This space contains information on data governance and management across the CCC ecosystem.  This is an open page and no private information should be placed here.  

Related Pages: 

Personally Identifiable Information 

Privacy and Security Rules, Resources, and Legislation

CCCTC Data Dictionaries

Overview: 

The California Community College system has a number of data projects with substantial assets that create a wealth of information that informs decision-making and empowers applications. While there are numerous statewide systems (eg, MIS, IEPI, CCC Apply, CCC Assess, CalPass Plus/Launchboard), each has its own construct and management mechanism for deciding when to add, delete, or modify data elements. As integration opportunities continue to arise externally as well as throughout the system, it logically follows that the system maintain, manage and integrate globally. To this end, a well documented system architecture, up to date data dictionaries, and management model for managing strategic master data management is essential.

As data driven decisions increasingly become the expectation, it is critical the right data is being captured and its use maximized. It was determined that a system-wide data management committee should be formed to address the Master Data Management and Data Management Plans. (taken from Section 7.8 Data Governance in the Tech Center Grant document)

It began when the Tech Center presented the Data Lake project to the TTAC (Telecommunications and  Technology Advisory).  The TTAC gave guidance to the Tech Center that the system would need oversight on who gets access to what and why.   As  the architecture for the entire eco-system started to solidify it became clear that it was essential that data definitions, policy rules, and  data interoperability rules would need to be created , managed, and sustained over time.   Out of these two factors the recommendations were made for a Data Governance  Advisory Committee (which we are now calling a Data Management Advisory Committee- DMAC) to manage the policy decisions driving that, and a Data Governance Office, or DGO (which we are now calling a Data Management Office, or DMO) to handle the technical details of implementing that and make recommendations to the DMAC.  

As  strategic executive  data management structures (such as the Data Management Advisory Committee suggested  in the below documents) get ramped up the Technology Center is working on building some guidance on key management issues like:

• How is data management enforced across multiple vendors and technology platforms
• How is federated identity management governed cross multiple vendors and technology platforms
• How are digital assets managed
• Consistent change management
• Consistent release management
• How are data definitions and controlled vocabularies managed across multiple constituencies. 
• How do we protect both student and faculty privacy and rights while also protecting the institutions AND providing access to the data that will enhance, guide, and  empower the student's pathways and  success as they move through the educational process.  
• 

The key to goods data management is finding that balance that provides the right level of standards, guidance, and protection and  enhances creativity and  the freedom of the education providers and students in developing new and innovative ways to enhance the learning experience.   That is what makes good data manageement! 

Once  an advisory committee ("DMAC")  is formed then the CCCTC will establish a Data Management Office ("DMO") to house all of these issues, to collaborate with the data stewards from all the colleges and district, and to make recommendations to the advisory committee. 

The DMAC and the DMO will each have their own pages once they are established.  

Please note: The standards, the Tech Center Grant, and the community at large refers to these functions under the name "Data Governance".  That name does have some negative associations with it and carries some baggage and so we will be referring to it as data management from now on even though some of our original documentation and proposals till refer to it as data governance. 

All data structures and  data transfer programs operated and supported by the CCCTC must abide by all applicable privacy and security laws and policies.   A list of applicable privacy and security laws, rules, policies and resources can be found here:  Privacy and Security Rules, Resources, and Legislation

Standards

US National Center for Education Statistics: https://studentprivacy.ed.gov/resources/issue-brief-data-governance-and-stewardship

NIST: https://www.nist.gov/programs-projects/cybersecurity-framework

NIST on Data Management: https://www.nist.gov/cyberframework  (click through to ID.DG [Identity: Data Governance]

Draft Resources

Data Dictionaries: CCCTC Data Dictionaries

Project glossary: Glossary Sheet

Initiative Overview: Initiative Overview (OLD)  and Initiative Overview Extended (OLD) and Original TTAC Charge Letter

