& Information Governance Bedrock: Data Dictionaries

SC.GMIS Software Developers Workshop January 19, 2017

Michael C. Kelly, PhD, PMP Chief Data Officer Objectives

Understand data & information governance-related – 1. . . . nomenclature 2. . . . importance & relevance 3. . . . DIG in your industry 4. . . . goals & components 5. . . . data dictionaries 6. . . . initiation / leadership for DIG Guiding Principle 1. Nomenclature

- what we name things - how we distinguish concepts - chaos avoidance Nomenclature

• Enterprise Information • Management • Analytics • Information Governance • Big Data • Data Governance • Dashboards • Data Management • Data-driven Decision-making • Data Standards • Machine Learning & Artificial • Master Data Intelligence • Reference Data • Reporting

• Identity & Access Management • Identity Management • Access & Permissions Management Data ___ Information

and or How do you see the / relationship? versus Reflections on “Governance” Enterprise Information Management

• Umbrella term • Everything we do cooperatively with and to information across an organization to . . . • Collect what is needed – and only what is needed • Ensure responsibility & accountability • Increase efficiency • Reduce Risks • Achieve compliance • Gain competitive advantages Data & Information Governance

1. Specification of decision rights and accountability framework

2. Roles, policies, procedures, processes, standards, and metrics Data & Information Governance

1. Specification of decision rights and accountability framework with information... • Creation • Storage • Use • Archiving/deletion UofSC Data Governance Framework Data & Information Governance

2. Roles, policies, procedures, processes, standards, and metrics • Roles – 5 layers • Leadership & coordination • Data Trustee • Data Steward • Data Custodian • End User Data Management

Master Data Reference Data • Specific to the • Relatable outside the organization organization • Organizational • Standard hierarchy Occupational Codes • Building Names & (SOC) Codes • Country codes • Client/customer • Units of identifiers Identity & Access Management (IAM)

Identity Access & Permissions • Assuring consistent • Authorizations granted recognition of same and actions enabled for individual * individual * • Assigned ID # • Systems • Duplicate detection • Screens / GUIs • False merge • Data elements • Multiple roles • View/edit/delete • Employee - but also - (rights) • Client / customer • Reports / DW * Individuals may be persons or nonpersons Business Intelligence

Nomenclature Notes

Standard analyses for internal & external stakeholders Reporting – e.g. monthly reports, audit

Advanced analysis with (near) real-time, exploring Analytics * complex questions or hypotheses

Big Data * Raw material for analytics – 5 V characteristics

Leverage analytics-oriented data for visualization, Dashboards manipulation, and drill-down

Data-driven Impetus for executives to change org behaviors based on data, to improve efficiency of operations, quality of Decision-making services, bottom line Analytics

Type Description

What is happening / what happened Descriptive (close kin to reporting)

Diagnostic Why something happened / causation

Reveal previously unknown relationships in data / Discovery correlation

Predictive What will happen / conditional

What should happen / what should we do / how Prescriptive can we impact trajectory Analytics Big Data

Type Description

Value Costs & benefits Variety Different sources and types (structured & unstructured)

Velocity Rapid influx / speed of creation

Veracity Not always trustworthy / clean / reliable

Volume Vast quantity 2. Importance & Relevance

- why talk about DIG? - how does it matter to Software Development? Drivers for DIG Why Now?

• Truthfully, we’re all late to the game • ERP & Auxiliary systems proliferation • Information management crisis • Regulatory & compliance requirements • Business optimization through BI Relevance to SW Development

Software (def.) – tools to manage records and/or perform essential activities • Data is generated • Data has a lifecycle • Data has meaning • Software has users Data Lifecycle

Source: http://www.spirion.com/us/Content/Images/Solutions/lifecycle-management.png 3. DIG Status in Your Industry

- do you need DIG? do you have DIG? - what pressures demand DIG? - how good is your DIG? DIG Status Assessment

• You are already doing it • The questions are: • How well? • How coordinated? • How efficient? • Is there a better way? Already doing DIG

 Identity Management  Access Management  Data creation  Data use  Units of measure  Error detection  Error remediation  Reporting Opportunities for Improvement

• Access & Permissions request & fulfillment • Data Standards • Data definitions • MDR / RDM • Training of End Users • Data Quality & Integrity monitoring • Automating error correction / prevention • Workflows & automation & integration • BI / Dashboards So, what does DIG deliver?

• is more strategic in its purpose & implementation • considers risk & compliance & good practices • Data Stewardship • is organization-wide (and scalable to org size) • is holistic • trace & connect Point of Collection to Point of BI • maximize opportunities to improve • exploit competitive advantage DIG: Data in Your Industry

• Identities – • Equipment • Clients • Supplies • Customers • Employees • Human Resources • Vendors • Facilities • Equipment • Research & • Documentation – Development • Work completed • Budget / AP / AR • Transactions • ? What else ? 4. Goals & Components

- what benefits will you realize? - what issues should you address? - how might you structure your effort? Headline for DIG

•Ensure that information is trustworthy and actionable UofSC Data Governance Framework Data & Information Strategy Council

• Executive Leadership • Vice Presidents & Chancellors • C-Suite / Chief _x_ Officers

• Align data practices to Strategic Plan • Data must exist to support Goals, Objectives, KPIs • Highest decision-making on escalated issues

• Authorize initiatives & investments • Support strategic priorities • Resolve longstanding deficiencies Data Stewardship Program

• Collaboration & cooperation across most critical Lines of Business (LOBs) • Practices • IG steering • Operational procedures & standards • Instruction to org units • Resolve escalated issues • System & Data Ownership by Managers as Data Stewards • Decision rights • Responsibilities & Accountability • Compliance • Privacy & Security • Data Protection, Recovery, Business Continuity • Retention, Archive, Deletion Data Standards Program

