Data Management is an ongoing, centralized administrative function that consists of the planning and execution of policies, practices, and projects that acquire, control, protect, deliver, and enhance the value of data and information assets. Responsibilities typically assigned to this function include data and information strategy planning, data governance, data architecture management, data development, database operations management, data security management, reference and master data management, data warehousing and business intelligence management, document and content management, meta-data management, and data quality management.
As illustrated below, a strong program of information sharing is required across all lines of business the state serves in order to more effectively serve citizens, improve the efficiency and effectiveness of state government, and to inform policy making.
An enterprise data management program benefits policy development, resource alignment, and collaboration, as it is cheaper to share and secure data than to recollect, store, maintain, secure in multiple, often redundant, data stores. More specifically, a progressive data management strategy can provide the following benefits across the enterprise:Education: Links records over time (PreK-20), analyzing performance, and studying educational effectiveness.
Social Services: Creates means to capture data once – regardless of point of entry into the state system -- about a child, youth or family, and use that data across multiple state service programs to directly certify them for supplemental or additional services based on child or family eligibility. This program has a twofold benefit: ensuring that all children and families receive the benefits that they may not otherwise have applied for, and reducing fraudulent claims against the system by comparing the records.
eGovernment Services: Provides single-sign on for citizens and businesses to have access to all of their current state account information (driver information, vehicle registration, tax information, benefits, etc.) through one portal. Digital signature services would be available to complete transactions electronically, end-to-end, with the state. The state would also be able to provide services such as address changes that get completed once and shared with all agencies with which the individual does business.
Workforce and Economic Development: Creates strategic, targeted and systemic responses to economic conditions and labor market changes. Information sharing can help support the development of timely, accurate information to identify key industries, examine the state of regional economies, explore the root causes of skills gaps, and promote strategic planning that addresses the needs of workers and employers alike.
Law Enforcement: Improves state and community security and safety postures. All major reviews of the nation’s response to the terrorist attacks of 9/11 maintain that integrated information technology and improved information sharing across agencies at all levels of government are vital to an effective homeland security strategy.
Policy Making: Helps lawmakers and policy makers answer questions and predict program results to help ensure the best use of limited state resources and effectiveness of state programs.
OIT has taken a three-prong approach to overcome years of a decentralized, siloed approach to data management - policy, governance and operational.SB 08-155, IT Consolidation
HB 08-1364, Data Sharing Protocol, EC Unique ID
HB 09-1285, Data Advisory Board, P-20 Education Subcommittee
HB 10-1028, Early Childhood Universal Application
HB 10-1392, Data Advisory Board ExpansionMulti-agency; state, local, and private sector partners
Education Data Subcommittee
Early Childhood Services Subcommittee
Partnership with the Early Childhood Leadership Commission
OIT’s Data Management Program
Led by nation’s first State Chief Data Officer
Sets strategy, policies and standards
Dismantling silos, implementing infrastructure to enable sharing, tools for knowledge and performance management
The state performs the work incrementally in stages, with a vertical business domain strategy. All data sharing initiatives will follow OIT processes for capturing system and enterprise information, identifying data needs for business process purposes, and developing the technical architecture models. Legal, privacy and compliance issues will be worked through as part of the governance models. Data management policies and standards will be created through each phase to support the initiatives and the broader enterprise data management and sharing needs.