Data Management

Strategy 2019-2022
 Information & Technology Services

TABLE OF CONTENTS

1. Executive Summary������������������������������������������������������������������������������������������������������������������������������������������� 03
2. Data Management Strategy Overview������������������������������������������������������������������������������������������������������������� 04
Data Management Strategy is the 3. Data Governance Structure ����������������������������������������������������������������������������������������������������������������������������� 05
process of creating a plan to handle 4. Data Management and IT Governance ����������������������������������������������������������������������������������������������������������� 07
the data created, stored, managed and 5. Data Governance Framework��������������������������������������������������������������������������������������������������������������������������� 08
processed by an organization. 6. Data Management Strategy ����������������������������������������������������������������������������������������������������������������������������� 09
7. Exective Road Map ������������������������������������������������������������������������������������������������������������������������������������������� 10
8. Contact Us ��������������������������������������������������������������������������������������������������������������������������������������������������������� 11
 Information & Technology Services

Executive Summary

The Data Management Strategy (DMS) is the process of creating strategies/plans for handling
the data created, stored, managed and processed by an organization. The City’s DMS is tightly
coupled with the IT Governance & Project Management process that aims to create and
implement a well-planned approach in managing the City’s data assets.

The primary objective in establishing the data management strategy is to develop a business
strategy that ensures that data is:

• Collected, stored, consumed and processed in a standard manner required by the City.

• Controlled, monitored, assured and protected using data governance and security.

• Stored, categorized and standardized using defined and known data classification and
quality frameworks

The goal for Data Management Strategy is to help the City gain the best benefits
from its data and data assets.
 Information & Technology Services

Data Management Strategy Overview

Common drivers for an effective DMS:

Organizations make decisions about how they engage with, operate on and leverage their data - at an enterprise or project level. • Unification of Department and IT perspectives. A
Organizations that form a holistic point of view in adopting an enterprise-grade data strategy are well positioned to optimize their common data strategy ensures that the department and
technology investments and lower their costs. Such a strategy treats data as an asset from which valuable insights can be derived. IT organizations are positioned as joint leaders of the
These insights can be used to gain a competitive advantage by being integrated into business operations. company’s direction by understanding each other’s needs,
capabilities and priorities.
The City of Dallas aims for a smooth transition to becoming data driven — aligning operational decisions to the systematic (and
automatic as much as possible) interpretation of data needs a plan for advancing its digital transformation journey and treating • Enterprise-wide alignment of vision and guidance on
data as an asset. The COD data management strategy (DMS) is the first step toward enabling such a plan and increasing the City’s leveraging data as an asset. Such alignment, captured
Analytics IQ. in a data strategy, ensures that different groups in the
enterprise view data-related capabilities with consistency,
A DMS ensures that all data initiatives follow a common method and structure that is repeatable. This uniformity enables efficient which reduces redundancy and confusion.
communication throughout the enterprise for rationalizing and defining all solution designs that leverage data in some manner.
Creating a data strategy is both achievable and valuable. It’s also an essential component of the City’s digital transformation journey. • Definition of key metrics and success criteria across
the enterprise. The data strategy defines “success” and
“quality,” thus reinforcing consistency for how initiatives
are measured, evaluated `and tracked across all levels of
interacting organizations.
Information & Technology Services

IM
Data Governance Structure

PLE
FIGURE DGS 1

ME
N
TAT
ION
Execu�ve
Leadership

From the execution side, an established Data governance touches every part of the data
management process down to the individual technologies, databases and data models. The
Data Governance Board governance process also affects the processes people use to create and retain data and how these
Execu�ve Directors
rules are replicated within applications to help make smarter decisions faster.

The effective part about a data governance is that the City never has to start from scratch and
there are typically pockets of data governance underway, and new efforts can tap into those to find
Data Stewards Workshops* leaders, supporters and advocates.
N

People working with data on a daily basis

IO
AT

Figure DGS 1 is the high-level layout of the data governance committee structure. Escalation
AL

flows up the pyramid with the executive leadership having decision-making authority, and
ESC

implementation flows down the pyramid with the data stewards being the subject matter experts
and best suited to implement processes and changes to data.