• Develop &/or approve data standards • Procedures • Reference Data Management (RDM) • Authoring • • Interpretation (MDM) • Implementation

• Data Dictionaries • Communication • inventory • Change notification • Data Element definition & classification • Data Glossary • Documentation & Training • Data Dictionary • Reference materials • Train existing workforce and on-boarding new employees Data Quality & Integrity Assurance

• Enforce quality standards • Control system changes • Monitoring of systems & • Scheduling data • Coordination • Non-conforming values • Implementation • Missing values • Acceptance testing • Issues identification • Resolution protocols • End User Feedback • Solicit • Establish Metrics • Incorporate & • Time to resolution recommend changes • Error/issue prevention Identity & Access Management

• Specify identity requirements • Access & Permissions • Content & format of • Access request system & identifiers workflow • Rules for record & identifier • End User Roles creation • Authorize, execute, terminate • Identity matching algorithms • Document / audit trail • Integration across systems • Login credentials & passwords • Resolve identity issues • Monitoring & identifying issues • Recombobulation • Collapsing duplicates • Extricating falsely-merged records Reporting - Analytics - Decision Support

• Inventory of Data Sources • / • Reporting Standards & Protocols • Data Tools • ETL • Analysis • Visualization • Deliverables • Dashboards • Reports • Survey standards committee • Professional development 7 Essential Practices in Healthcare

Dale Sanders, 2013 7 Essential Practices

1. Balanced, lean governance 2. Data quality 3. Data access 4. Data literacy 5. Data content 6. Analytic prioritization 7. Master data management (MDM)

Dale Sanders, 2013 5. Data Dictionaries

- what’s the diff: glossary vs. dictionary? - what tools are available? - how to get started? CDO @ UofSC: Data Resources

https://goo.gl/Dtb3Zn Distinction without a Difference? Distinction without a Difference?

Dictionary Glossary

• Compilation of • A word list – words and their possibly with page meaning and usage numbers to help (AKA definitions) locate where the word/term appears Define “Definition” Data Definition

Source: http://www.sc.edu/about/offices_and_divisions/division_of_information_technology/chiefdataofficer/ Data Standard: Data Dictionaries Purpose: Document & Share Knowledge

“the increased use of data [and] data interchange heavily relies on accurate, reliable, controllable, and verifiable data recorded in . One of the prerequisites for correct and proper use and interpretation of data is that both users and owners of data have a common understanding of the meaning and descriptive characteristics of that data.”

 International Standards Organization, 2004. Information Technology Parts 1-6 (2nd Edition) http://www.iso.org/ Data Standard: Definitions & Dictionaries Principles of Definitions & Dictionaries

A. Document the existence, meaning, use of data elements B. Definitions should be made available to end users C. When provided, End Users are responsible When not provided, Data Steward is responsible D. Contact Person clearly designated E. Each dictionary is a data asset, requiring Data Classification F. Actively maintain definitions & communicate changes UofSC Data Standard 1.02

• Who is accountable for definition / dictionary? • When is a Definition required • When is a Dictionary required • Maintenance & notification • Publication & access • Content requirements – 3 tiers @ UofSC • Minimally-adequate Definitions • Extended Definitions • Optimized Definitions UofSC Data Standard 1.02

• Resources available for definitions & dictionaries – 4 distinctions • Existing Data Stores & Information Sys * • Data Projects & Information Sys * • Formal PMO Data Projects & Information Sys • Research Data & Information Sys Existing Data Stores & Info Sys

• ERP – Student Information System

• “Information systems and data stores existing prior to Standard 1.02 should be reviewed by their Data Stewards to assess the need for data definitions/dictionary.

• First priority should be given to stores and systems known to have data integrations, data interfaces, or data feeds to enterprise systems or involve external sharing. “ Data Warehouse Collaborative – Student

Demonstration Project

• Data Projects & Information Systems

• “Any organizational unit purchasing or creating an information system or data store is responsible for considering the need for a data dictionary…. it is a best practice to establish clear meanings of data elements.

• The Chief Data Officer serves as a resource for the unit manager in making these decisions.” The Project that Shan’t be Named

Future Enhancements

• Exhaustive inventory • Merge to PDF compendium – ie. Data Dictionary document • Full integration with system • Hover-over keywords to Brief definition • Click to open detail view • Workflows for approval • control module • Org Unit specific segmentation 6. DIG Initiation & Leadership

- how can you get started? - what leadership is necessary? Getting Started with DIG

Harsh Reality Alternatives

• Rarely if ever starts • Instantiate Data with funded & Stewardship staffed program • Assert Project requirement for data definitions • IAM initiative • Data Dictionary • Audit finding Potential Leaders

• Professionals with deep understanding of • Data • Industry & associated LOBs

Where are these folks hiding? • Natural career path for some - • LOB professionals • Information technology professionals • Compliance reporting officer • Business analyst • Data governance leader elsewhere • In your chair? IG Leader Skills & Competencies

• Soft skills • Broad industry expertise • Strategic perspective & • Compliance, legislation, communications regulation • Critical thinking • Policy & procedures • Collaboration development • Problem-solving • Info Privacy • Leadership • Info Security • Engagement • Business intelligence • Project management • Data analysis • Information lifecycle • Information Technology management • EHR/EMR Management • Change management • ERP Management • Business analysis Chief Data Officer

• Work with executive & senior leadership • Develop & implement DIG framework, policies, standards • Develop & implement DIG programs • Chair Data Stewardship Council • Balance interests of stakeholders • to reduce risks associated with data • to align business processes and reporting capabilities with legal, regulatory, and compliance requirements • Align data practices to strategic priorities • Provide tactical support to data initiatives on a limited basis • Other duties as assigned Q & A

- deeper dive - what haven’t we covered?