Is Access Management part of Data Governance?

I was emailed the question recently and, in my haste, to provide an answer, I simply replied ‘no, it is not - Access Management is part of Data Security, so it's not a Data Governance activity, and the asker very rightly came back to me and challenged me on this.

They said, “Oh, well, that's really odd because I thought that Data Owners were responsible for Access Management” and I realised that I should have perhaps given a more full answer to the person who'd asked the question – so let’s do this now, first by look at what Access Management really is.

What is Access Management?

Access management is primarily an information security, IT and data governance process used to grant access to valid users and prohibit invalid users.

Typically, AM is used in conjunction with identity access management (IAM). Identity management creates, provisions and controls different users, roles, groups and policies, whereas AM ensures that these roles and policies are followed.

An AM-based application/system stores the different user roles and their profiles, and process user access requests based on the data/profile/roles.

A common misunderstanding

Access Management, deciding who should or shouldn't have access to our data,

is definitely part of a Data Security activity, along with agreeing perhaps the levels of encryption and security classifications. But the worlds of Data Governance and Data Security do overlap.

Now, if you read the blog I posted a few months ago about the difference between Data Governance and Data Management you will remember that I talked about the DAMA DMBOK wheel.

Data Governance is in the middle of that wheel which lists all the other data management disciplines in it because Data Governance provides a foundation for many other data management disciplines and, in the case of Data Security, it is around the roles and responsibilities because we will have worked hard to find the right people to be Data Owners for the data.

Now, we might want to only talk to these people in terms of whether the data is good enough quality, whether we have definitions for it, and how we resolve issues with that data but if we've found the right people, then they're also the right people to make other decisions about that data.

It is quite often the case that I will work with the Data Security team at my client's

to make sure that their approach is aligned with the Data Governance framework and that it is the Data Owner that is asked to approve access requests to their data so, you can see how this confusion arises because it would become the responsibility of the Data Owner to approve access requests. However, if we're being purist about it, it's not a Data Governance activity.

Don't forget if you have any questions you’d like covered in future videos or blogs please email me - questions@nicolaaskham.com.

Or if you would like to know more about how I can help you and your organisation then please book a call using the button below.

Critical Data Elements and How Much Data Do We Have to Hold About Them?

Such are the demands of modern business it is important to understand that we cannot put the same level of data governance onto all data that we have in our organisation. There is probably neither the appetite nor the resources to do that and nor would it probably bring enough benefits.

Therefore, we need to make sure we are working out which is our most important data and putting most of our efforts into that. I believe there is quite often the temptation to believe

that the data governance team are responsible for finding the critical data and I would challenge that.

Would you expect one person or a very small number of people in your organisation to know every single piece of data and to know which is the most important? Surely it is the people in the business that understand what data is the most important to them. So, I think it's really important that you get the business to identify what is important to them.

How do we know which data is the most important?

We need to do this in a consistent and logical manner. Your organisation should agree to some set criteria for how you're going to identify which is the most important data within your organisation and there are many ways of doing this.

I personally like to identify three different levels. For example, you could have critical, important and “everything else”, or a tiered system like high, medium and low.

But whatever you chose to call them always aim to have three levels because this is how you are going to differentiate three different amounts of effort:

High is the really important data and that's where you put all your effort, you will want definitions, data quality rules and data lineage in place.

Medium is data that's fairly important, you'd like some controls and understanding of it,

but we don't need to go quite so overboard as we do the really important stuff.

And when it comes to everything else… Well, we might never get to do data governance on everything else. Maybe we will when we sorted out the other things, but we've clearly identified that it's really low in the pecking order.

Once you’ve agreed your categories you can write some criteria according to what your organisation does and how they generally measure things anyway and allow business users to consistently evaluate their data against it to come up with the right classification for their data.

Setting out criteria for measuring the importance of data

This method means you need to work with different people across your whole business early on in your data governance journey.  I call this a stage Data Discovery.

