Data Governance is not optional anymore. Organisations still scramble to secure the required budget to implement a desired level of data governance maturity… until now! This playbook describes a technique to implement basic data governance within a limited budget.
When an organisation faces severe budget constraints for data governance, a resourceful and innovative approach is crucial. By prioritising key elements, a solid data governance framework can uphold data quality, security, and compliance even without substantial financial resources.
Practical Steps for Achieving Basic Data Governance:
1. Prioritise & Focus
Critical Data Identification: Identify the most crucial information assets for the organisation, such as customer details or sales records, and focus governance efforts on these.
Immediate Problem-Solving: Address specific areas of concern like regulatory compliance or operational inefficiencies.
2. Rely on Existing Resources
Multidisciplinary Teams: Form teams with representatives from various departments to share responsibilities and pool knowledge.
Inclusion of Volunteers: Encourage employees to voluntarily participate in data governance projects.
Internship Programs: Offer placements to students studying data management or related fields, providing them with practical experience while assisting with data governance tasks.
Use Free or Low-Cost Tools: Explore open-source data governance tools or cloud-based solutions with free tiers.
3. Start Small & Grow
Pilot Projects: Begin with data governance initiatives in specific departments, like finance, before expanding.
Improvement Cycles: Review and adjust data governance practices quarterly.
4. Derive Business Value
Showcase ROI: Highlight savings achieved through improved data quality, such as fewer entry errors or faster report generation.
Aligning With Business Goals: Ensure data governance supports strategic initiatives like enhancing customer value or launching new products.
5. Developing a Data Culture
Data Literacy: Provide training on data basics to all staff, especially those not technically oriented.
Data Stewardship: Assign data stewardship responsibilities, such as overseeing customer data, to relevant teams.
Communication: Develop a data governance newsletter or intranet page for company-wide communication.
To further simplify the data governance framework, focus on essential elements that form the backbone of your data governance efforts.
Suggested Basic Policies
- Data Access Controls: Define who has access to data and implement privacy policies.
- Handling Procedures for Data: Establish basic rules for handling, storing, and sharing information.
- Retention Policy for Data: Outline business rules for data deletion.
Main Roles in Basic Data Governance
- Data Owner: Responsible for the quality and accessibility of major datasets.
- Data Steward: Assists with day-to-day data governance tasks, potentially as volunteers or part-time workers.
Data Security and Compliance
- Essential Security Measures: Implement strong passwords, regular backups, and inherent system security functions.
- Checklist for Compliance: Keep this list simple to meet minimum standards.
Data Quality and Inventory
- Spreadsheet Inventory: Use a single spreadsheet to list critical datasets, their owners, and access permissions, including definitions and key contacts.
- Data Quality Checks: Introduce manual data quality checks periodically.
- Simple Data Validation: Apply simple validation rules in spreadsheets or databases to prevent data entry errors.
Use Publicly Available Frameworks and Templates
- Frameworks: Utilise governance frameworks like CMMI Data Management Maturity Model or DAMA-DMBOK, tailored to your needs.
- Templates: Access free templates for governance policies, data inventory, and data dictionaries available online.
Low Cost Tools and Techniques
- Data Cataloguing: Document data sources using spreadsheets, including definitions, owners, and uses.
- Data Quality Assessment: Conduct manual profiling and validation using SQL queries.
- Data Lineage: Map information flows using flowcharts.
- Data Security: Implement role-based permissions and encryption.
- Simple Monitoring: Monitor data access and changes using basic logging features, regularly reviewing for any unusual activity.
These practical tips provide a starting point; however, the effectiveness will depend on factors like the organisation’s size, industry, objectives, and unique challenges that may require further tailoring.
Consider starting your data governance activities with a small, targeted approach that focuses on creating value. This allows you to begin making meaningful progress without waiting for the ideal budget. Starting with a sharp focus on key areas can lead to valuable insights and build a foundation for future expansion.
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Abhinav Sharma
Partner
Manjusha Bhakta
Principal
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