COM-T Data Governance

The purpose of this Charter is to establish authority, functions, and responsibilities of the College of Medicine Data Governance Committee (DGC). The DGC supports the efforts of College of Medicine -Tucson in the practice of organizing and implementing policies, procedures and standards for the effective use of COM data.

Responsibilities of the Data Governance Committee are two-fold:  First, to provide guidance and recommendations for strategic direction and priorities as well as create and maintain data collection policies and procedures for the Data Warehouse.  Second, continue to monitor data accessibility, continue to provide guidance and recommendations, promote and communicate the policies and procedures for data collection through COM departments and staff.

  • Identify data to be stored in the Data Warehouse
  • Identify systems of record.  Any updates to data must be done in the system of record
  • Determine the priority of which reports or dashboards are created first
  • Create policies for retaining and purging data   
  • Create and communicate COM policies and procedures regarding data collection and/or reporting including:

           i. Rules regarding the use of data

           ii. Ensuring users have the appropriate training required to view/ work  with student, faculty, financial data

  • Define roles that require access to the data:

           i. Identify data experts that will have the ability to create reports and/or dashboards

           ii. Approve/disapprove access requests

           iii. Ensure that new hires receive appropriate access during on-boarding process

  • Establish how to initiate future changes/additions to the Data Warehouse

            i. Requests for new dashboards and/or adding information to existing dashboards

            ii. Requests for the integration of new applications

  • Meet at regular intervals to review/approve data requests and changes
  • Update and communicate policies and procedures as needed

Leadership Support Group: Provides strategic guidance and college leadership support. 

  • Office of the Dean - Dean
  • Education - Dean of Education
  • Finance and Business Operations - Deputy Dean of Finance and Administration
  • Research - Vice Dean, Research
  • Diversity, Equity & Inclusion - Deputy Dean, Diversity, Equity & Inclusion

Executive Committee: Provides strategic data governance guidance, review and approve policies, procedures, and standards developed by the Data Governance Committee, and handle issues, requests, or concerns that need to be escalated.

  • Information Technology - Assistant Dean of IT
  • Curricular Affairs - Associate Dean of Curricular Affairs
  • Student Affairs – Senior Associate Dean of Student Affairs and Admissions

Data Governance Committee: Responsible for administrating the program. Responsible for developing and implementing policies, procedures, and standards for the effective use of College of Medicine-Tucson data. Reviews and approves data requests. 

The COM-T Data Governance Committee will consist of the following voting members:

  • Information Technology Services - Director, Data & Reporting Services and Director, Education Technologies and Innovation 
  • LCME Compliance – Director LCME Accreditation
  • Curricular Affairs - Assistant Director Pre-Clerkship Education
  • Student Affairs - Director, Student Records
  • Faculty Affairs - Assistant Director, Faculty Policy and Reporting

The voting member must represent the interests of their specific area and the College.  In the absence of a primary voting member, a designated alternate from that office must be present and will have the same authority as the primary member being replaced. The DGC coordinator must be notified if an alternate is designated for a specific meeting. If the Data Governance Committee does not reach an agreement on a request, the request will be escalated to the executive team for a decision.  

The Data Governance partners or associate members serve as functional and/or technical advisors and the DGC coordinator is responsible to facilitate meetings and requests as well as document committee decisions.

Any user of the COM data may submit a data request by submitting a Request Form: Data, Surveying, Site Authorization, and Ed Research form.

The form submission will be reviewed to determine if it’s a routine business request or one that requires analysis.  Routine business requests will be handled by the COM-IT's Business Intelligence team.  Other requests will be evaluated for feasibility then sent to the DGC for review. 

The following information must be included in the data request:

  1. Definition of the data:   A description of why the data is needed or needs modification, including the customers and users requesting and affected by the change
  2. Priority: Propose the appropriate priority

       i.      Urgent (1): Request must be implemented immediately (e.g.  data is already available and needed for an external report)

      ii.      Valuable(2): Request would provide significant benefit to one or more customers/users

      iii.      Discretionary(3): Request could be included as resources are available, allowing for all other priorities

  1. Dependencies: List any linkages between this change and other pending changes, pending decisions, or assumptions
  2. Effort: Estimated number of person-hours of effort required to implement the change
  3. Requested Completion: Date to complete all implementation, testing, and integration tasks
  4. Status:  Decision made by the DGC

      i.      Approved: The change request will be implemented

      ii.      Rejected: Do not implement the request, as costs, issues, or risks outweigh benefits

At each regularly scheduled meeting, the DGC will review the outstanding data requests filed since the last DGC meeting.  High priority change requests will trigger meeting within one business day, or be disposed via e-mail and/or conference call.  At the meeting, the DGC will prioritize each request for implementation or reject the request. The DGC process Checklist includes:

  1. Gather data requests based on priority
  2. Review data requests during a regular or emergency change control board meeting, via e-mail, or by conference call.
  3. Assess the quality benefits, costs, issues, and risks for implementation of each data request.  
  4. Defer consideration to a subsequent meeting and obtain clarifying information if necessary.
  5. Prioritize data requests based on value to COM (e.g. strategic plan, mission, accreditation, etc.)

The DGC members will provide direction based on consensus.  The DGC coordinator will document all decisions and disputes in the meeting minutes

The meeting notes decisions and discussions will be saved and shared to the committee members via Box or Teams, when it is agreed upon.