Data Governance Council Charterdata.bsd.uchicago.edu/.../Data_Governance_Council_Charter_final_for...Treat information and data as an enterprise-wide fiduciary asset to support

Data Governance Council Charter Version 01 Page 1

Data Governance Council Charter

Associate Chief Medical Officer for Clinical Quality and,

Associate Chief Research Informatics Officer

University of Chicago Medicine


History

Version Date Author Remarks/Changes 01 12/31/2014 Sam Volchenboum, Sarah Oraby Original Draft


Table of Contents History ........................................................................................................................................ 2 Table of Contents ....................................................................................................................... 3 Table of Figures ......................................................................................................................... 3 Introduction ................................................................................................................................ 4

Purpose ................................................................................................................................... 4 Objective ................................................................................................................................ 4 Vision ..................................................................................................................................... 4 Mission ................................................................................................................................... 4

Structure ..................................................................................................................................... 4 Roles and Responsibilities ......................................................................................................... 6 Membership ............................................................................................................................... 7 Meetings ..................................................................................................................................... 8 References .................................................................................................................................. 8 Follow-Up Responsibility .......................................................................................................... 8 Approval Signature(s) ................................................................................................................ 9 Appendix .................................................................................................................................. 10

Appendix A .......................................................................................................................... 10 Appendix B ........................................................................................................................... 11

Glossary ................................................................................................................................... 13

Table of Figures Figure 1: Data governance structure .......................................................................................... 5


Introduction

Purpose This charter defines the function, membership, and procedures of the University of Chicago Medicine and Biological Sciences, Data Governance Council (UCM-BSD DGC).

Objective

To establish and implement a DGC within the University of Chicago Medicine and Biological Sciences (UCM-BSD) that aims to manage change in UCM-BSD by implementing information governance using a transparent process.

Vision Treat information and data as an enterprise-wide fiduciary asset to support evidence-based decision making and informed action.

Affected Areas This charter applies to data directly generated by UCM transactional systems. This charter does not apply to data collected specifically for research purposes as part of the academic mission.

Mission The scope of the UCM-BSD DGC council involves the following:

• To undertake a leadership role in the creation, implementation, and oversight of the enterprise-wide information and data management goals, standards, practices, and processes aligned with the goals of the organization.

• To provide expert support for information and data governance, including data ownership, information usage, classification, and retention.

• Adopt and implement data management policy, authoritative data sources, data model and lineage, master data management standards, data quality, and metadata management.

• To advocate data governance at an executive and senior management level. • Provide a unified platform for detailed communication and collaboration of data-

related initiatives across all UCM-BSD organizational units. • Possess purview over all data produced by the UCM-BSD transactional systems.

Structure

The DGC has purview over all data produced across the UCM-BSD transactional systems. The UCM-BSD Data Governance Program is represented by three distinct but interconnected layers. These layers are represented and summarized as the following:


The governing body at UCM responsible for all enterprise informatics and analytics.

Data Governance Council

Data Governance Program Manager

Data Governance Stewardship Community

Establish and oversee vision and goals, prioritize data targets to align with the organization and sets the strategic direction for the data

governance program.

Handles administrative aspects of the program, reports data quality, spearheads development of data governance policies, manages

steward activity, and develops and executes processes.

Monitor quality and manage data domains. Address specific issues and concerns by providing information, data dependencies for tools,

and direct support to the data governance program.

Consists of Data Governance council chairmen, Program manager and designated individuals

from the stewardship community.

Enterprise Informatics & Analytics Steering

Data Stewards

Analytics Core

Application Process Owners

Use-‐Case Specific Sub-‐committee

Figure 1: Data governance structure

Additionally, the DGC will leverage Subject Matter Experts (SMEs) for the UCM-BSD application processes under the auspices of this charter. As such, it is important the application processes have documented business and technical owners.


Roles and Responsibilities In addition to the Data Governance Council and program manager, the use case-specific sub-committees will generally include data stewards, SME’s, and application process business and technical owners. A description of application process business and technical owners are:

Application process business owner – This individual is the business person central to that application process and the person who influences and makes decisions regarding how that application process functions – along with the correct interpretation of how the application process consumes and produces data.

Application process technical owner - This individual is the technical person central to that application process and the person who influences and makes decisions regarding how that application process functions – along with an in-depth understanding of the application data sources, areas of data transformation, how data are loaded into the application, and the subsequent extraction of data to other systems internal and external to the UCM data landscape.

