Real-World Data Governance: What is a Data Steward and What Do They Do?

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Copyright © 2013 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

Robert S. SeinerKIK Consulting & Educational Services – KIKconsulting.com

The Data Administration Newsletter – TDAN.com

Real-World Data GovernanceWhat is a Data Steward and What Do They Do?

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

April 18, 2013 – 2:00 p.m. EST

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• Real-World Data Governance – 2013 Monthly Webinar Series

May 16: Comparing World Class Solutions in Data GovernancePanel of Practitioners Q&A

June 19: The Data Governance Road Show from DGIQInterviews with Thought Leaders – Special Wed Date Live from Conference

July 18: Governance for Master Data

Visit Dataversity.Net for More Information

What is a Data Steward?Upcoming Webinars

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• The Data Steward plays a very important role in most Data Governanceinitiatives.

• But the question of “What does it mean to be identified as a Data Steward?”remains as one of the most asked questions about Data Governance.

• Other Questions:

– Is there an industry standard or does it depend on the make-up and culture ofeach organization?

– Is there one steward for each type of data or multiple types of stewards?

– Is Data Steward a title or a more holistic role?

– What does a day in the life of a typical Data Steward look like?

– Is there a “typical” data steward?

What is a Data Steward?Abstract

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• Enjoy another Real-World Data Governance webinar and consider anewfound understanding of what a Data Steward is and what they do.

• This webinar will focus on different ways to define the role of the DataSteward in a program that fits the culture of your organization.

• The webinar will focus of identifying the specific activities of a Data Stewardand other roles and responsibilities per the design of your program andidentify whether or not there is a need for different types of Stewards.

What is a Data Steward?Abstract

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• Webinar Introduction

– The Data Steward Role Depends on the Data Governance Approach

– What Does the Data Stewards Do and When Do They Do It

– Utilizing Data Stewards to Operationalize Your Data Governance Program

– Everything Else You Need to Know About Data Stewards

• Questions & Answers

What is a Data Steward?Introduction

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• Industry Standard

– Is there an Industry Standard for the definition of a Data Steward?

– Should there be an Industry Standard for the responsibilities of a Data Steward?

– Who should come up with this definition?

– Will the definition of the Data Steward be specific to the Organization?

What is a Data Steward?Steward Role Depends on Governance Approach

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• The Data Steward is the glue that hold governance together.

• What is a Data Steward?

– A Data Steward is a person that defines, produces or uses data as part of their job and has a defined level of responsibility 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.

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• Seiner’s 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”.

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• What approaches have organizations used to identify Data Steward roles andinvoke Data Steward responsibility?

• Roles and Responsibility Approaches:

– 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.

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• Why is it important to clearly identify roles and responsibilities?

• What are typical responses to the roles that are defined?

– People become concerned about:

• Stepping on people’s toes

• Giving/Getting too much or too little responsibility

• Sharing responsibility and how that takes place

• Putting people in position to make decisions that may not please everybody

• Identifying the people that are/will be the authorities

• Escalating concerns above the authorities


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• How do organizations address and alleviate these concerns?

• By following a Non-Invasive Data Governance approach to Data Stewards

• Communications of how people are identified and recognized into roles

• Participation of people in the definition of the program

• Letting the roles evolve through natural process


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• Multiple Types of Data Stewards

– 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

– Data Domain Stewards


• 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

– Data Steward Coordinators


• 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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Operational Level

Operational Data Stewards (existing)

Data Definers, Producers, Users

These people are presently defining,

producing and using data as part of their

jobs. Recording of the Operational Data

Stewards will be an important enabler of

improved communications, coordination

and cooperation among stewards.

Tactical Level

Data Domain Stewards

Per assigned Subject Areas

Data Steward Coordinators

One per Business Unit

Strategic Level

Data Governance CouncilData Governance Sponsors Group

or Group of similar participation. One person, plus

alternate, for each Business Unit represented & IT.

Consider financial services & human resources.

Executive Level

Data Steering CommitteeSenior-most level knowledge of the program.

Leverage existing business structure as possible.

If no structure exists, utilize an IT Steering Committee

or an executive founded board or council.

Operational Level - Business Unit Specific

Strategic -

Enterprise

Tactical Level - Cross Business Unit

Executive

“Non-Invasive Data Governance”™ Operating Modelof Roles & Responsibilities

Escalation / A

pproval Path

Copyright © 2009 - Robert S. Seiner - KIK Consulting & Educational Services, LLC - All Rights Reserved

Dat

a G

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Data Governance Program Team

Data Governance Team ManagerResponsible for Administering the Program,

facilitating use of the Data Governance Council,

communicating program components and value to the Organization.