You should run workshops with your key stakeholders for probably every function or department in your organisation and get them to tell you what data they use and what data they produce. Once you've done that, you can agree which data they may be the data owners for and you can also then ask the data owner to tell you which of that data is the most important to them.

Now, some data will be used by multiple people in different parts of your organisation and so it's important that this is done with every single function because one function might say “that data is absolutely critical to us” and another department may only refer to that data as more of a contextual reference and therefore it won’t be as high on their list of priorities.

So make sure you get all viewpoints so that you can identify its overarching level which will be the highest level that anybody has classified it as.

The second part of the question is, what do you hold about it?

This is the kind of information that you're going to document in your data glossary, and I've seen people go totally overboard in collecting all sorts of stuff.

As with all things that are data governance, I believe the best thing is to start with something really simple. This isn't an academic exercise.

We are documenting this data so that it can add some value so that the organisation can understand what it is, where it is, what is being used for and whom we should go to make decisions on it.

Cover your basics, capture that information and you should have a really good starting place and then after that talk to your business users, ask them if they were looking up that data to find out more about it but don't start trying to capture everything. You'll be giving people lots of work to do and then they're going to rail against you, whereas, in reality, we want them to understand, this isn't too onerous a task, it’s going to have some really valuable benefits in the long term.

Don't forget if you have any questions you’d like covered in future videos or blogs please email me - questions@nicolaaskham.com.

Or you’d like to know more about how I can help you and your organisation then please book a call using the button below.

Who owns the Data in a Data Warehouse?

A lot of the confusion that rises around data governance is organisations trying to figure out who owns what data and who is responsible for that data – and I am willing to admit that even I made the odd mistake when I first started out. Thankfully, I have the benefit of hindsight and I’ve made some of the mistakes so that you don’t have to!

So, let’s look at data warehouses… I can understand that people think it would be so much easier if we could just have one person owning that data in the data warehouse. That's exactly what I did when I was first starting out in Data Governance because it was really easy. We already had a business owner of the data warehouse so I went to them and asked them if they would own the data as well - and they agreed!

However, it was only after that that I started finding that this actually caused more problems than it solved, because if you have one person owning that data how could they possibly understand everything about that data and know everything about it?

I would ask the person to make decisions on that data and they’d go

“Oh, I don't know about it because I don't know why that data is collected. It just happens to be in the data warehouse.”

Another scenario that I would frequently see is the owner of the data warehouse coming to me to complain that some of the data in the data warehouse was poor quality. I'd go to the person who owns the data in System A where that data was coming from, and I'd say “the data warehouse data owner says you're sending rubbish data” and they would reply “No, I'm not. My data is wonderful. They're corrupting it when they load it and transform it into the data warehouse.”

And in this no-win scenario, the data governance officer is piggy in the middle getting sent between systems whilst each side blamed the other for the poor quality data and nothing got solved and nothing got sorted. This is why I realised the hard way that having one person owning the data in a data warehouse really doesn't help.

What we have to do is have one data owner for one data set wherever it is in your organisation, because we need one person who can make decisions about it and be held accountable for the quality of that data - not multiple people making different and potentially conflicting decisions about data that actually just happens to reside on multiple different systems.

Simply, find the most appropriate person to own the data – and do not just let this role fall on the owner of the data warehouse; often they don’t have a complete overview or understanding of the data.

It really is worth the effort of finding the right person upfront. It takes a little bit more effort, but you will be putting in place a good foundation for your Data Governance framework.

Don't forget if you have any questions you’d like covered in future videos or blogs please email me - questions@nicolaaskham.com.

Or if  you would like to know more about how I can help you and your organisation then please book a call using the button below.

Data Governance Interview with Gary Maw

Gary has over 40 years in IT with experience across a variety of industry sectors including developing and leading teams across IT Services, Project and Programme Management, Application Development, and over the last 10 years or so more focus on data - MI, BI, Data Warehousing, Governance, Quality etc.

How long have you been working in Data Governance?

Maybe around 6-7 years in practice, longer unknowingly as a necessity and bi-product of other roles.

Some people view Data Governance as an unusual career choice, would you mind sharing how you got into this area of work?

