Data Management Group

The Data Management Group (DMG) was formed by and is composed of Data Stewards and IT staff who support data management (formerly Data Custodians) and/or their designees. Data Stewards are appointed by, and accountable to, the Data Trustees for the designated data domain.  The full DMG charter can be found here. The list of Data Stewards can be found in the Standard for Administrative Data Management.

Data Management: The scope of term data management refers to those responsabilites of data management delegated to the Data Steward role as defined in University policy and standards.

Purpose

The DMG works together to standardize data management practices across domains and ensures that data is managed as a material asset, data provides value, meets compliance requirements, and risks are managed appropriately.

Scope

• Tactical and best practices collaboration among Data Stewards.
• Recommend strategic topics of discussion to the University Data Governance Council (UDGC) based on tactical issues. 
• Tactical and day-to-day issues with person and identity data.
• Approvals and approval process oversight for multi-domain data requests from enterprise systems.
• Coordination among Data Stewards responsible for Banner access request approvals. 

Membership

The standing DMG data steward membership consists of the data stewards for the domains that together represent the coverage of all fundamental person categories plus finance data:

• Students
• Alumni
• Employees
• Affiliates

The standing DMG Data Stewards can appoint rotating/ad hoc member(s) of additional Data Stewards at their discretion. The IT staff membership in the group is also at the discretion of the standing DMG Data Stewards but should consist of those IT leaders or staff than can answer questions about the relevant data, surrounding processes, and usage or implications as well as those that will be directly involved in executing the decisions of the DMG.

Approval Function

Decisions about new uses of multidomain data (data that crosses more than one domain) are made by the DMG. The data management group is composed of the data stewards (the delegates of the data trustees) from each core domain and representatives from IT groups to assist with questions. Data Stewards of other domains or subdomains may be included as needed depending on the request. Decisions are made by the data stewards or data trustees. The group typically meets on a monthly basis to discuss data issues. In the event of a more urgent need for discussion, the group may choose to discuss via email or call an out-of-cycle meeting.  

As the DMG group only meets monthly, requestors should plan ahead in their projects and come well prepared to avoid a need for a second meeting. 

If a project involves a new use of multidomain data or a system or process change that will impact multiple data domains, then requestors should complete the following process.

DMG Responsibilities

The DMG will be responsible for the following across data domains OR where data consists of multiple data domains. The role of the DMG does not subsume or override roles or authority established in the Standard for Administrative Data Management, rather it provides a structure for the Data Stewards to work collaboratively, and exercise joint authority especially over matters involving multiple data domains. 

• Multi-Domain Data Risk Management
• Managing risk to multi-domain data including escalating any identified significant risk to the UDGC, data trustees, and advising data trustees on risk acceptance decisions
• Multi-Domain Data Access
  • Defining prerequisites or other requirements related to access to multi-domain data
  • Defining access, quality, and usage guidelines for multi-domain data
  • Reviewing and approving or denying requests for access to multi-domain data
  • Commissioning data access reviews, data security audits, or other work relates to data access
  • Constructing business access that dictates security procedures and rules for third-party usage of system data
• Coordinating Standardization
  • Within the context of policy and guidance from the UDGC:
    • Give guidance on standard approaches and ensure that best practices are shared across the data steward group
    • Data quality processes and controls
    • Processes to ensure confidentiality, integrity, availability, and usefulness of data
• Education
  • Sharing best practices in regard to data stewardship with respective stakeholders