Proposed Only: Data Governance Advisory Committee (DGAC) Charter  

Proposed Only: Data Governance Office (DGO) Charter

Draft Contact List: Master Contact List

Data Management Presentation to SAC (PDF):   https://drive.google.com/drive/u/1/folders/0B3WXbwVKCj4raHMwdURKQVdwNDg

         Source File (PPT): https://drive.google.com/drive/u/1/folders/0BwOjt73_ZwYOc1B2UlVlc0Q1dkU

Data Management Project Plan:  Smart Sheet coming soon 

Overview

Systemwide Data Management is a proposed new transformative project. The Goals and Objectives are as follows:

• Establish a CCC system-wide Data Management Advisory Committee (DMAC) to recommend policy and oversee execution through a Data Management Office (DMO)
• Establish and operate a Data Management Office (DMO) to operationalize policy across system wide data sources
• Fund and track implementation projects to align current and future data initiatives with data management policies and procedures.

The initiative will require volunteer and dedicated resources to establish, communicate and monitor policies and procedures necessary for implementation. The efforts will be organized
into two entities (DMAC & DMO) separating the accountability and responsibility of decision making and implementation.

Under direction of the Chancellor’s Office the Tech Center will work cooperatively with the advisory committee to operate a data management office to achieve the goals of the initiatives.

The Tech Center will coordinate efforts to plan and execute the projects.

• Engage and promote inner-office and inter-office cooperation
• Provide financial support for the initiative and projects
• Provide final authority and approval of policies and procedures

The Advisory Committee, composed of appropriate stakeholders from appropriate system wide constituencies, will review and provide guidance and recommendations to the CO for directing the initiative and decision-making specifically by:

• Review and recommend a strategy for data management
• Provide sponsorship for the community and data management adoption
• Review and recommend a process for decision-making over data management policies and procedures
• Review and recommend a set of approved policies, standards, requirements and definitions
• Review and recommend a Data Management Plan for the Data Management Office

The Data Management Office will have responsibility to coordinate and facilitate data mnagement for individual projects specifically by:

• Draft proposals for data management efforts
• Follow recommendations of the Advisory Committee to coordinate and execute proposals
• Drive the documentation, approval and operationalization of policies, standards and processes
• Facilitate ongoing communication to stakeholders across the CCC system
• Manage alignment with data owners, e.g. MIS, college CTOs, EdResults, etc.
• Oversee the activities of the data stewards
• Support data quality efforts including the definition of business rules
• Work with the Master Data Management project to implement the Data Management rules and standards in code.
• Work with internal auditors to enforce compliance with policies, standards and regulations

The value of the Data Management Initiative will be realized through the participation in developing and adoption of policies and procedures by stakeholders in existing and new data projects specifically by:

• Participate in committees and sub-committees when invited
• Share and consult with the DMAC and DMO
• Adopt policies and procedures through implementation projects

Objectives

From Section 7.8.3 of the Tech Center Grant RFA document.   

8.0 Facilitate CCC Systemwide Data Governance, Policy, and Enforcement  across all CCCO Data Resources resulting in written governance and control artifacts.

  8.1 Establish a CCC Systemwide Data Governance Committee (DGAC) to recommend policy and oversee execution through a Data Governance Office (DGO)

    8.1.1 Written committee charter

    8.1.2 Published Agenda and Meeting Notes

    8.1.3 Committee website, project site, communication plan

    8.1.4 Assessment and continuous improvement 

  8.2 Establish and operate a Data Governance Office (DGO) to operationalize policy across systemwide data resources.

    8.2.1 Written DGO Charter

    8.2.2 Written environmental scan 

    8.2.3 Written plan 

    8.2.4 Inclusion of industry recommended best practices

    8.2.5 Written policies and procedures

    8.2.6 Written templates

    8.2.7 Written change management and assessment process

    8.2.8 Written review process

    8.2.9 Fund and track implementation projects

Operational Data Visualization