PNW Data Governance Council

• Act as the official review body of functional configuration and technical code changes relative to campus-level information systems and make recommendations to the decision-makers.
• Review and prioritize due dates and disposition of proposed system modifications that will impact the landscape of student systems and linked applications as well as determine implementation schedules for approved changes.
• Review and recommend resources for system maintenance and/or enhancements.
• Ensure that proposed changes will not have a negative impact on current operations. The review process may require review and/or feedback from appropriate stakeholders, subject matter experts and process owners.
• Outline operating procedures and criterion for approval recognizing that these may vary based on legal requirements and policies, impact, and complexity and the like.

Implement the Data Cookbook software to leverage the functionality that support PNW Data Governance efforts.  This will include:

• enabling the creation of an authoritative set of data definitions to establish common language and meaning among information consumers;
• creating formal and centralized documentation that reflect alignment between business processes, technical requirements and reporting for the purpose of common, consistent and reliable information usage; and
• adhering to the established Data Cookbook standards.

• Accurate data is crucial to Purdue University Northwest. Data entry standards must be followed very closely by all who enter information into the enterprise systems to ensure data integrity.
• The members of the taskgroup are responsible for developing the data standards, maintaining the data entry standards manual, and to facilitate university training on data entry.
• The committee must approve any changes recommended for the data standards in use and communicate these changes to all stakeholders.
• The most current version of the manual will be made accessible to all employees that enter or report on data in enterprise systems.

• Information technology policies are under the purview of Information Services and the safeguard of data asset is the responsibility of all employees.  This taskgroup will help identify risks and data security gaps in business processes and define controls to manage them.
• Develop and/or maintain data-related documentation including policies, procedures, audits, and guidelines.
• Increasing awareness, education and enforcement of data related policies and procedures.

A data stewardship program identifies, defines and protects data across the institution. Data stewards’ responsibilities can be grouped into four main areas: operational oversight; data quality; privacy, security, and risk management; and policies and procedures.

To effectively fill the Data Steward role, an individual should have:

• Broad-based knowledge of the data for which they are a steward. This knowledge should encompass all uses of the data as viewed from the University’s perspective.
• Knowledge of how University business processes relate to their data.
• The flexibility to view their data as a University resource.
• The ability to work effectively within a team in performing the required tasks.
• The ability to communicate effectively in response to questions concerning the data.
• The ability to communicate effectively in writing in the many definition and documentation tasks involved in this role.
• The ability to utilize appropriate interpersonal styles and methods of communication to encourage the proper use of the University’s information resource.
• The ability to complete work in sufficient detail to ensure integrity and completeness, and to identify inconsistency.

Tasks and responsibilities assigned to data stewards include the following:

• Become familiar with University data policies and work with Information Services to establish security/access guidelines for data.
• Assure that data is classified as restricted, sensitive or public as it relates to the distribution of the data. Identify procedures for maintaining data confidentiality as they relate to data under the Data Steward’s management. When necessary, work with departmental Security Officers to enforce the procedures.
• Assure that there are documented and published processes for granting system access and privileges in the business area.
• In accordance with established guidelines, grant or remove access by role or by person.
• Provide and track appropriate certification or training prior to granting access to the requested data or system. Training may include but is not limited to the Purdue University Data Handling, FERPA, GLBA and Data Confidentiality Guidelines.
• Develop operational procedures and processes to ensure that data is entered and stored accurately.
• Review and approve individual requests for data and the use of requested data. As needed, obtain a signed Memorandum of Understanding from the head of organizational units requesting the ability to extract or use data from a system under the Data Steward’s management.
• Establish and maintain an appropriate structure and review process for responsible management of file shares.
• As needed, participate in the management of shared data in ERP systems supporting the Data Steward’s business area. Annually review and maintain updates to data standards manuals relevant to the Data Steward’s business area.
• Help to develop data metrics to measure accuracy, compliance, completeness, consistency, utility, efficiency, and user satisfaction.
• Resolve discrepancies across business units and systems – this is a continuing process.

Campus Wide Data Stewards

• Gillian Leonard
• Heather Zamojski

Functional Area Data Stewards

• Bursar – Maura Mulcrone
• Business Services – Omar Sahmoudi
• Graduate School – Peggy Greer
• Human Resources – Kara Bohlinger
• Office of Admissions & Recruitment – Julie Wiejak
• Office of Financial Aid – Brad Remmenga
• Office of the Registrar – Jennifer Williams