March 9, 2022

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Agenda:
Wednesday, 3 – 4 pm

• Introductions
• Overview of Data Manager (DM) Role (primary and secondary) and Data Governance Structure
• Identify operating procedures
  • Attendance (Stand-ins/alternates)
  • Quorum/Decision Making
  • Minute Taking
  • Teams Group/Communication for Data Managers
• Confirm meeting schedule
  • Proposed time: Every other Wednesday at 1 pm
  • Mandatory Attendance: Primary DMs
  • Optional Attendance: Secondary DMs
• Proposed early projects and Ad-Hoc Group Next Steps
  • Employee Departure and Data Access
  • Financial Aid/Accounts Receivable Data Integration with Zogotech and IE Office
  • Defining Stop Out vs. Alumni Population Criteria
  • Zogotech Outstanding Ticket/Enhancement Cleanup + IPEDS Data Element Additions
  • Adult Basic Education + DestinyOne

Minutes:

In Attendance: Audrey Ellis, Andrew Nguyen, Sandy Zappala, Kirsten Kortz, Mike Swiniarski, Lindsay Graham, Stella Vlahakis, Joan Scionti, Jonathan Miller, Sue Shain, Dave Payzant, Despina Lambropoulos, Donna Bertolino, Karen Rooney, Lori Smerdon, Allison Dolan-Wilson, Danny Rivera, Allison Gagne, Melba Acevedo, Beth Donovan, KB Borruso, Tony DeGregorio

Not Present: Angel Beato (Accounts Receivables), Sharon McDermot (Academic Affairs), Patty Gauron (HR)

Overview of Role and Structure:

• We reviewed the NECCi website which includes all data governance decisions made to date
• Reviewed roles of the different components of our data governance structure:

• Data Governance Management: ensures that DG is executing consistently and effectively. This function will also communicate performance indicators and program metrics across domains. This is a permanent group comprised of one or more individuals.
• Leadership Team: Provides strategic guidance and creates a cooperative environment to support DG execution. Their guidance will ensure institution-wide acceptance of DG and support its long-term sustainability. This is a permanent group comprised of NECC senior leadership.
• Data Manager Team: Accountable for oversight of NECC’s data assets and processes.  This is a permanent group comprised of Data Managers to ensure cross-domain visibility and decision making is in place for institution-wide data. 
• Data Managers: Accountable for oversight of data assets and processes within their domain. They align business and IT efforts for any technical data operations. The Data Manager is an individual or small group with the authority to make decisions about domain data and appoint Data Stewards and Ad-Hoc Working Groups to effectively research and resolve issues as well as monitor and recommend policies.  The Data Manager will represent their domain on the Data Manager Team to ensure cross-domain communication and collaboration on data efforts.
• Technical Data Operations: Focuses on the technical aspects of managing data assets such as maintaining the integrity of the data, managing physical databases, and curating the data management tool set.  This function will implement data policies, standards, and procedures to properly manage data across domains. 

Difference between Primary and Secondary Data Managers:

• Primary Data Manager: Expected to participate in all data manager activities outlined below and to send a delegate if unable to participate. The scope and impact of the data assets these data managers are responsible for have been identified as essential to a wide number of functional areas within the colleges, justifying their role as permanent members of the data manager team.
• Secondary Data Manager: Expected to review published agendas and attend data manager meetings as appropriate and when the data assets they manage are relevant to that week’s agenda items. These individuals should stay actively engaged with meeting minutes and materials prepared by the data manager group, but given that the scope and impact of the data assets they manage are limited to a smaller number of functional areas of the college, they do not need to attend all meetings.

Discussed Proposed Operating Procedures and Meeting Schedule:

• Attendance (Stand-ins/alternates)
  • TBD – want to allow managers to have stand-ins for meetings that they cannot attend
• Quorum/Decision Making
  • % of primary data managers should vote
  • Secondary data managers votes are optional unless it involves their functional area
• Minute Taking – will be posted on the NECCi website regularly
• Teams Group/Communication for Data Managers – Zoom link will only be shared in the teams channel
• Confirmed meeting schedule: meetings will be held every other Wednesday at 12:30 pm via Zoom

Kicked off initial round of Ad-Hoc Projects:

• Zogotech Ticket Cleanup and IPEDS Data Element Additions
  • Group Members: Andrew, Audrey, Mike, IT representative (TBD)
  • Meeting scheduled
• Zogotech + Accounts Receivable and Financial Aid
  • Group members: Andrew, Mike, Angel, Joan, Despina
  • Next meeting scheduled: Tuesday 3/15, 3-4 pm
• Employee Departure and Data Access
  • Audrey, Patty, Danny, Stella, KB, Ralf (Urbach), Mark (Cloutier)
  • Next Meeting scheduled: Thursday 3/17, 3-4 pm
• Software Evaluation, Procurement, and Onboarding process
  • Group members: KB, Danny, Beth, Audrey
  • Next Meeting scheduled: Monday 3/14, 2:30-3:30 pm
• Bookstore and Access Courses
  • Group Members: Allie, Beth, Sue, Angel, Sharon
  • Next meeting scheduled: Friday 4/1, 12-1 pm
• Alumni vs. Stop Out vs. Donor Population
  • Group members: Allison, Dave, Lindsay, Joan, Donna, Andrew
  • Next meeting scheduled: Tuesday 3/22: 2-3:15 pm
• Adult Basic Education + Destiny One
  • Group members: Sandy, Dave

Brainstormed next round of projects:

• Zogotech training group (Andrew)
• Onboarding/new hire process (Danny)

Other Suggestions:

• Joan suggested inviting Zogotech to an upcoming data governance meeting to do a demo of the platform. Audrey will coordinate.