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Getting on the Same Page – Communications for Effective Data Governance
U.S. Department of Education
NCES STATS-DC 2012 Data Conference
Building Data Bridges
Mayflower Renaissance Hotel, Washington, DC
July12, 2012
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Introductions
• Your presenters….
• The audience (that’s you!)– What entity do you represent?
• State Education Agency• School District (Local Education Agency)• Organization
– Do you have a role in data governance? Data stewardship?
– Does your data governance organization have a communications plan?
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Session Objective
• TO: Share ED’s methodology for developing a data governance communications plan
• IN A WAY THAT: raises awareness of who and what needs to be communicated
• SO THAT: your organization realizes benefits from adopting and implementing a data governance communications plan
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Session Agenda
• WHAT? A Communications Plan Explained
• WHY? Needs for a Communications Plan
• WHO? Communications Plan Stakeholders
• HOW? Methodology for Creating a Communications Plan
• WHEN? Timing for Successful Plan Development and Implementation
• EXPECTATIONS? Challenges and Benefits
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A COMMUNICATIONS PLAN EXPLAINED
What?
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A Communications Plan…
• Recognizes that the act of managing and governing data produces information that needs to be shared
• Provides structure to support sharing information related to data governance
• Is a reference document that identifies the data governance stakeholders, the data governance topics for which information needs to be shared, and how the information will be shared
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Communications Plan Grid
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NEEDS FOR A COMMUNICATIONS PLAN
Why?
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Reasons for Planning Communications
• Improve teamwork and information sharing.
• Guide and support the sharing information-- key in fulfilling data stewardship roles and responsibilities.
• Save time figuring out who needs to know what.
• Helps establish consistent communication.
• Reduces risk of key information going unshared.
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COMMUNICATIONS PLAN STAKEHOLDERS
Who?
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Data Governance Stakeholders
• All data governance stakeholders need to receive and share information related to the management of data.
• A communications plan identifies who needs to receive and who needs to convey specific information.
• Stakeholders may include: data governance board members, data providers, data users, IT staff, agency leadership, others unique to your organization and its needs.
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METHODOLOGY FOR CREATING A COMMUNICATIONS PLAN
How?
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Communications Plan Methodology
• Step 1: Identify purpose of plan• Step 2: Identify and define the topics for which
information sharing is needed• Step 3: Identify and define the stakeholders who
need to receive and share information• Step 4: Determine for which combinations of
topic/stakeholder information should be shared• Step 5: For each identified combination, define
what will be communicated, by whom, how, and when
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Step 1: Define Plan Purpose
• Customize to the goals and need of the organization
• Purpose Example:• Provide two-way and multi-way communication
regarding data governance• Systematize data governance communication for
consistency and reduced risk
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Step 2: Identify & Define Topics
EDGB Topics Topic DescriptionsEDGB Organization This is the leadership and membership structure of EDGB and how the Board
operates. This topic also includes EDGB tools of operation (e.g., EDGB MAX) and how EDGB fits into ED’s overall organization and functions. This topic provides for the communication of documentation that describes how EDGB is organized, such as the EDGB one-pager, membership list, roles and responsibilities, and charter.
EDGB Mission and Goals This is the Board defined purpose of EDGB and the annual objectives that guide the work of the Board. This topic provides for the communication of EDGB’s mission and goals including strategies and efforts for fulfilling the mission and goals.
EDGB Processes This topic provides for the communication of EDGB adopted processes such as the EDFacts Data Set Amendment Process, and the Workgroup Decisionmaking Process.
EDGB Issues This topic provides for the communication of issues as they make their way through EDGB. It includes the communication of agenda item requests, the formation of workgroups, workgroup recommendations, and issue escalations.
EDGB Decisions This topic provides for the communication of decisions adopted by EDGB such as issue resolutions, standards, and policies not elsewhere covered in the description of other topics.
EDFacts Data Set This topic provides for the communication of the EDFacts Data Set and any updates made to it.
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Step 3: Identify & Define StakeholdersEDGB Stakeholder Stakeholder DescriptionEDGB Members Representatives from EDFacts stakeholder offices who have
EDGB voting authority. The official list of EDGB members can be found on EDGB MAX.
ED Senior Leadership The first and second highest level executives of ED’s principal offices (e.g., Secretary, Deputy Secretary, Assistant Secretary, Deputy Assistant Secretary, Commissioner).
Data Stewards Individuals at the program level with day–to-day responsibility for the management and analysis of a given group of data.
Data Strategy Team ED’s body charged with coordinating and approving the Department’s data initiatives.
Partner Support Center (PSC)
The contractor supported EDFacts help desk that serves as an interface between state EDFacts coordinators and ED’s offices.
ED Contractors Professionals who are not ED employees, but are under contract to provide specialized services to ED offices.
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Step 4: Determine Topic/Stakeholder Combinations
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Step 4: Determine Topic/Stakeholder Combinations
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Step 5: Define What, Who, How, & WhenEDGB Members
What A detailed list of the EDGB Mission, goals, strategies, measures and due dates
Who and How The Data Governance Program Team will notify EDGB members via minutes of the EDGB meeting in which adoption of EDGB mission and goals took place. The minutes will include a hyperlink to the posting of the adopted EDGB mission and goals on EDGB MAX.
When The minutes must be posted to EDGB MAX within one week of the meeting at which they were adopted.
ED Senior Leadership
What The EDGB mission and a high-level summary of the goals for a calendar year.
Who and How The Data Governance Program Team will update the EDGB one-pager with the EDGB mission and a high-level summary of EDGB goals and make it available to EDGB members. Each EDGB member is responsible for sharing the one-pager with the senior leaders of their respective offices via email or a briefing. The EDGB Chair will share the one-pager with ED’s senior leaders who use EDFacts data but are not represented on EDGB.
When The updated one-pager should be shared within a month of adopting the goals, unless an alternate date is identified by the EDGB Chair.
Data Strategy Team (DST)
What The EDGB mission and a high-level summary of the goals for a calendar year.
Who and How The Data Governance Program Team will update the EDGB one-pager with the EDGB mission and a high-level summary of EDGB goals. The EDGB Chair will share the one-pager with the DST co-chairs.
When The updated one-pager should be shared within a month of adopting the goals, unless an alternate date is identified by the EDGB Chair.
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TIMING FOR SUCCESSFUL PLAN DEVELOPMENT AND IMPLEMENTATION
When?
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Communications Plan Timing
• Pre-requisites: the data governance organization must have– Stakeholders– Items to be communicated
• Living, organic foundational document of data governance
• Update at least annually
• Involve data governance board members in development and implementation of plan
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CHALLENGES & BENEFITS
Expectations?
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Communications Plan Challenges & Benefits• Challenges
– Getting member input during plan development– Determining the best way to communicate– Including everyone you should– Including everything you should– Managing change for implementation
• Benefits– Clearly defined communications responsibilities– Greater awareness of what needs to be shared– Allows systemization of regular communication, freeing up
time for other endeavors
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Discussion: Communications Plan Development and Implementation
• What is your data governance organization’s approach to consistent communication?
• What are your data governance communications challenges and how do you overcome them?
• What is the utility of having and using a communications plan? How might you benefit from the adoption of a communications plan?
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Thank you!
We appreciate your thoughts and attention.
For more information, please contact:
Bobbi Stettner-Eaton
Darla Marburger
