Real-World Data Governance: How to Write a Data Steward Job Description

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Copyright © 2012 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
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Robert S. Seiner
KIK Consulting & Educational Services – KIKconsulting.com
The Data Administration Newsletter – TDAN.com
Real-World Data Governance
How to Write a Data Steward Job Description
Monthly Webinar Series Hosted by Dataversity
Robert S. Seiner – KIK Consulting / TDAN.com
April 17, 2014 – 2:00 p.m. EST

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• Real-World Data Governance – Monthly Webinar Series – 2pm EST
– May 15, 2014 – Modeling Data Governance *
– June 19, 2014 – Data Governance Policy: Components and Content
– July 17, 2014 – Metadata to Empower Data Stewards *
– Register On-Line at DATAVERSITY.Net * with guest
Upcoming Webinars

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• A Data Steward Job Description is a list of job responsibilities that a Data
Steward uses for tasks, or functions, and responsibilities in their everyday
role.
• A Job Description is a list of job responsibilities that a person uses for tasks, or
functions, and responsibilities of them in their everyday role.
• It includes to whom they report, the qualifications or skills needed by the
person, and sometimes even includes a salary range.
• The job description of a Data Steward is not a new job description or different
from their other job description. Is this confusing?
• We thought so.
Data Steward Job Descriptions
Abstract

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• This Real-World Data Governance webinar with Bob Seiner will focus on
defining the typical responsibilities for every data steward all at once, no
matter the industry, their role in the organization, or their role in the Data
Governance program.
• Bob will focus on a list of competencies required for people to become great
Data Stewards.
• The session will include:
– Components of a Data Steward Job Description
– Non-Invasive Data Governance™ Rules for Becoming a Data Steward
– Getting the Data Steward Involved in the Writing
– Evaluating a Data Steward Based on the Job Description
– Is a Job Description Even Necessary
Abstract

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• Data Governance is the execution and enforcement of authority over the
management of data and data-related assets.
• Data Stewardship is the formalization of accountability for the management of
data and data-related assets.
• Non-Invasive Data Governance™
– The practice of:
• applying formal accountability & behavior
• through a non-invasive framework of roles & responsibilities
• to existing and / or new processes
• to assure that the definition, production & usage of data
• improves regulatory compliance, security, privacy & protection.
– Non-Invasive describes how governance is applied to assure
non-threatening management of valuable data assets.
– The goal is to be transparent, supportive, collaborative.
Definitions

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• Formalization of Accountability implies that there is already some level of
accountability for the definition, production and usage of data.
• If we are to consider these definitions … what do we do next?
– Per data resource in your organization – identify who is accountable
– Per data subject area in your enterprise – identify who is accountable
– What value does improving the enterprise view of the data bring?
– Accountable for the definition, production and use of the data.
– “Nobody is accountable.” (Then how are decisions made?)
– Is that what Management thinks?
– Are these people the Data Stewards?
Definitions

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Data Steward & Job Description

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• Industry Standard for Data Steward
– Industry Standard for the definition of a Data Steward
– Certification of a Data Steward
– Should there be an Industry Standard
– Who should come up with this definition?
– Won’t the definition of the Data Steward
be specific to the Organization?
The Data Steward

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

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The Job Description
• Job Descriptions
– A job description is a list that a person might use for general tasks, or functions, and
responsibilities of a position.
– It may often include to whom the position reports, specifications such as the
qualifications or skills needed by the person in the job, or a salary range.
– Job descriptions are usually narrative, but some may instead comprise a simple list of
competencies; for instance, strategic human resource planning methodologies may be
used to develop a competency architecture for an organization, from which job
descriptions are built as a shortlist of competencies.
Wikipedia

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The Job Description
• General Tasks
– Use the “Right” Data
– At the “Right” Time
• Functions
– In the “Right” Way
– For the “Right” Purpose
• Responsibilities of a Position
– Leading to the “Right” Decision
– Most of the Time

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The Job Description
• To Whom the Position Reports
– Data Stewards report to who they report to.
– Data Steward’s Senior Management must support, sponsor and understand.
• Qualifications or Skills needed by the Person
– Data Stewards qualify for their position based on their skills.
– Data Stewards do not qualify for their positions based on their data skills.
• Salary Range
– Data Stewards make what they make.
– Data Stewards do not get paid extra for stewarding data.

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The Job Description
• List of Competencies
– A Data Steward Does What a Data Steward Does
– A Data Steward is Held Formally Accountable for Following the Rules
– Follow the Definition Rules Associated with the Data
– Follow the Production Rules Associated with the Data
– Follow the Usage Rules Associated with the Data

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The Job Description
• Held Formally Accountable for Following the Rules
– Definition Rules
• New Data Vs Existing Data
• Logical & Physical Data Modeling
• Recognize the System of Record
• Business Glossary
– Production Rules
• Data from Inside
• Data from Outside
• Data Movement (ETL)
– Usage Rules
• Business Rules
• Classification and Protection
• Compliance and Regulatory

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Rules for Becoming a Data Steward

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• Non-Invasive Data Governance™ 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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• Non-Invasive Data Governance™ Rules for Becoming a Data Steward
You may not agree with all of them.
You may not agree with any of them.
Is this basically a
“Do Nothing”
approach?
… Or a
“Do Everything”
approach?

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Getting the Steward Involved in the Writing

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• Writing the Data Steward Job Description
– Start with the Organization’s Job Description
– Identify Data Touch Points in Job Description
– Determine the Rules Associated with the Touch Points
– Ask the Data Stewards to Answer 5 Questions
Getting the Data Steward Involved in the Writing

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• Five Questions to Ask Data Stewards
– What present job responsibilities involve data?
– What are the rules associated with that data?
– Do you know the rules associated with that data?
– How are you presently being held accountable for following the rules?
– What should you do when you recognize a data issue?