It came about out of genuine interest and frustration. I think frustration when delivering BI and DW services where governance was immature and therefore had an impact on results. The interest came about with a desire to put this right and contribute to enabling data as an asset and to remove similar frustrations for other people.

What characteristics do you have that make you successful at Data Governance and why?

Tenacity, endurance, perseverance, knowledge of data and associated issues, and sense of humour.

Are there any particular books or resources that you would recommend as useful support for those starting out in Data Governance?

There are many but anything produced by DAMA and also Precisely is good.

What is the biggest challenge you have ever faced in a Data Governance implementation?

Making it business-led and gaining acceptance and support across the business.

Is there a company or industry you would particularly like to help implement Data Governance for and why?

It doesn’t really matter to me which industry it is as the principles are the same, it’s the reasons for doing it and obviously the business itself that differs. However, it would be good to implement this somewhere that has a positive impact on the planet, humanity, nature or people.

What single piece of advice would you give someone just starting out in Data Governance?

First of all, believe in what you are doing and don’t give in. If there are valid business reasons for doing it then seeing the benefits come to fruition is worth the pain. A basic understanding of people in terms of psychology will help to explain the behaviours and reactions that you will experience.

Secondly, gain an understanding and/or experience across several disciplines such as Data Management, Data Quality, Data Modelling, BI and Business Strategies in order to understand the need for data as an asset and the issues and difficulties involved in getting it there.

Finally, I wondered if you could share a memorable data governance experience (either humorous or challenging)?

They are all challenging but since my whole nature and approach is based on humour (not always directed well) I can recall many things but one that springs to mind is…

In the early days of people being introduced to computers on their desks, I found one older employee who didn’t need all the information presented to him. Subsequently, I found that he had tip-exed out on the screen all the information he didn’t need, not realizing that other selections would present different information.

---

Don't forget if you have any questions, you’d like covered in future videos or blogs please email me - questions@nicolaaskham.com.

Or you’d like to know more about how I can help you and your organisation then please book a call using the button below.

Data Governance 2022 Round-Up

Happy New Year! I hope you all had a lovely festive season and are looking forward to 2023 as much as I am! 

I have had a well-earned rest and I’m now raring to go - I have BIG hopes for 2023 and plan to help as many people as possible understand and manage their data. 

Which is why I thought I’d get off on the right foot and share with you my 10 most popular blogs from 2022. 

These are the blogs that have resonated and supported my readers and are perfect to have a flick through before you get underway for the upcoming year. 

1. Data Literacy: So What?

2. The Six Principles for Successful Data Governance

3. Do you know what is in a Data Governance Framework?

4. The Rocky Horror Data Show: Disastrous data definitions…

5. What is a Data Domain?

6. Data Governance Interview with Rob Saundby

7. Five Common Data Governance Misconceptions

8. What Makes a good Data Governance Consultant

9. Do I really need Data Governance when I’m doing a master Data Governance?

10. What the data and tech industries are doing to support Ukraine?

If you want to get a head start in 2023 with your organisation's data governance why not book a free call with me? 

You can also find out more about all the different courses and training options I offer. 

A Data Christmas Carol

It was a cold, dark Christmas Eve, as the grumpy Chief Data Officer at the Counting House known as Ebenezer threw his hands in the air and declared himself done with Data Governance. He had been trying for several months to implement a new initiative within his organisation but to no avail. He was done, finished… and ready to hand in his resignation.

He had been trying for several months to get departments across the organisation on board with his plans but he had no stakeholder buy-in, and it was impossible to get heads round a table to get things done. 

“To hell with Data Governance!” he shouted across the empty office.

Ebenezer buried is head in his hands and closed his eyes and started to drift off into a deep, exhausted sleep. Suddenly, he jumped awake, and there in front of him was a tall, shadowy figure.

“Who are you?” he croaked out.

“The ghost of Data Past” came the reply, “And you need to come with me… I have something to show you…”

Dumfounded, Ebenezer stood up and followed the figure into the next room. Suddenly the empty bullpen was bustling with people; keyboards were clanking, telephones were ringing and there was some sort of commotion.

