Real-World Data Governance: How to Write a Data Steward Job Description

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Copyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDG

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

Robert S. Seiner KIK Consulting & Educational Services – KIKconsulting.com

The Data Administration Newsletter – TDAN.com

Real-World Data Governance How to Write a Data Steward Job Description

Monthly Webinar Series Hosted by Dataversity Robert S. Seiner – KIK Consulting / TDAN.com

April 17, 2014 – 2:00 p.m. EST

Presenter

Presentation Notes

Robert S. Seiner KIK Consulting & Educational Services, LLC The Data Administration Newsletter, LLC Post Office Box 112571 Upper St. Clair, Pennsylvania, USA 15241 412.220.9643 Office 412.220.9644 Fax




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

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#RWDG @RSeiner

• Real-World Data Governance – Monthly Webinar Series – 2pm EST

– May 15, 2014 – Modeling Data Governance *

– June 19, 2014 – Data Governance Policy: Components and Content

– July 17, 2014 – Metadata to Empower Data Stewards *

– Register On-Line at DATAVERSITY.Net * with guest

Real-World Data Governance Upcoming Webinars





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• A Data Steward Job Description is a list of job responsibilities that a Data Steward uses for tasks, or functions, and responsibilities in their everyday role.

• A Job Description is a list of job responsibilities that a person uses for tasks, or functions, and responsibilities of them in their everyday role.

• It includes to whom they report, the qualifications or skills needed by the person, and sometimes even includes a salary range.

• The job description of a Data Steward is not a new job description or different from their other job description. Is this confusing?

• We thought so.

Data Steward Job Descriptions Abstract





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• This Real-World Data Governance webinar with Bob Seiner will focus on defining the typical responsibilities for every data steward all at once, no matter the industry, their role in the organization, or their role in the Data Governance program.

• Bob will focus on a list of competencies required for people to become great Data Stewards.

• The session will include: – Components of a Data Steward Job Description – Non-Invasive Data Governance™ Rules for Becoming a Data Steward – Getting the Data Steward Involved in the Writing – Evaluating a Data Steward Based on the Job Description – Is a Job Description Even Necessary

Data Steward Job Descriptions Abstract





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• Data Governance is the execution and enforcement of authority over the management of data and data-related assets.

• Data Stewardship is the formalization of accountability for the management of data and data-related assets.

• 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 • improves regulatory compliance, security, privacy & protection.

– Non-Invasive describes how governance is applied to assure non-threatening management of valuable data assets.

– The goal is to be transparent, supportive, collaborative.

Data Steward Job Descriptions Definitions





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• Formalization of Accountability implies that there is already some level of accountability for the definition, production and usage of data.

• If we are to consider these definitions … what do we do next? – Per data resource in your organization – identify who is accountable – Per data subject area in your enterprise – identify who is accountable – What value does improving the enterprise view of the data bring? – Accountable for the definition, production and use of the data. – “Nobody is accountable.” (Then how are decisions made?) – Is that what Management thinks? – Are these people the Data Stewards?

Data Steward Job Descriptions Definitions

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Data Steward & Job Description

Presenter

Presentation Notes






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• Industry Standard for Data Steward

– Industry Standard for the definition of a Data Steward

– Certification of a Data Steward

– Should there be an Industry Standard

– Who should come up with this definition?

– Won’t the definition of the Data Steward be specific to the Organization?

Data Steward Job Descriptions The Data Steward





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• Data Steward Job Descriptions – A Data Steward is a person that defines, produces or uses data as part of their job and

has a defined level of accountability for assuring quality in the definition, production or usage of that data.

• Who is a Data Steward? – A Data Steward can be anybody in the organization (business or technical) that defines, produces, and/or uses data as part of their job if they are held formally accountable for what they do with the data.

Data Steward Job Descriptions The Data Steward





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Data Steward Job Descriptions The Job Description

• Job Descriptions

– A job description is a list that a person might use for general tasks, or functions, and responsibilities of a position.

– It may often include to whom the position reports, specifications such as the qualifications or skills needed by the person in the job, or a salary range.

– Job descriptions are usually narrative, but some may instead comprise a simple list of competencies; for instance, strategic human resource planning methodologies may be used to develop a competency architecture for an organization, from which job descriptions are built as a shortlist of competencies.