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• Recognizing Types of Data Stewards
– Operational Data Stewards
• Data Definers
• Data Producers
• Data Users
– Tactical Data Stewards
• Data Domain Stewards
• Enterprise Data Steward
• Subject Matter Experts
• Data Steward Coordinators

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– 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

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– Data Domain Stewards (Tactical Level)
• 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

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– Data Steward Coordinators (Tactical Level)
• 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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• Responsibilities of the Operational Data Stewards:
– Defining the data that will be used by their part of 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. – Data Users
– Integrity of data usage. – Data Users

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– 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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– Doing what is expected of them in their job while being held formally accountable
for how they do it – when it comes to data.
– Begs the question becomes – What does it mean to be held formally accountable?

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• Responsibilities of the Data Domain Stewards:
– Responsible for ‘enterprise’ management of a domain of data.
– Identified by position (or person) as part of a single business unit or function.
– When acting in role of domain steward, affiliation to business unit secondary.
– Involved/facilitator in cross business unit resolution of data definition, production
and usage issues.
– May or not be the authority (decision maker).
– Depends on position in the organization.

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• Responsibilities of the Data Domain Stewards:
– Responsible for escalating well-documented issues to the strategic level with or
without recommendation.
– Responsible for documenting data classification rules, compliance rules, business
rules for data in their domain (may delegate this).
– Responsible for making certain the rules are communicated to all stakeholders of
data in that domain (may delegate).
– Responsible for participating in tactical groups (with other domain stewards,
steward coordinators, and operational stewards) for finite periods of time to
address specific issues and projects related to their domain and business unit.

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• Responsibilities of the Data Steward Coordinators:
– Act as the point communications person for distributing rules and regulations per
domain of data to the operational stewards in their business unit (and making
certain that the operational data stewards understand the rules & risks).
– Act as the point communications person for their business unit to document and
communicate issues pertaining to specific domains of data to the proper data
domain steward.
– Act as the point person in the Common Data Matrix (or data steward repository)
regular change control process.

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• Responsibilities of the Data Steward Coordinators:
– Identify the operational stewards of data per domain for their business unit. This
typically requires research and inventory time for the Data Steward Coordinator.
– Work alongside the Data Domain Stewards and operational data stewards on
specific Tactical Data Steward teams that are set up for the duration of issue
resolution or project focused task.
– The Data Steward Coordinator typically has no decision making authority but plays
a pivotal role in data governance and data stewardship success.

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Evaluating the Data Steward

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• Were the Data Stewards …
– Job Descriptions Cross-Referenced with the Data Point Accountabilities?
– Communicated with Regarding the Rules, the Data, the Touch Points?
– Engaged According to the Touch Points?
– Evaluated Based on their Accountabilities?
– Did the Data Steward have any issues?

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• Did the Data Steward
– Use the “Right” Data
– At the “Right” Time
– In the “Right” Way
– For the “Right” Purpose
– Leading to the “Right” Decision

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Did they do what
they were supposed
to do?
Did they get
involved when
needed?
Did they add
specific value to the
process?
Did they cause any
issues or share any
knowledge?

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Did they identify the
issue and act
responsibly?
Did they
communicate
effectively with
other people?
Did they go through
proper channels to
act with the data?
Did they?
Did they?

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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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Steward Job Description Necessary?

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• Yes, Data Steward Job Descriptions are Necessary
– Data Stewards should have job descriptions for their present position.
– These job descriptions should recognize data touch points.
– These data touch points should have clearly defined relationships to the data.
– These relationships should come with formalized accountabilities.
Are Job Descriptions Necessary

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• No, A Data Steward Job Descriptions is not Necessary
– Data Stewards should have job descriptions for their present position.
– Data Stewards are responsible for completing their job per their description.
– That should be enough.
– No reason to go through Data Steward job description process …

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• Either way …
– Communications will be the key.
– Educate the Data Stewards on the Rules associated with the data.
– Cross-Reference the Roles with the Governed Processes.
– Evaluate the actions of the Data Stewards.
– Execute and enforce authority over Data Steward relationships.
– But only after pertinent, timely, thorough communications of the rules.
– This defines the bottom-up nature of
Non-Invasive Data Governance™.

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Summary

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• Messages for Management
– We ARE already governing data (but we are doing it informally).
– We CAN formalize how we govern data by putting structure around what we are
presently doing.
– We CAN Improve:
• How We Manage Data Risk & Secure Data
• Data Quality & Provide Quality Assurance
• Coordination, Cooperation, Communications Around Data
– We DO NOT Have to Spend A Lot of Money.
In fact … Data Governance only costs the time we put into it.
– We NEED structure. We should consider a Non-Invasive approach.
Summary

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• The session included:
– Components of a Data Steward Job Description
– Non-Invasive Data Governance™ Rules for Becoming a Data Steward
– Getting the Data Steward Involved in the Writing
– Evaluating a Data Steward Based on the Job Description
– Is a Job Description Even Necessary?
Summary

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#RWDG @RSeiner
• Real-World Data Governance – Monthly Webinar Series – 2pm EST
– May 15, 2014 – Modeling Data Governance *
– June 19, 2014 – Data Governance Policy: Components and Content
– July 17, 2014 – Metadata to Empower Data Stewards *
– Register On-Line at DATAVERSITY.Net * with guest
Upcoming Webinars

5252
#RWDG @RSeiner
• 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
@RSeiner
#RWDG
Contact Information

Real-World Data Governance: How to Write a Data Steward Job Description

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