In addition to the responsibilities and tasks identified in Appendix B, the data governance council is charged with the following responsibilities:

• Does not substitute for any existing management and governance bodies in UCM-BSD. • Serves as the principal entity that acts on UCM’s Chief Medical Officer’s behalf with

respect to UCM data management goals. • Develops and governs all UCM-BSD directives, policies, principles, and standards used

in the creation, collection, integration, and persistence of enterprise analytics data. • Promotes the use of data standards and quality for every project and business process

initiative that will be a source for the enterprise analytics ecosystem. • Designates, guides, and approves changes to authoritative master data sources.

• Governs data access and sharing between internal partners (UCM and BSD).

• Refers data sharing with non-UCM or non-BSD entities to the Enterprise Information

Analytics (EIA) steering committee or the group designated by EIA Steering.

• Establishes, collects, and validates metrics and other performance measures to monitor the effectiveness of UCM-BSD data management policies and reports to EIA Steering Committee and the BSD Data Governance Committee on a semi-annual basis.

• Supports internal business partners with data management for new development and

integration projects. • Recognizes areas where existing practices require change or where new ones need to be

developed to ensure data governance objectives are met.


Membership Membership within the data governance structure will be populated with key stakeholders and representatives from across the enterprise to ensure that all critical perspectives are reflected in our organization, products, and decisions. Membership will be handled in the following manner: Data Governance Council The DGC's membership is composed of representatives from multiple clinical, research, business, and operational functions at UCM-BSD. Membership in the DGC will be dependent on appropriate participation and contributions to the DGC, as assessed by the DGC co-chairs.

• Members are nominated by the appropriate departmental executives or other key

officials. • The members are appointed by the co-chairs of the DGC and confirmed by majority

vote. • The CMIO and the Associate CRIO or their designee(s) will serve as the permanent

DGC co-chairs. • If unable to attend a DGC meeting, members must identify appropriate designees with

subject matter expertise and authority to decide on behalf of the absentee member, if necessary.

Sub-Committees Sub-committees will be established or eliminated by the DGC based on the current needs (use case-specific) and will report to the DGC program manager.

• These responsibilities include setting UCM-BSD’s technical standards and assessing data matters, as assigned by the DGC.

• Typically, these matters will include data requirements, data administration, metadata management, data quality, privacy, and security.

• Each sub-committee will have a chairperson or co-chairs as appropriate. • Each sub-committee chair shall provide the DGC program manager with status updates

at each DGC meeting. • Sub-committees may include:

o Clinical data and terms sub-committee o Financial data and terms sub-committee o Operational data sub-committee

The Analytics Core Team serves as a standing sub-committee and reports to the DGC program manager.


Meetings The data governance program manager will be responsible for maintaining and facilitating regular DGC meetings.

• Meeting minutes will be posted on UCM’s data management website. DGC members will have five business days (the "review period") to review DGC meeting minutes and send their comments to the DGC chairpersons and Program Manager. Unless otherwise directed by the DGC, and absent any further requests for amendments to the minutes, the program manager will approve the minutes.

• Matters considered by the DGC will be resolved through consensus. If the DGC fails to reach a decision on a matter critical for an effective data management program, the chairperson(s) shall together publish a final decision on behalf of the DGC or bring the issue to the EIA Steering Committee.

References “Data Management Program Outline” presentation deck.

Follow-Up Responsibility The chairperson(s) of the data governance council are responsible for developing and maintaining this charter. Questions may be directed to a chairperson.


Approval Signature(s)

Chief Medical Officer ____________________________ ____________ Stephen Weber, MD Date Chief Information Officer ____________________________ ____________ Eric Yablonka Date Chief Medical Information Officer ____________________________ ____________ Stephen Weber, MD (acting) Date Associate Chief Medical Officer for Clinical Quality____________________________ ____________ Michael Howell, MD Date Chief Research Information Officer ____________________________ ____________ Robert Grossman, PhD Date Associate Chief Research Informatics Officer ____________________________ ____________

Samuel Volchenboum, MD, PhD Date


Appendix This section contains all appended items.

Appendix A Current data governance council membership as of 12/30/2014

Business/Operational Function Council Member

Associate CMO (Co-Chair) Michael Howell Associate CRIO (Co-Chair) Sam Volchenboum Center for Quality Michael Wall Managed Care Richard Bacon Financial Strategy & Planning Robert Marshall

Ad-Hoc Members CBIS (Data Architect) Lavey Strauss CBIS (Director, Enterprise Architecture) John Moses Chief Technology Officer Mohan Putcha Program Manager Center for Quality (Program Manager) Sarah Oraby


Appendix B Data Governance Council – Program Manager

Experience Roles and Responsibilities Project Activities

§ Proven analytical and leader experience with a focus on successful business - technology enterprise transformations and/or other service related experience valuable; data warehouse, business intelligence, master data management experience preferred

