. Data Stewards Shared responsibilities in all areas of Data Management “Assigning appropriate levels of authority to data stewards and proactively defining the scope and limitations of that authority is a prerequisite to successful data management.” -PTAC

26. Key Issues 1.What is Data Governance and why is it important? 2.What are the key concepts of Data Governance and Best Practices you need to know? 3.What are some steps you can take to create a successful Data Governance strategy?

27. Data Governance and Management Checklist Discussion 10 minutes Discussion points – How would you implement these best practices at YOUR school or LEA? – Who would you need to get in your corner? – Which areas are your most critical (greatest risk, biggest hassle, quick wins)?

28. Data Governance- One Approach 1 Conduct Governance Maturity Assessment 2 Create a roadmap for areas needing improvement 3 Implement Data Governance Committees 4 Kickstart workgroups in all Data Management Pillars 5 Measure Governance benefits and improve

29. Recommendations Things you should do: Obtain solid leadership sponsorship Tie benefits to real goals Obtain stakeholder buy-in Focus on governance and process Continuous improvement Things to Avoid: ×Lack of shared vision and commitment ×Viewed purely as an IT effort ×Separate data quality efforts ×Weak or disjointed metrics ×Don’t boil the ocean ×IT goals masquerading as business goals

30. Putting it into Action Monday Morning – Identify your champions – Conduct maturity assessment/review checklist to identify needs – Develop your roadmap Next 90 Days – Form workgroups to focus on your organization’s top 3 critical data governance needs – Establish a system to measure the benefits of data governance (e.g. time savings, number of duplicates or errors) Next 12 Months – Reevaluate maturity – Measure and communicate benefits and successes of governance across the organization – Evolve your strategy to address new issues or tackle the next in line

31. Recommended Resources PTAC Data governance checklist www.ptac.ed.govwww.ptac.ed.gov Data Quality Campaign www.dataqualitycampaign.org www.dataqualitycampaign.org EdFacts data collection process www2.ed.gov/about/inits/ed/edfacts www2.ed.gov/about/inits/ed/edfacts www.DataGovernance.com www.DMPL.com “IBM Data Governance Unified Process” by Sunil Soares

32. ADE Data Governance, Privacy, and Security Team Rebecca Bolnick Chief Data Officer Rebecca.Bolnick@azed.gov Ed Jung Chief Technology Officer Ed.Jung@azed.gov Carrie O’Brien Chief Privacy Officer Carrie.O’Brien@azed.gov