Wikipedia





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• General Tasks – Use the “Right” Data – At the “Right” Time

• Functions – In the “Right” Way – For the “Right” Purpose

• Responsibilities of a Position

– Leading to the “Right” Decision – Most of the Time





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• To Whom the Position Reports – Data Stewards report to who they report to. – Data Steward’s Senior Management must support, sponsor and understand.

• Qualifications or Skills needed by the Person – Data Stewards qualify for their position based on their skills. – Data Stewards do not qualify for their positions based on their data skills.

• Salary Range – Data Stewards make what they make. – Data Stewards do not get paid extra for stewarding data.





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• List of Competencies – A Data Steward Does What a Data Steward Does – A Data Steward is Held Formally Accountable for Following the Rules – Follow the Definition Rules Associated with the Data – Follow the Production Rules Associated with the Data – Follow the Usage Rules Associated with the Data





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• Held Formally Accountable for Following the Rules – Definition Rules

• New Data Vs Existing Data • Logical & Physical Data Modeling • Recognize the System of Record • Business Glossary

– Production Rules • Data from Inside • Data from Outside • Data Movement (ETL)

– Usage Rules • Business Rules • Classification and Protection • Compliance and Regulatory

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Rules for Becoming a Data Steward

Presenter

Presentation Notes






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• Non-Invasive Data Governance™ 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”.

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”.

Data Steward Job Descriptions Rules for Becoming a Data Steward





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• Non-Invasive Data Governance™ Rules for Becoming a Data Steward

You may not agree with all of them.

You may not agree with any of them.

Is this basically a “Do Nothing”

approach?

… Or a “Do Everything”

approach?

Data Steward Job Descriptions Rules for Becoming a Data Steward

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Getting the Steward Involved in the Writing

Presenter

Presentation Notes






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• Writing the Data Steward Job Description – Start with the Organization’s Job Description – Identify Data Touch Points in Job Description – Determine the Rules Associated with the Touch Points – Ask the Data Stewards to Answer 5 Questions

Data Steward Job Descriptions Getting the Data Steward Involved in the Writing





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• Five Questions to Ask Data Stewards – What present job responsibilities involve data? – What are the rules associated with that data? – Do you know the rules associated with that data? – How are you presently being held accountable for following the rules? – What should you do when you recognize a data issue?






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• Recognizing Types of Data Stewards

– Operational Data Stewards • Data Definers • Data Producers • Data Users

– Tactical Data Stewards • Data Domain Stewards • Enterprise Data Steward • Subject Matter Experts • Data Steward Coordinators






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– Operational Data Stewards (Operational Level) • Work in a Business or Technical Unit • Have Hands-On Knowledge of the Data They Use and Used By Their Unit • Define, Produce, Use Data Associated With Their Job






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– Data Domain Stewards (Tactical Level) • Work in a Business or Technical Unit • Have Hands-On Expertise of a Specific Domain (Subject Area) or Data • Facilitate Resolution of Issues Pertaining to that Domain of Data • May/May Not Have Decision Making Authority for That Domain of Data






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– Data Steward Coordinators (Tactical Level) • Work in a Business or Technical Unit • Know the Domain Stewards and Operational Data Stewards Residing in Their Unit • Communicate Effectively with DG Team, Domain Stewards, Operational Stewards






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• Responsibilities of the Operational Data Stewards: – Defining the data that will be used by their part of the organization, how that data

will be used, and how that data will be managed. – Data Definers – Producing, creating, updating, deleting, retiring, archiving the data that will be

managed. – Data Producers – Using data to perform their job and processes. – Data Users – Integrity of data usage. – Data Users






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• Responsibilities of the Operational Data Stewards: – Creating or reviewing data definition – Integrity and quality of data definition – Producing, creating, updating, deleting, archiving the data that will be managed. – Integrity and quality of the data created or updated in their department or process. – Supporting and sharing knowledge with other stewards – Communicating new and changed business requirements to impacted individuals – Communicating concerns, issues and problems with data to change influencers






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• Responsibilities of the Operational Data Stewards:

– Doing what is expected of them in their job while being held formally accountable for how they do it – when it comes to data.

– Begs the question becomes – What does it mean to be held formally accountable?






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• Responsibilities of the Data Domain Stewards: – Responsible for ‘enterprise’ management of a domain of data. – Identified by position (or person) as part of a single business unit or function. – When acting in role of domain steward, affiliation to business unit secondary. – Involved/facilitator in cross business unit resolution of data definition, production

and usage issues. – May or not be the authority (decision maker). – Depends on position in the organization.