An argument had broken out between members of the marketing team and members of the customer care team about the quality of data in the systems; both teams were making changes to the same set of data and felt they had ownership of it but were working with different sets of rules and definitions and the quality of the data set had become so corrupt it was no longer useable. The business had ground to a halt and there were serious concerns that a regulatory fine could be on the horizon as the data had been badly mishandled.

Jobs – and the future of the Counting House – was at stake.

“You see, Ebenezer” said the shadowy figure, “this is why you began this Data Governance journey in the first place… without you, all of these people would have lost their jobs just before Christmas.”

Ebenezer was frustrated, “Yes, but why are you showing ME this? I understand why we need Data Governance!”

“To remind you of your why…” replied the shadowy figure… and with that, they vanished, and the office returned to its dark, cold, quiet state.

Ebenezer let out a heavy sigh and began to mutter about not eating any more of his Christmas cheeseboard before taking a nap when the room around him started to transform once again, and a new, slightly glowing figure appeared by his side.

“Oh, what fresh hell is this?” he asked the new presence.

“I am the ghost of Data Present, and I am here to shed some light on what is going wrong with your data governance initiative Ebenezer.”

Ebenezer was really beginning to get frustrated now, trying desperately to wake himself up from what he thought was a cheese-induced nightmare.

“I know what’s going on with the data governance initiative – no one else cares!” he snapped back.

“Do you really think that’s true Ebenezer? Maybe you should take some time to listen to your colleagues…”

They stood quietly, clearly invisible to the cluster of colleagues that stood near them, chatting away. As he listened in, he could hear his colleagues complaining that they were in the dark about why The Counting House was implementing Data Governance at all:

“Ebenezer keeps saying it’s ‘best practice’… what does that even mean?”

“He’s so unapproachable – he talks in riddles about efficiencies and opportunities but why should I care?”

“Why should I take on extra work to keep the regulator happy – that’s above my pay grade!”

Ebenezer was shocked into silence.

The Ghost of Data Present began to speak in a calm tone, “Ebenezer, you’ve not communicated with these people. They see you as unapproachable.

“If you want them to buy into your Data Governance initiative, you need to explain to them what is in it for them and if you can't in a way that they will be interested in and benefits them, they're just not going to be interested.

“You are struggling to get stakeholders to buy into your data governance initiative and that is why you're not getting the support you need for it or the funding and everything you've done to date feels like wasted effort. Communicate Ebenezer…”

And with that, the glowing figure was gone again.

Ebenezer rubbed his eyes… he was really done with the blue cheese this time. But before he could go any further, a third, glistening ghost was at his side.

This time, he surrendered himself to the inevitable, “And whom might you be then…?”

“I am the Ghost of Data Future” replied the sparkly being, “and I am here to show you how things could be… if you just explain to these people why!”

Before him, Ebenezer was presented with a happy workplace, and a younger-looking, smiling version of himself was making his way through the office.

“Congrats, Ebby!” shouted one colleague.

“Well done, Ebenezer!” boomed another.

“What’s happening?” he asked the Ghost.

“You sat your colleagues down and explained to them their own personal why for implementing data governance, they bought into it and so far it’s been a success… The Counting House has just avoided a big regulatory fine and it’s all thanks to you…”

The glistening figure disappeared and once again Ebenezer found himself standing alone in the cold, dark office. But this time he felt warm and empowered. He knew what he had to do…

A word from The Data Governance Coach

If you plan to implement data governance within your organisation, or you have started, but your initiative has fallen by the wayside, then the first thing you must do is take a step back and assess why you’re implementing Data Governance within your organisation.

Implementing Data Governance can often be a long and thankless process, and some might argue it is not for the faint-hearted, so understanding ‘why’ is crucial in order to get the most out of your data governance journey – and here is the secret… it must be business led.

If you do not know what the business case is for the implementation of DG within your organisation, it can be easy to get side-tracked and distracted. The ‘why’ is what will guide you in your journey and ensure your organisation is getting what it needs from your data governance initiative.