Policy Advisory Commi�ees External Advisory Commi�ees

This structure allows the City to clearly identify decision-making authority at all levels.
Internal & External Stakeholders Agency Cons�tuants & Data End Users

Changes to Research
Data Access
a Collec�on and
Standards Policies
Process Analy�cs
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Why do Data Management?

1.

INFORM
Data Management helps with a tighter information control that builds opportunities and reduces risks
“What happened?”
of data breaches, privacy violation, distributing bad data.
DATA
• Information quality - Having enterprise wide data standards, definitions and coordinated effort will
improve data quality.
2.
• Ability to integrate - Well-defined data management processes allow an organization to be
proactive and integrate with organizational changes or developments at a reduced cost and with
EXPLORE
limited burden.
“Why did it happen?”
INFORMATION
• Performance management and business intelligence - Defining clear ownership of data,
controlling data quality and implementing data management will reduce the costs and complexity of
3.
performance management and business intelligence.

• Establish new rules and processes - Creating and implementing standard, formalized rules and
PREDICTIVE
processes is key to ensuring data are trusted, secure and ultimately fit for business usage.
“What will happen next?”
KNOWLEDGE
• Align or modify the existing rules and processes - Assessing existing rules and processes to ensure
they are accomplishing the purpose intended and modifying them if needed.
4.
• Richer data environment and regulatory compliance - Overall, data governance leads to a richer
data environment and ensures regulatory compliance
PRESCRIPTIVE
“What’s the best we can do?”
WISDOM
(Scenario Planning)
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Data Management and IT Governance

Data Management complements Project Management. Both exist under the overarching structure of IT governance.
• IT governance is the overarching structure that focuses on IT infrastructure, including managing resources and risks, to ensure IT
• Project Management focuses on defining a portfolio of investments, setting performance objectives, and evaluating and managing efforts and solutions align with the City’s mission and business goals.
risk for IT projects.
To borrow an analogy commonly used by the data management community: IT governance focuses on the pipelines in the
• Data Management focuses on creating a structure enabling an organization to align data efforts to business objectives, to support organization’s IT infrastructure, data and project management focus on the water that flows through those pipelines.
regulatory compliance and to manage risks associated with data.

Strategic
Alignment

Performance Value
Management
IT Delivery

GOVERNANCE
PROJECT
MANAGEMENT Resource
Management
Risk
Management

DATA MANAGEMENT
 Information & Technology Services

Data Governance Framework

itecture
ta Arch Data M
Da ode
& De ling
sign
an D

at Ope
Managing the dynamic, ever-growing landscape of data technology and fluctuating City y

a S ra�
d
t
operations requires clear and consistent communication and guidance. A data Management

tor ons
ali
Qu

age
strategy has to account for how an organization plans to mature its datacentric capabilities

ta
and enable new data- and analytics-based products and services to mature.

Da
For the successful execution of such a roadmap adoption of industry standards is very
crucial. The City of Dallas - Information Management group adopted the Data Management

Data Security
DATA

Metadata
Association (DAMA) Framework for effective Data governance of City data. The DAMA is the
global body for data management and lays out frameworks and standards that adopt to the
changing landscape of technology.
GOVERNANCE

A data governance centric framework allows the City to “decide how to decide” and
helps to define overarching rules by coordinating, weighing and balancing the needs of all

us nce
g&
stakeholders through identifying:

I
eh llige

Dat
nt
n

e
i

W Inte

r
a
o
o

I
p ra
n
• A decision-making process.

e
ss

t
ra �o
e
r

e
a

g
n

b
i
• Roles and responsibilities of department s

il
ity
Bu ata n
D
• Rules and processes consistent across the enterprise Do Mana
&
cum gem
D ata ent ent
It also outlines how to make decisions about managing data, realizing value from it,
r & Co
Maste ce & ntent
n
minimizing cost and complexity, managing risk and ensuring compliance. In short, data Refere
governance sets the rules of engagement for data management activities, and the
framework is the workflow for those rules of engagement.
 Information & Technology Services