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• Responsibilities of the Data Domain Stewards: – Responsible for escalating well-documented issues to the strategic level with or

without recommendation. – Responsible for documenting data classification rules, compliance rules, business

rules for data in their domain (may delegate this). – Responsible for making certain the rules are communicated to all stakeholders of

data in that domain (may delegate). – Responsible for participating in tactical groups (with other domain stewards,

steward coordinators, and operational stewards) for finite periods of time to address specific issues and projects related to their domain and business unit.






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• Responsibilities of the Data Steward Coordinators: – Act as the point communications person for distributing rules and regulations per

domain of data to the operational stewards in their business unit (and making certain that the operational data stewards understand the rules & risks).

– Act as the point communications person for their business unit to document and communicate issues pertaining to specific domains of data to the proper data domain steward.

– Act as the point person in the Common Data Matrix (or data steward repository) regular change control process.






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• Responsibilities of the Data Steward Coordinators: – Identify the operational stewards of data per domain for their business unit. This

typically requires research and inventory time for the Data Steward Coordinator. – Work alongside the Data Domain Stewards and operational data stewards on

specific Tactical Data Steward teams that are set up for the duration of issue resolution or project focused task.

– The Data Steward Coordinator typically has no decision making authority but plays a pivotal role in data governance and data stewardship success.






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Evaluating the Data Steward

Presenter

Presentation Notes






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• Were the Data Stewards …

– Job Descriptions Cross-Referenced with the Data Point Accountabilities?

– Communicated with Regarding the Rules, the Data, the Touch Points?

– Engaged According to the Touch Points?

– Evaluated Based on their Accountabilities?

– Did the Data Steward have any issues?

Data Steward Job Descriptions Evaluating the Data Steward





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• Did the Data Steward

– Use the “Right” Data

– At the “Right” Time

– In the “Right” Way

– For the “Right” Purpose

– Leading to the “Right” Decision






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Did they do what they were supposed to do? Did they get involved when needed? Did they add specific value to the process? Did they cause any issues or share any knowledge?





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Did they identify the issue and act responsibly? Did they communicate effectively with other people? Did they go through proper channels to act with the data? Did they? Did they?





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DATA DEFINER DATAPRODUCER

DATA STEWARDCOORDINATOR

DATA GOVERNANCE ACTIVITY MATRIX©

MASTER DATADEVELOPMENT

LIFE CYCLE(MDDLC)

INFORMATIONGATHERING

(DOMAIN, SYSTEM,STEWARDS)

OPERATIONAL DATA STEWARDS

DATA USERDATA DOMAIN

STEWARD(or designee)

DATA DOMAIN / LOB/FUNCTIONAL AREA

ASSESSMENT &REQUIREMENTS

PLANNING &ANALYSIS

SOLUTION DESIGN

SOLUTIONDEVELOPMENT

SOLUTION TESTING

SOLUTIONIMPLEMENTATION

SOLUTIONMONITORING &MAINTENANCE

Activity initiated re: this domain,Data Domain Steward is involvedin identifying and recording inforelated Domains, Systems,Stewards per issue or task.

Activity initiated re: this domain,Steward Coordinator is involved inidentifying Operational Stewardsin this LOB/FA that shouldparticipate in this work flow.Assure appropriate businessmeta-data is recorded.

Propose alternativesfor data definitionsolution that best fitswith definedrequirements.

Provide input to thedevelopment of thedata productionsolution.

Provide definitionrequirements &gathering document.Define data needed tooperate business &report results.

Test data solutionfrom a definitionperspective. Assurethat appropriatebusiness meta-data isrecorded.

Produce userrequirements. Usedata needed tooperate business &report results.

Coordinate activities ofOperational Stewards includingproject timelines, status reporting,tactical decision making. Assureappropriate business meta-data isrecorded.

Provide datadefinition guidance tobuild the appropriatesolution.

Provide data usageguidance to build theappropriate solution.

Coordinate tasks associatedconducting planning and analysissteps.

Propose alternativesfor data productionthat best fits with thedata definitionsolution and definedrequirements.

Propose alternativesfor data usagesolution that best fitswith definedrequirements.

Coordinate tasks associatedconducting planning and analysissteps. Accept or Resolve solutionfrom the Steward Coordinator.

Coordinate activities of allindividuals related to developmentwork including timelines, status,tactical decision making.

SYSTEM SMEs

IT

DATA SMEs

Test data solutionfrom a productionperspective. Assurethat appropriatebusiness meta-data isrecorded.