§ Directs all aspects of data use and requirements across the enterprise and promotes treatment of data and information as critical enterprise assets. This includes but is not limited to the following:

§ Enterprise data strategy done in the DGC

§ Enterprise data integrity and definition

§ All data governance project deliverables and business compliance data governance performance and metrics

§ Prioritize data governance activities

§ Identify data governance opportunities to support new business development activities

§ Prepare DGC meeting agenda and make meeting minutes available to DGC

§ Coordinate communication regularly between the Data Governance Council and stewards

§ Report to the Data Governance Council

§ Address any significant strategic challenges or business concerns to ensure business value and satisfaction

§ Adopt a formalized process for creating and promoting data consistency, data standardization, data reuse, and data exchange.


Data Governance Council – Stewardship Community Experience Roles and Responsibilities Project Activities

§ Proven analytical experience within their subject area

§ Ability to document data usage

§ Exposure to general data governance concepts and principles.

§ Work within a specific data subject area to ensure the operational information integrity within the subject area.

§ Craft data definitions in their specific data subject area.

§ Ensure adherence to policy for data production and usage.

§ Data Governance Program reporting requirements

§ Assist in overseeing testing and implementation of the data governance applications and user training

§ Work with users after implementation to ensure functional value of application to the organization

§ Map data attributes from existing data sources to the target data model

§ Support enterprise and project-level data definitions

§ Identify the data, business rules, and definitions

§ Assess and Communicate data quality issues, concerns, and problems to individuals that are impacted

§ Provide input into the development of new data requirements, processes and policies

§ Facilitate and drive mapping sessions, documentation, and validation

§ Participate in the data stewardship community to assist in continuous improvement of data quality

§ Support project team regarding communication and coordination with other technical resources as needed

§ Interface with appropriate representatives to gather requirements

§ Document gaps between current and future state processes, procedures, structures, tools and other environmental elements as necessary or valuable in achieving the desired future state

§ Collaborate and communicate with other Data Stewards and business as needed

§ Profile data elements using appropriate tool set, supports profiling priorities, documents process and procedures, and shares information with the project team


Glossary

Glossary Terms Definition

Analytics Core Team Functions as the liaison between the University of Chicago technical and business groups inside and outside of UCM-BSD. Represents and leads all analytics and data providers at University of Chicago Medicine to liberate information from available data systems through: -Portfolio governance -Data and analytics request review, validation, and routing -Deploying best practices in exploiting data

Application Process Business Owner

This individual is the business person central to that application process and the person who influences and makes decisions regarding how that application process functions – along with the correct interpretation of how the application process consumes and produces data. For example, the application business process owner for the patient registration process understands how the patient registration process functions, including how data enter the process, how the software applications ingest that data, and the subsequent process steps of the application to produce data for clinical and business uses.

Application Process Technical Owner

This individual is the technical person central to that application process and the person who influences and makes decisions regarding how that application process functions – along with an in-depth understanding of the application data sources, areas of data transformation, how data are loaded into the application, and the subsequent extraction of data to other systems internal and external to the UCM data landscape. For example, the application process technical owner for the patient registration process understands the technical aspects of the process including how the data are loaded into the software application, where the software application resides, the technical name for the application process repository, and the ETL jobs for data input and output.

BSD Data Governance Committee

The committee responsible for developing policies and processes for the use of UCM-BSD data for research

Data Governance Program Manager

Handle the administrative aspects of data governance within UCMC, reports on data quality, spearheads development of data governance policies, manages the stewards, and executes Data Governance Council processes.

Data ownership Entity that has the right to change the way the data are acquired and represented, authorize or deny access to certain data.

Data privacy and security

The relationship between collection and dissemination of data, technology, the public expectation of privacy, and the legal and political issues surrounding them; DGC will support existing polices from security and compliance.


Data protection Use of techniques such as file locking and record locking, database shadowing, disk mirroring, to ensure the availability and integrity of the data that reflect business continuity needs.

Data Stewards See data ownership.

EIA Committee Steering Committee

Enterprise Informatics And Analytics Governance

The governing body at UCM responsible for all enterprise informatics and analytics.

Master Data Management

A technology-enabled discipline in which business and IT work together to ensure the uniformity, accuracy, stewardship, semantic consistency and accountability of the enterprise's official shared master data assets.

Metadata A set of data that describes and gives information about other data.

UCM transactional systems

Source systems that allow for data to be transformed, added, deleted, in the context of a workflow (clinical, business, operational).

Documents

Data Governance Council Charterdata.bsd.uchicago.edu/.../Data_Governance_Council_Charter_final_for...Treat information and data as an enterprise-wide fiduciary asset to support