Advisory assistance from other levels.

IT Subject Resource Experts

System/Data Resource ExpertsIT Staff including Application

Development, Data Design,

Security, and other Data

Resource Management.

Com

munication

KIK Consulting & Educational Services, LLC


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[Unstructured]


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• Responsibilities of the Operational Data Stewards:

– Defining the data that will be used by 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.

– 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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• Now that we have defined What a Data Steward is,

We need to define What a Data Steward does.

• How do we figure out What a Data Steward does?

– Proactive Data Governance activities

– Reactive Data Governance activities

• Operationalize – In Working Order & Ready for Use

What is a Data Steward?What a Data Steward Does – Operationalize

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• How do we ________ Data Stewards?

– Identify? Note and record.

– Recognize? Distinguish responsibility and record.

– Assign? Sounds invasive to me.

• Isn’t this determined by our Data Governance approach?

• Do we have a Data Governance Policy thatdescribes The Basis (Foundation) of Governance & Stewardship?


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The Basis

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• Proactive – Build Governance Into What the Data Stewards Do

– Governance Activity Matrix

– Governance Processes RACI Chart

– System Development Life Cycle (SDLC)

– Project Planning

– Do Not Call Them “Data Governance Processes”!


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• A Day in the Life of a Data Steward

• Is life any different then it was before they were identified as a DataSteward?

• 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 identified & engaged

according to their present responsibilities.

– 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.


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DATA DEFINERDATA

PRODUCER

DATA STEWARD

COORDINATOR

DATA GOVERNANCE ACTIVITY MATRIX©

MASTER DATA

DEVELOPMENT

LIFE CYCLE

(MDDLC)

INFORMATION

GATHERING

(DOMAIN, SYSTEM,

STEWARDS)

OPERATIONAL DATA STEWARDS

DATA USER

DATA DOMAIN

STEWARD

(or designee)

DATA DOMAIN / LOB/FUNCTIONAL AREA

ASSESSMENT &

REQUIREMENTS

PLANNING &

ANALYSIS

SOLUTION DESIGN

SOLUTION

DEVELOPMENT

SOLUTION TESTING

SOLUTION

IMPLEMENTATION

SOLUTION

MONITORING &

MAINTENANCE

Activity initiated re: this domain,

Data Domain Steward is involved

in identifying and recording info

related Domains, Systems,

Stewards per issue or task.

Activity initiated re: this domain,

Steward Coordinator is involved in

identifying Operational Stewards

in this LOB/FA that should

participate in this work flow.

Assure appropriate business

meta-data is recorded.

Propose alternatives

for data definition

solution that best fits

with defined

requirements.

Provide input to the

development of the

data production

solution.

Provide definition

requirements &

gathering document.

Define data needed to

operate business &

report results.

Test data solution

from a definition

perspective. Assure

that appropriate

business meta-data is

recorded.

Produce user

requirements. Use

data needed to

operate business &

report results.

Coordinate activities of

Operational Stewards including

project timelines, status reporting,

tactical decision making. Assure

appropriate business meta-data is

recorded.

Provide data

definition guidance to

build the appropriate

solution.

Provide data usage

guidance to build the

appropriate solution.

Coordinate tasks associated

conducting planning and analysis

steps.


for data production

that best fits with the

data definition

solution and defined

requirements.


for data usage

solution that best fits

with defined

requirements.

Coordinate tasks associated

conducting planning and analysis

steps. Accept or Resolve solution

from the Steward Coordinator.

Coordinate activities of all

individuals related to development

work including timelines, status,

tactical decision making.

SYSTEM SMEs

IT

DATA SMEs

Test data solution

from a production

perspective. Assure

that appropriate


recorded.

Test data solution

from a usage

perspective. Assure

that appropriate


recorded.

Coordinate activities of the

Operational Stewards related to

testing work including timelines,

status, tactical decision making.



solution implementation including

timelines, status, tactical decision

making.



solution monitoring &

maintenance including timelines,

status, tactical decision making.

Perform EIS system testing.

Assure that appropriate technical

meta-data is recorded.

Perform EIS data testing. Assure

that appropriate technical meta-

data is recorded.

