Policies Procedures and Guidelines

Data Governance Processes | Data Standards | Policies | University Data Model

Data governance policies and procedures are a documented set of guidelines for ensuring the proper management of UBC's digital information.  Examples of these guidelines involve policies for Data Quality, Business Rules, Data Security and Business Process Management (BPM).

Data Governance Processes

To support a key part of data management strategy, defining sets of institution-wide repeatable activities allow involved individuals (data governance personnel, data stewards, and subject matter experts) to hand off relevant information and artifacts among each other collaboratively and effectively, especially in regards to changes that require approvals. Role assignment of process tasks direct actionable activities and decision making to the right person at the right time and ensure completion in a timely and consistent manner.

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Data Standards

While data policies guide what to do and what not to do with regard to data, data standards are more detailed rules on how to do it. Sample data standards include naming standards, data modeling standards, and other data architecture standards.

A formalized documentation consist of mandatory actions and rules that conform to data policies. It embraces UBC's data governance visions and goals, ensuring proper data management where consistent and high quality of data is maintained across the Institution. Similar to policies, standards do not change frequently and compliance is mandatory.

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In addition, a data governance policy formally outlines how business activity monitoring should be carried out to ensure organizational data is accurate, accessible, consistent and protected. The policy establishes who is responsible for information under various circumstances and specifies what procedures should be used to manage it.

Data governance policies and procedures are living documents, these need to be flexible to respond to changing needs. An effective data governance policy requires a cross-discipline approach for information management. To ensure adoption, extensive consultation is required.

University Data Model

The University Data Model (UDM) is a formal representation of data (entities) and properties (attributes) found within UBC's IT systems.   The UDM depicts relationships, rules, constraints and semantics for key data domains such as Person, Organization, Curriculum and Location.

As UBC endeavors to create value from their information assets, the UDM provides an important tool to communicate data design, standards and key relationships between entities to all participants involved throughout the lifecycle of information.  
Since information resides in many disparate systems within UBC's IT landscape and in many structures (files, databases, services) the need for the UDM as a tool within the information architecture framework is imperative and will support the creation of trustworthy, consistent, and quality data.

The University Data Model includes the following data domains:

  • Person - encapsulates parties such as student, staff, faculty and prospects.   
  • Organization - a unit of people that is structured and managed to meet a need or to pursue a collective goal.   All organizations have a management structure that determines relationships between different activities and the members and assigns roles, responsibilities and authority to carry out different tasks.
  • Location - geographical place that provides a facility for services, storage or other support services and is designated for a stated purpose.
  • Curriculum -  refers to the lessons and academic content taught in a school or in a specific course or program.