Test data solutionfrom a usageperspective. Assurethat appropriatebusiness meta-data isrecorded.

Coordinate activities of theOperational Stewards related totesting work including timelines,status, tactical decision making.

Coordinate activities of theOperational Stewards related tosolution implementation includingtimelines, status, tactical decisionmaking.

Coordinate activities of theOperational Stewards related tosolution monitoring &maintenance including timelines,status, tactical decision making.

Perform EIS system testing.Assure that appropriate technicalmeta-data is recorded.

Perform EIS data testing. Assurethat appropriate technical meta-data is recorded.

Coordinate and manage alltechnical aspects of data solutiondevelopment. Assure thatappropriate technical meta-data isrecorded.

Coordinate and manage alltechnical aspects of systemsolution development. Assurethat appropriate technical meta-data is recorded.

Coordinate system design withData Domain Stewards andSteward Coordinators.

Coordinate data design with DataDomain Stewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of systemplanning and analysis with DataDomain Stewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of data planningand analysis with Data DomainStewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of systemassessment & requirementsgathering with Data DomainStewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of dataassessment & requirementsgathering with Data DomainStewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of datainformation gathering with DataDomain Stewards and StewardCoordinators. Assure appropriatetechnical meta-data is recorded.

Coordinate and manage alltechnical aspects of systeminformation gathering with DataDomain Stewards and StewardCoordinators. Assure appropriatetechnical meta-data is recorded.

Participate in datadefinition informationgathering as needed.

Participate in dataproductioninformation gatheringas needed.

Participate in datausage informationgathering as needed.

Coordinate and manage alltechnical aspects of systemsolution implementation.

Coordinate and manage alltechnical aspects of systemsolution monitoring &maintenance.

Coordinate and manage alltechnical aspects of data solutionimplementation.

Coordinate and manage alltechnical aspects of data solutionmonitoring & maintenance.

Coordinate business tasksassociated with solution testingsteps.

Coordinate business tasksassociated with solutionimplementation.

Coordinate business tasksassociated with solutionmonitoring & maintenance.

As part of daily job,identify operationdata issues pertainingto their domain ofdata.








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Steward Job Description Necessary?

Presenter

Presentation Notes






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• Yes, Data Steward Job Descriptions are Necessary – Data Stewards should have job descriptions for their present position. – These job descriptions should recognize data touch points. – These data touch points should have clearly defined relationships to the data. – These relationships should come with formalized accountabilities.

Data Steward Job Descriptions Are Job Descriptions Necessary





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• No, A Data Steward Job Descriptions is not Necessary – Data Stewards should have job descriptions for their present position. – Data Stewards are responsible for completing their job per their description. – That should be enough. – No reason to go through Data Steward job description process …






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• Either way … – Communications will be the key. – Educate the Data Stewards on the Rules associated with the data. – Cross-Reference the Roles with the Governed Processes. – Evaluate the actions of the Data Stewards. – Execute and enforce authority over Data Steward relationships. – But only after pertinent, timely, thorough communications of the rules. – This defines the bottom-up nature of Non-Invasive Data Governance™.


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Summary

Presenter

Presentation Notes






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• Messages for Management

– 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: • How We Manage Data Risk & Secure Data • Data Quality & Provide Quality Assurance • Coordination, Cooperation, Communications Around Data

– We DO NOT Have to Spend A Lot of Money. In fact … Data Governance only costs the time we put into it.

– We NEED structure. We should consider a Non-Invasive approach.

Data Steward Job Descriptions Summary





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• The session included: – Components of a Data Steward Job Description – Non-Invasive Data Governance™ Rules for Becoming a Data Steward – Getting the Data Steward Involved in the Writing – Evaluating a Data Steward Based on the Job Description – Is a Job Description Even Necessary?

Data Steward Job Descriptions Summary





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• Real-World Data Governance – Monthly Webinar Series – 2pm EST

– May 15, 2014 – Modeling Data Governance *

– June 19, 2014 – Data Governance Policy: Components and Content

– July 17, 2014 – Metadata to Empower Data Stewards *

– Register On-Line at DATAVERSITY.Net * with guest

Real-World Data Governance Upcoming Webinars





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#RWDG @RSeiner

• 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) [email protected] [email protected]

@RSeiner #RWDG

Real-World Data Governance Contact Information

Real-World Data Governance: How to Write a Data Steward Job Description

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