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Kansas Information Technology Executive Council


Information Technology Policy 8000 - Data Administration Program

1.0 TITLE: Development of a Data Administration Program.

    1.1 EFFECTIVE DATE: October 14, 1999

    1.2 TYPE OF ACTION: Reissue of KIRC policy.

2.0 PURPOSE: To commit the state to the development of a formal Data Administration Program that recognizes and promotes the importance of data and information as valuable resources requiring management of their creation, use, storage, documentation, and disposition.

3.0 ORGANIZATIONS AFFECTED: All Branches, Boards, Commissions, Departments, Divisions, and Agencies of state government, hereafter referred to as entities.

4.0 REFERENCES:

    4.1 K.S.A. 1998 Supp. 75-7203 authorizes the ITEC to: Adopt information resource policies and procedures and provide direction and coordination for the application of the state's information technology resources for all state entities.

5.0 DEFINITIONS:

    5.1 Data. Representation of facts, concepts, or instructions in a formalized manner suitable for communication, interpretation, or processing by humans or by automatic means. Any representations such as characters or analog quantities to which meaning is, or might be, assigned.

    5.2 Data Administration. An ongoing, centralized, administrative function that coordinates the design, implementation, and maintenance of an effective data structure of the entities and relationships that comprise the integrated enterprise-wide database(s), and makes this information available to a community of information resource users. Responsibilities typically assigned to this function include information strategy planning, data and process modeling (both conceptual and logical), and the development of standards, policies, and procedures to define, collect, and organize data to meet managers' and users' existing and future information needs.

    5.3 Data Custodian. Guardian or caretaker; the holder of data; the agent charged with the data owner's requirement for processing, communications, protection controls, access controls, and output distribution for the resource. The data custodian is normally a provider of services. The data custodian may be a central data center providing services to a number of entities which are data owners.

    5.4 Data Dictionary. A source of information about entities, data elements representing entities, relationships between entities, their origins, meanings, uses, and representation formats.

    5.5 Data Model. A description of the organization of data in a manner that reflects the information structure of an enterprise.

    5.6 Data Owner. The business function manager or agent assigned ownership responsibility for the data resource.

    5.7 Data Repository. A database of metadata stored in a manner that permits ease of access and reporting.

    5.8 Enterprise View. Information needs of an entire entity, rather than the needs of a single application or business unit. The enterprise view can be derived from the business model produced through information strategy planning.

    5.9 Information. Data that have been organized or prepared in a form that is suitable for decision-making.

    5.10 Metadata. Information that describes the definitions, structures, formats, allowable values, and use of the data resource. Data about data.

    5.11 Statewide Enterprise View. Information needs of the entire State of Kansas, rather than the needs of a single entity or business unit.

6.0 POLICY:

    6.1 It is the policy of the State of Kansas that each entity develop, implement, and maintain an Agency Data Administration Program.

    6.2 Each entity shall produce an Agency Data Administration Policy statement that incorporates the recommendations of the Information Technology Executive Council (ITEC), and goals, objectives, and methods oriented toward accomplishing the objectives of this rule. To commit the state to the development of a formal Data Administration Program

    6.3 The Agency Data Administration Program shall support both information systems strategy planning and the development and maintenance of application systems.

    6.4 The Agency Data Administration Program shall be integrated with the entity information system development methodology.

    6.5 The Agency Data Administration Program shall incorporate data policies that are consistent with public access and security policies.

    6.6 The Agency Data Administration Program shall incorporate data policies that support the maintenance of an entity data repository for the storage of entity metadata. The entity repository should be consistent with the statewide repository so that metadata can be easily ported between them.

    6.7 The Division of Information Systems and Communications (DISC) with the assistance of the Data Sharing Committee shall coordinate entities' metadata and operate a central site for the development and maintenance of a distributed statewide repository to provide access to metadata information, common data definitions, and ownership responsibilities.

7.0 PROCEDURES:

    7.1 The Agency Data Administration Policy, as stated in the original policy, must have been defined by March 1, 1997 and implemented by July 1 1998.

    7.2 Each entity shall, at least annually, beginning September, 1997, provide a copy of its existing Agency Data Administration Policy, report on the status of Data Administration implementation, and assess the percentage of entity data currently being covered by the Agency Data Administration Program. In addition, the entity shall identify the plans and goals to be achieved by its Data Administration Program during the planning period.

8.0 RESPONSIBILITIES:

    8.1 Each entity shall designate and train an individual (the entity Data Administrator) to supervise or conduct the Data Administration activities of the entity utilizing the most appropriate information technology and methodologies. Written notification of Data Administrator appointments and changes shall be promptly sent to the Kansas Information Technology Office.

    8.2 Each entity shall assure that Data Administration review and approval is incorporated into the entity information system development methodology to ensure consistency with the Agency Data Administration Policy and the enterprise view of data.

    8.3 The entity Data Administrator shall clearly and consistently define and assign data administration responsibilities to data owners and data custodians.

    8.4 The entity Data Administrator or a designated representative, shall participate in interagency data administration activities organized by the central data repository staff within DISC with the assistance of the Data Sharing Committee, and approved by The Information Technology Board (ITAB) in order to identify state-wide Data Administration issues and make recommendations to the ITAB concerning, but not limited to:

      1. Standards relating to data as an asset to the State of Kansas;

      2. Data that are critical to the mission of the State, or common to multiple entities;

      3. Policies that ensure the establishment of a statewide enterprise view of information;

      4. Enhancements to the state Data Administration Program;

      5. Minimum requirements for Agency Data Administration Programs; and

      6. Data administration education and awareness.

    8.5 The Chief Information Technology Officer is responsible for the maintenance of this policy.

9.0 CANCELLATION: None


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