Chairpersons: Cheryl Arroyo and Sandra Steele
- The chairperson(s) is selected by the taskgroup membership for a one-year, renewable term.
- Meetings will be held at the direction of the chairperson(s).
Oversee establishment of data management policies, procedures, and accountability for data governed within their portfolio. The data stewards will help create and actively participate in processes that would allow the establishment of business-context-defined, data quality goals and be accountable for improving the data quality of the information domain they oversee. An active stewardship program allows the institution to improve the understanding of data assets, discover the relationships among the data, consolidate metadata (data describing the data) and ultimately support the transformation of data into actionable information.
- With the ongoing need to use data for decision-making, data is an institutional asset. Successful data governance requires the participation and collaboration of functional experts and stakeholders who will inform and guide the processes.
- This taskgroup may include members that are not on the Data Governance Council.
- Members unable to be at a scheduled meeting are encouraged to send an informed substitute.
- This taskgroup will have a chair, who will provide status updates at each DGC meeting.
- The leader of this taskgroup will be the point of contact but will collaborate with as many resources at their disposal for input into decision-making processes.
Responsibility of the Data Stewardship Taskgroup:
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.
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.
Outcomes and Deliverable
- Documented and published security/data access guidelines are readily accessible to the University community.
- Classified data elements based upon the University policies.
- Identify procedures for maintaining confidentiality of the data under each Steward’s domain.
- Established process for verifying and reviewing certifications of employees who will have access to data under each Steward’s domain.
- Support development and maintenance of a comprehensive data dictionary of defined, aligned and refined business terminology.
- Documented operational procedures and standards to ensure data are entered, stored and maintained in alignment with current business practices; established process for routine review of operational procedures and standards.
- Established process for data extraction and file shares under the each Steward’s management with documented Memorandum of Understanding, as appropriate.
- Established data quality best practices, goals and metrics that profile, manage and measure data quality (completeness, timeliness, accuracy, validity, consistency), compliance, efficiency, fitness for use, and user satisfaction.
- Collaboration with Information Security, Report Developers and Other Data Stewards to ensure established policies and procedures are known and enforced and that overlap areas (e.g., student employees and employees who are students) work across the board.
- Communication to and on behalf of stakeholders; serve as the central voice representing the enterprise and stakeholder perspectives within the domain of stewardship.
- Cheryl Arroyo, Co-chair
- Gillian Leonard, Resource Member
- Brock Martin
- Kevin Popa
- Brad Remmenga
- Javier Solis
- Karen Stachyra
- Sandy Steele, Co-chair