Data Management Strategy

• WHY your specific program should exist

• WHAT it will be accomplishing
Data governance enables the City to focus on data centric architecture, and the interoperability of data
• WHO will be involved in your efforts, along with their specific accountabilities
will improve the City’s capability to make data driven decisions.
• HOW data governance processes will be achieved
• WHEN specific data governance processes will be performed

WHY Data governance mission Focused goals and strategies, metrics, success measurements and funding WHAT

Decision rights
accountabili�es Data Governance Board
control mechanisms Data Owners
WHO
Data rules Data
HOW and defini�ons Stewards

Data Governance Processes

PREPARE PLAN MONITOR
WHEN PREPARE
VALUE AND DESIGN DEPLOY GOVERN MEASURE
ROADMAP
STATEMENT FUND REPORT
 Information & Technology Services The high level Data Management plan (DMP) details the various functional areas, timeline and intended
deliverable at each stage of the execution of the DMS. The deliverables in each functional area will describe
the data you expect to acquire or generate during the course of the effort, how you will manage, describe,
Executive Road Map analyze, and store those data, and what mechanisms the City will use at the end to share and preserve your
data.

Func�onal Area 2018-2019 2019-2020 2020-2021 Deliverables

Develop Data
Management Strategy
✓ Data Governance
DATA MANAGEMENT
Ini�ate Data Management Projects ✓ Data Architecture
STRATEGY OVERVIEW ✓ Data Services
Set Data
Management Priori�es

Develop Data Strategy Develop Data Policies, Standards, & Procedures Develop Regulatory Compliance & Issue Management
✓ Data Governance Framework
Iden�fy Data Management ✓ Data Policies
DATA GOVERNANCE Data Management Discussion
Projects & Services ✓ Data Standards
✓ DM Project & Services
Establish Data
Governance Process
Ongoing Process of Communica�ng & Promo�ng Data Governance Framework

Develop Architectural Overview & Planning

✓ Government Needs Document
Develop Enterprise Data Architecture / Architectural
✓ Data Models
Develop & Maintain Enterprise Data Model ✓ Data Architecture
Framework
DATA ARCHITECTURE MANAGMENT (Technology & Integra�on)
Establish Data Analysis Analyze Enterprise Data Needs ✓ DW /BI Architecture/Plan
Process
✓ Data Taxonomies
Define & Maintain Data Technology, Integra�on, DW-BI Architecture + Enterprise Taxonomy ✓ Architectural Framework

Analyze Data Develop Data Security Policy, Data Classifica�on ✓ Data Security Policies
Security Requirements Standard & Procedures
✓ Data Privacy & Confiden�ality Standards
DATA SECURITY MANAGMENT ✓ Data Document Classifica�on
Establish Role-Based Security Perform Data
Security Assessment ✓ Data Security Control

Database Support Management

✓ Database Environment
Implement & Control
Plan Recovery & Backup ✓ Data Recovery Plan
DB Env
✓ Business Con�nuity
DATA OPERATION MANAGMENT ✓ Archiving and Purging
Plan DB Performance SL & Tuning Plan Data Reten�on
Policies & Procedures
✓ Data Reten�on Plan
Understand Data Technology Requirement & Evaluate Technology

Develop Data Quality Requirement & Approach Manage Data Quality Issues ✓ Data Quality SLA
DATA QUALITY MANAGMENT ✓ Improved Data Quality
Set & Evaluate Data Quality Service Levels Evaluate Data Quality Tools ✓ Data Quality Cer�fica�on Report
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CONTACT US

If you have questions or comments regarding this document, please

contact us: [email protected]

References:
The following websites were useful in drafting the details related to the development of the City of
Dallas – Data Management Strategy.

DAMA Book of Knowledge:

https://dama.org/sites/default/files/download/DAMA-DMBOK2-Framework-V2-20140317-FINAL.pdf

City of Dallas - Technology+ Strategic Plan:

https://dallascityhall.com/departments/ciservices/DCH%20Documents/City-of-Dallas-
Technology+StrategicPlan.pdf

City of Dallas – Enterprise Architecture:

https://dallascityhall.com/departments/ciservices/Pages/enterprise-architecture.aspx

City of Dallas Data Hub:

https://dallascityhall.com/Pages/Dallas-Datahub.aspx