Transcript Document

University of
Michigan Administrative Information Services
Data Management Awareness
Unit Liaisons
January 23, 2008
Presented by
Pattie Boettger
Data Administration Manager
MAIS Data Administration
January 23, 2008
Data Management Awareness
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Agenda
• Purpose of discussing data
management
• Data management information
• Q&A
• Wrap up
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Purpose of Discussion
• Why discuss data management now?
 Important to review data management
policy/guidelines with campus
periodically
 Part of Information Technology Security
Program
 Part of Business Intelligence initiative
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Data access philosophy
• The value of data as an institutional
resource is increased through its
widespread and appropriate use to
enhance administrative effectiveness; its
value is diminished through misuse,
misinterpretation,
alteration or
unnecessary
restrictions to its
access.
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Responsibilities for
implementation of 601.12
• Every University Dean and Director is
responsible for implementation &
compliance. This includes:
 Applying the policy to the data under
their stewardship
 Establishing specific methods to
implement the policy
 Actively supporting strong data
management through data
stewardship
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Responsibilities for
implementation of 601.12
(continued)
 Ensuring the availability of data
management principles education and
training to staff
 Providing an appropriate level of security
based on sensitivity of the data
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Data management roles
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•
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Data Steward
Delegated Data Steward
Data Manager
Integration Coordinator
Data User
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Data management roles:
Data Steward
• The Executive Officers of the University.
• Data Stewards usually designate a
Delegated Data Steward to assume the
responsibilities of Data Steward.
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Data management roles:
Delegated Data Steward
• Specific senior University officials who
have been identified by the Data Steward
and who have planning and policy-level
responsibilities for data in their functional
areas.
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Data Steward
Delegated Data Steward
Responsibilities:
• Assign the proper data access sensitivity
level to data they manage
• Work together to define a single set of
procedures for requesting access
• Document data authorization and access
procedures
• Document users access and periodically
review for appropriateness
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Data management roles:
Data Manager
• University officials and their staff who
have operational-level responsibility for
information management activities related
to the capture, maintenance,
and dissemination of data.
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Data Manager
Responsibilities:
• Develop procedures to ensure accurate,
valid and timely data collection
• Implement data storage, protection,
manipulation and sharing procedures
• Implement procedures to grant and
maintain access to data
• Respond to questions regarding data
validity
• Provide appropriate user support
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Data management roles:
Integration Coordinator
• University officials and their staff who are
responsible for facilitating and resolving
shared data management issues among
central offices, schools
and colleges and the
health system.
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Integration Coordinator
Responsibilities:
Work with Data Stewards and their
designees to:
• Facilitate policy, process and practice
discussions about institutional data
• Resolve shared data management
issues
• Provide appropriate user support
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Data management roles:
Data User
• Individuals who access the University
data in performance of their assigned
duties or roles in the University
community.
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Data User
Responsibilities:
• Access and use data in accordance with
institutional policies, federal and state laws
• Utilize and share data appropriately based on
University role and data documentation
provided by the data steward
• Report data validity issues to the proper data
manager
• Notify the proper data steward of any need to
review restrictions or lack of restrictions to
data
• Report inappropriate use or handling of data
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Some things to think about
• What should business process owners
consider regarding data needed to support
databases, files, reports and analysis?
• What should be considered regarding the
database, file or report audience(s)?
• What is the impact of combining different
sets of data?
• Are there regulatory considerations or
requirements?
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More things to think about
• Data on a report may become FOIA-able, is this
a concern?
• Did the data manager review the use of this data
before it was released?
• Was any individually identifying data used?
• Was any sensitive data used?
• Who received the report, database, or file? How
was this determined?
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Where to find Data
Management documents
• SPG 601.12 Institutional Data Resource
Management Policy
 http://spg.umich.edu/pdf/601.12.pdf
• Data Administration Guidelines for
Institutional Data Resources
 http://www.mais.umich.edu/access/policies.html
• Data Stewards/Data Managers list
 http://www.mais.umich.edu/access/policies.html
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Other useful documents on
data management
• University of Michigan Statement on
Stewardship
 http://www.umich.edu/~hraa/stewardship.htm
• e-learning course: “Administrative Data
Access and Compliance Overview”
 Search for course “DCE 101” in My LINC
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Other useful documents on
data management
• SPG 601.7 Proper Use of Information
Resources, Information Technology and
Networks
 http://spg.umich.edu/pdf/601.07-0.pdf
• SPG 601.11 Privacy and the Need to
Monitor and Access Records
 http://spg.umich.edu/pdf/601.11.pdf
• SPG 601.19 Identity Misrepresentation
 http://spg.umich.edu/pdf/601.19.pdf
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