Coordinate and manage all

technical aspects of data solution

development. Assure that

appropriate technical meta-data is

recorded.


technical aspects of system

solution development. Assure

that appropriate technical meta-

data is recorded.

Coordinate system design with

Data Domain Stewards and

Steward Coordinators.

Coordinate data design with Data

Domain Stewards and Steward

Coordinators.



planning and analysis with Data


Coordinators.


technical aspects of data planning

and analysis with Data Domain

Stewards and Steward

Coordinators.



assessment & requirements

gathering with Data Domain


Coordinators.


technical aspects of data

assessment & requirements

gathering with Data Domain


Coordinators.


technical aspects of data

information gathering with Data


Coordinators. Assure appropriate

technical meta-data is recorded.



information gathering with Data


Coordinators. Assure appropriate

technical meta-data is recorded.

Participate in data

definition information

gathering as needed.

Participate in data

production

information gathering

as needed.

Participate in data

usage information

gathering as needed.



solution implementation.



solution monitoring &

maintenance.



implementation.



monitoring & maintenance.

Coordinate business tasks

associated with solution testing

steps.


associated with solution

implementation.


associated with solution

monitoring & maintenance.

As part of daily job,

identify operation

data issues pertaining

to their domain of

data.


identify operation


to their domain of

data.


identify operation


to their domain of

data.


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• Reactive – Follow a Data Quality Methodology

– Qualify & Prioritize Data Issue

– Identify Affected Data Domain

– Identify Affected Data Stewards

– Conduct Data Systems & Data Resource Discovery

– Conduct Root Cause Analysis

– Conduct Cost-Benefit Analysis

– Analyze & Recommend Resolution

– Gain Approval, Funding, Resources

– Resolve Data Issue


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Legend: Gray Block w/Bold X = Active Participant, Block w/Dull X = Optional Participant, * See Appendix for Template

Outcome / DeliverablesProcess Step

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

Pro

gra

m M

an

ag

er

Pro

jec

t Ma

na

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r

Su

bje

ct M

an

ag

er M

an

ag

er

Da

ta D

efin

er

Da

ta P

rod

uc

er

Da

ta U

se

r

Meta-Data Action Plan

Mapped to Roles

Conceptual Modelof Taxonomy

Data Analysis for Data Listed inStep 3

Mapping of Source Data toData

Change Control, Versioning &Security Requirements

Documentation Validating“Best” Source

Data Movement, User Interface& Functional Development

Data List PerBusiness Requirements

Attributed Logical Model ofTaxonomy

X X X X X XSign Off of Data Validation

in the Repository

X

X

X

Bu

sin

es

s In

form

atio

nM

od

elin

gX

XX

X

1. Develop Conceptual Model /Data Taxonomy

4. Conduct Data Analysis of Attributes UsingData Analysis Template

5. Map Sources of Source Data toRepository Data Structures

6. Assess Change Control, Versioning, Security

7. Selection of the “Best” Sourcefor the Data

8. Design and Develop theData “Engine” and User Interface

2. Further Develop Logical ModelIncluding Attribution of Entities

9. Validate and Test Data

3. Specify Which Taxonomy Attributes Will BeIncluded in the Repository


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• Formalize Accountability for the Management of Data and Data-Related Assets.

• Already people in your organization that define, produce and use data.

• Bob’s Rules for Becoming a Data Stewards

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. IMHO

7. There is more than one Data Steward for each type of Data.

8. Data Steward training should be focused on “Formalizing Accountability”.

What is a Data Steward?Everything Else About Stewards

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• Real-World Data Governance – 2013 Monthly Webinar Series

May 16: Comparing World Class Solutions in Data GovernancePanel of Practitioners Q&A

June 19: The Data Governance Road Show from DGIQInterviews with Thought Leaders – Special Wed Date Live from Conference

July 18: Governance for Master Data

Visit Dataversity.Net for More Information

What is a Data Steward?Coming Up

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• Webinar Introduction

– The Data Steward Role Depends on the Data Governance Approach

– What Does the Data Stewards Do and When Do They Do It

– Utilizing Data Stewards to Operationalize Your Data Governance Program

– Everything Else You Need to Know About Data Stewards

• Questions & Answers

What is a Data Steward?Wrap Up

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• 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]

What is a Data Steward?Contact Information

Real-World Data Governance: What is a Data Steward and What Do They Do?

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Transcript of Real-World Data Governance: What is a Data Steward and What Do They Do?