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. Seiner
KIK Consulting & Educational Services – KIKconsulting.com
The Data Administration Newsletter – TDAN.com
Real-World Data Governance
What is a Data Steward and What Do They Do?
Monthly Webinar Series Hosted by Dataversity
Robert 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 Governance
Panel of Practitioners Q&A
 June 19: The Data Governance Road Show from DGIQ
Interviews 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 Governance
initiatives.
• 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 of
each 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?
Abstract

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• Enjoy another Real-World Data Governance webinar and consider a
newfound understanding of what a Data Steward is and what they do.
• This webinar will focus on different ways to define the role of the Data
Steward in a program that fits the culture of your organization.
• The webinar will focus of identifying the specific activities of a Data Steward
and other roles and responsibilities per the design of your program and
identify whether or not there is a need for different types of Stewards.
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
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?
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 and
invoke 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 Council
Data 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 Committee
Senior-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 Model
of Roles & Responsibilities
Escalation
/ApprovalPath
Copyright © 2009 - Robert S. Seiner - KIK Consulting & Educational Services, LLC - All Rights Reserved
Data
Governance
Program
Team
(DGPT)
IT
SubjectResource
Experts
Data Governance Program Team
Data Governance Team Manager
Responsible 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 Experts
IT Staff including Application
Development, Data Design,
Security, and other Data
Resource Management.
Com
m
unication
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 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 that
describes 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 Data
Steward?
• 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 DEFINER
DATA
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
ProgramManager
ProjectManager
SubjectManagerManager
DataDefiner
DataProducer
DataUser
Meta-Data Action Plan
Mapped to Roles
Conceptual Model
of Taxonomy
Data Analysis for Data Listed in
Step 3
Mapping of Source Data to
Data
Change Control, Versioning &
Security Requirements
Documentation Validating
“Best” Source
Data Movement, User Interface
& Functional Development
Data List Per
Business Requirements
Attributed Logical Model of
Taxonomy
X X X X X X Sign Off of Data Validation
in the Repository
X
X
X
BusinessInformation
Modeling
X
XX
X
1. Develop Conceptual Model /
Data Taxonomy
4. Conduct Data Analysis of Attributes Using
Data Analysis Template
5. Map Sources of Source Data to
Repository Data Structures
6. Assess Change Control, Versioning, Security
7. Selection of the “Best” Source
for the Data
8. Design and Develop the
Data “Engine” and User Interface
2. Further Develop Logical Model
Including Attribution of Entities
9. Validate and Test Data
3. Specify Which Taxonomy Attributes Will Be
Included 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”.
Everything Else About Stewards

32
• Real-World Data Governance – 2013 Monthly Webinar Series
 May 16: Comparing World Class Solutions in Data Governance
Panel of Practitioners Q&A
 June 19: The Data Governance Road Show from DGIQ
Interviews with Thought Leaders – Special Wed Date Live from Conference
 July 18: Governance for Master Data
 Visit Dataversity.Net for More Information
Coming Up

33
• 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
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)
rseiner@kikconsulting.com
rseiner@tdan.com
Contact Information

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

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