Frequently Asked Questions - Data Governance
- How do I approve business terms as the Data Steward after receiving a workflow notification?
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If you received a workflow notification from Data Governance that you have business terms to approve you would click the link in the email or you can go to The Data Governance Center main menu gwu.collibra.com and look at the middle lower part of the screen and select "My Open Tasks" then click my tasks and you should see all the tasks which are waiting for your approval. Then you would select the business term and once reviewing the definition and either agreeing or editing it to what it should be you can accept the term.
- How do I review the business terms?
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Log into the Data Governance Center.
- Use the browser on the dashboard to select your community. Such as: Academics/Course Management/Course Management Terms.
- Use the Filter to define what set of data you would like to see.
- For example if I only want to see business terms. I would select in the filter editor “type” equals “Business Term” and if I only want to see those business terms that are in candidate status. I would add in the next filter editor line “status” equals “candidate”.
- Then select “Filter” to apply the rules.
- Now you will see only Business Terms that are in candidate status within your community.
- How can I view more rows of business terms while I am searching in my community?
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Select the clog wheel on the right side of the filter setting. Now choose rows, you now can look at up to 500 rows.
- How can I view more information other that what is presented on the default view while I am reviewing terms?
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Select the clog wheel on the right side of the filter setting. Now choose columns and select the fields you would like to see.
- How can I edit the business glossary as the Data Steward?
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Once you are in your Terms Community you can edit any of the columns by double clicking in the white space by the information. Then edit the field and click on save. If you are making this same change to many rows make sure the rows are selected then click “save for all visible rows”.
- How can I certify a report as the Data Custodian?
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Log into the Data Governance Center.
Look at the middle lower part of the screen and select "My Open Tasks" then click my tasks and you should see the dashboard that is waiting for you to "accept" as being complete.
- How can I certify a report as the Data Certifier?
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Log into the Data Governance Center.
Look at the middle lower part of the screen and select "My Open Tasks" then click my tasks and you should see the dashboard that is waiting for you to "accept" as being complete.
- Why is my page frozen?
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Your account must have timed out. After approximately 20 minutes of inactivity it will time out and require you to log back in. An easy way to see if it has timed out is to refresh the page if it has timed out it will prompt you to enter your credentials.
- When does a report need to be certified?
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If your report is in BI-Dev and you want to move it into Data Warehouse prod space for self-service and there are 3 or more users that need to run the report you must certify the report first.
- How do I certify my report?
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Log into the Data Governance Center.
On the right side of the Main menu under workflow click on “Publish a Report” button. You will need to fill out the answers; all text boxes in red are required fields. You will also be asked to identify the “certifier” of the report which would be the person who can run the report and state if the report results are as expected. Also if it is a Cognos report you will need to attach the xml to the request then click “Submit Report Publication Request”.
After this is done the Data Governance Office will review the request and verify if all the business terms that you specified are already approved and assign the Data Custodian and the Data Certifier of the report and start the workflow.
- How can I request a Data Quality Inspection?
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Log into the Data Governance Center.
On the right side of the Main menu under workflow click on “Data Quality Inspection Request”. You will need to fill out the questions pertaining to the data you need inspected. Then click submit once you are done. You will be contacted by the Data Governance Office to set up a meeting to review the request.
- How can I log a Data Quality Issue?
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Log into the Data Governance Center.
On the right side of the Main menu under workflow click on “Log Issue”. You will need to fill out the questions regarding your Data Quality Issue and then press “Create Issues” once you are done.
- How can I see Open Data Quality Issues?
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Log into the Data Governance Center.
In the middle column of the Main menu under “Quick Stats” click on Open Issues. You will see the open issues and you can click on the issue you would like to review to get more information about it.
- Where can I find my “Tasks” in the Data Governance Center?
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Log into the Data Governance Center.
In the middle column of the Main menu under “Quick Stats” click on “My Open Tasks” or you can also look at “To Do” on the right side of the Main Menu and click on “Tasks”.
- How can I serve on the Data Governance Committee?
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You can reach out to the Data Governance Office by sending us an email and let us know you are interested in joining the Data Governance Committee.
- What are my duties as a Data Steward?
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Data stewards identify, define and protect data across the organization. The primary goal of data stewardship is to provide consistent, accurate, documented and timely information about data.
Data Stewards are responsible for:
- Managing Business Terms (Business Glossary).
- Provide metadata that describes the data, offers a business description/definition and identifies the source data element(s) and business rules used to deliver the data.
- Developing and maintaining data classification policies.
- Developing, implementing, and managing data access policies.
- Ensuring that data quality rules are developed and implemented.
- Monitoring data quality and resolving issues (Profiling, Score carding, tracking)
- Facilitating data sharing.
- Creating reference data.
- How can I contact the Data Governance Office?
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We can be reached via Email.
- How can I see past Data Governance Committee Meeting presentations?
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All DGC Meeting information (presentation / minutes) are kept in the Data Governance Center at:
- What do I do if I have Business Terms that are not in the Data Governance Center yet?
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Please complete the “Business Terms Import Template” or if associated with a Report Portfolio please complete the “Report Portfolio Import Template” to the best of your ability. It is located in the Data Governance Center.
Business Terms Import Template
Please email the spreadsheet to DGC.
- What categories are used for Security Requirement?
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Here are the categories used for Security Requirement:
- Public
- Regulated
- Restricted
See more information on Data Classification.
- Where are the Data Governance Policies located?
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Data Policies provide a broad framework regarding how decisions should be made regarding data.
- What are the Roles and Responsibilities within Data Governance?
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Once you are logged into Collibra. You can navigate to this page to see Roles and Responsibilities.
- How to create a data sharing agreement?
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A data sharing agreement outlines the terms and conditions governing the sharing of data between two or more parties.
Step 1 - Go to the Data Governance Center and click on the red Data Sharing Agreement button.
Step 2 - Complete the Form. The following are the fields that need to be filled out:
- Name of Data Sharing Agreement
- Data Sharing Agreement Type
- Requesting application/project
- Name of Granting System (Banner, EAS, etc)
- Granting Approvers (Data Steward name and e-mail)
- What is the business justification for requesting the data?
- What data is being requested? (i.e. Enrollment Data, Finance Data, HR Data, etc.)
- Who is the intended audience?
- How will the data/services be used?
- How will the data be accessed?
- How often does the data need to be refreshed from the source?
- Requested Data - data field, table, view + (use/description)
- Is Data Shared outside of GWU?
- If data is shared outside of GWU please list who data is shared with.
Step 3 - Submit the form by clicking on the Create DSA button. Status will be set to Candidate.
Step 4 – The Request will be logged and sent to the Data Governance office. The data governance office will assign the data stewards and seek their approval and status will be changed to Approval Pending.
Step 5 – The granting Data Steward approves or rejects the DSA. The decision must be unanimous if more than one approver is involved.
Step 6 – The Status is changed to either invalid or in progress and requester and Data Governance Office are notified.
Step 7 – If the request is not approved, the Data Steward(s) determines whether the request is rejected due to insufficient information or due to the request being materially inappropriate. If the rejection is due to insufficient information, the Data Steward(s) should communicate this to the Requestor. The Requestor then repeats the process starting at step 1 to ensure all aspects of the DSA meet the needed requirements.
Step 8 – If the request is approved, the Data Governance office will assign an implementer (Data Custodian). Status is changed to In Progress and requester is notified.
Step 9 – Data Custodians work with Requestor to implement the method to share the data abiding with any special conditions documented by the Data Steward(s). Status is changed to Implemented.