Don’t be like Ebenezer.

Don't forget if you have any questions, you’d like covered in future videos or blogs please email me - questions@nicolaaskham.com.

Or you’d like to know more about how I can help you and your organisation then please book a call using the button below.

A Decade of Blogs

Ten whole years of The Data Governance Coach blogs

Yes, that’s not a mistake, you’ve read that right: I’ve been writing blogs as The Data Governance Coach for ten whole years!

I can’t quite believe it.

But when they say ‘time flies when you’re having fun’, that is precisely how I feel. Writing blogs on data governance for the last decade has been a complete joy.

Sometimes blogging can feel challenging. It’s either hard to get started or hard to keep up with - but the lovely feedback makes it all worth it!

I’ve absolutely loved being able to provide a free resource so everyone can take the next step (whatever that may be) with their data governance initiative. I never in a million years thought blogging from my little laptop would be so rewarding!

To celebrate hitting the BIG ten, I wanted to share my most popular blogs from over the last decade. Now, I won’t lie, this really was a lot of digging through the archives and some of these I completely forget even existed…

So, here goes.

1. Data Owners and Data Stewards - What is the difference?

A topic that has caused a lot of confusion over the years! In this blog, I addressed the difference between data owners and stewards and hopefully provided some much-needed clarification.

2. What’s the difference between Data Owners and Data Custodians?

This is a question that I frequently receive - and it’s an important one! Addressing roles and responsibilities is an essential part of implementing data governance. But how can we do that if we don’t know the difference between all the different roles needed?

3. What is the Difference Between Policies and Standards?

Over the 20+ years I’ve been working in data governance, this question always ends up in a (sometimes heated) debate! In this blog, I explored the difference between policies and standards and where on the earth the confusion comes from.

4. How To Identify The Right Data Owners

This one was inspired by my Free Data Governance Checklist where I talk all about how you need to define roles and assign responsibilities - and this blog covers where to begin.

5. Data Governance Interview - Jill Wanless

This was a very exciting interview that I did way back in 2013. What makes it even more exciting is that Jill is still a successful and senior Data Governance Practitioner!

6. Interview Questions For A Data Governance Manager Role

I enjoyed writing this blog so much as I got to collaborate with the data community to create this resource. Using LinkedIn we all came together and jotted down our best interview questions for a hypothetical Data Governance Manager role. I get so much feedback about what a useful resource this is, both for those hiring a Data Governance Manager and those preparing for interviews.

7. What do you include in Data Quality Issue Log?

Whenever I’m helping clients implement a Data Governance Framework, a Data Quality Issue Resolution process is at the top of my to-do list, so I thought I’d write a blog all about it and it has definitely proved a popular resource!

8. Make Sure you Follow These Practical Steps for Creating a Business Glossary

Way back in 2015, I teamed up with Collibra to teach a training course, and it seemed like the perfect opportunity to ask Carl White his thoughts on the best way for organisations to approach data governance.

9. Why are there so many different Data Governance definitions?

It’s a good question… I didn’t have a definite answer (and still don’t!) but I wrote down exactly why I thought that the data management community hadn’t pinned down any exact definitions.

10. When is a Data Quality issue not a Data Quality Issue? Part II

And last but not least, a collaborative blog on when is a data quality issue not a data quality issue, providing insights on the types of issues you will get thrown at you when you start doing Data Governance at your organisation.

When I first started blogging I wrote a list of topics for my blogs and was worried that I only had enough content for six months, I never dreamt that I would in the future be writing a post sharing my most popular blogs from the last ten years - make sure to leave a comment if you’ve had a favourite from the past decade that I haven’t mentioned above!

Thanks for reading, here’s to the next ten years!

Make sure you’re signed up to my newsletter, as you’ll be the first to hear about my latest blogs, videos, and podcast episodes, plus data governance tips, news, and events. 

By signing up, you will also receive my free report on the Top Data Governance Mistakes and How to Avoid Them.