For all Information Systems where the Supporting Database is available, the Technical Manager must be able to document the Supporting Database’s table structure and where Data Elements can be found. For all Information Systems where the Supporting Database is proprietary or unavailable, the Technical Manager must be able to document an understanding of how data should be entered, used, and reported.

Data Stewards must maintain a documented list of Key Data Elements for all Mission-Critical Systems.

Key Data Elements must include:

• Data Elements that are routinely collected by or reported to the USG
• Data Elements that are required by the Data Governance Committee

Key Data Elements should include:

• Data Elements that are routinely collected and reported by Enterprise Data Management (EDM), Institutional Research and Planning (IRP), and the Office of Academic Effectiveness (OAE)
• Data Elements that are shared between multiple Information Systems

Data Stewards must maintain a dictionary of Key Data Elements for all Mission-Critical Systems. Each dictionary entry must include the following information:

1. Data Element name
2. The Data Domain or Data Sub-Domain responsible for the Data Element
3. The name of the Information System where this Data Element is sourced (i.e., system of record)
4. The definition of the Data Element
5. Any valid values of the Data Element
6. Change history for the dictionary entry (e.g., change of definition, change in valid values)
7. Any data quality controls applied to the Data Element (see Procedure below)
8. Data categorizations of the Data Element
   1. Data Management Categorization
   2. Data Protection Categorization
   3. Data Regulation Categorization
9. Business processes related to the Data Element, where applicable

Data Stewards must maintain quality controls of Key Data Elements for all Mission-Critical Systems. Data quality controls must:

1. Document and promulgate data standards to ensure accurate data entry
2. Document schedules of collection and/or reporting periods to ensure the timeliness of data (e.g., USG collects student data at the semester census date, therefore data must go through quality controls before that date)
3. Assess data on at least an annual basis to ensure accuracy, completeness, and adherence to standards; document assessment
4. Consult Data Users on a regular basis to ensure data usability and relevance

Data elements typically represent the smallest piece of data within an information system and database. Business terms are often information system agnostic and represent more of the language used by a business unit. The Data Governance team and Institutional Research and Planning unit have started a business glossary of enterprise business terms.

No. There is not currently an enterprise data element dictionary. Data Stewards must maintain their own documentation of required information and artifacts.

Yes. At this time, only Key Data Elements of Mission-Critical Systems require data dictionary details.

Yes. At this time, only Key Data Elements of Mission-Critical Systems require data quality controls.

Yes. The enterprise glossary can be found in the Business Glossary. This is a living document that will be periodically updated as new business terms are identified.