DSC Communication Plan
East Carolina University Data Governance Communication Plan
Document of Purpose
The purpose of this document is to describe communication of the ECU Data Governance (DG) Program to key Target Groups.
Objectives
Data Governance relies upon consistent, reliable communication to be effective. The DG Communication Plan is structured to ensure a consistent and traceable flow of information occurs between program participants and relevant constituents. More specifically, the communication plan is designed to:
- Initiate and maintain the precise communications needed for a successful DG Program
- Ensure participants are aware of the status of the program, planned initiatives and their specific responsibilities including key action items, decisions, or activities assigned to them
- Educate each employee and stakeholder regarding their role and responsibilities in data governance
- Manage changes in data governance as they occur
- Ensure a collaborative and transparent environment for data governance participants and activities
The Data Governance Steering Committee will monitor communication to ensure information is received and understood in order to ensure a clarity of message
Key Audiences
The Communication Plan is oriented to key DG Program participants including:
- University Stakeholders
- Chancellor’s Executive Council
- Deans and Directors
- Faculty Senate
- Staff Senate
- Information Resources Coordinating Council
- Office of Institutional Integrity
- Banner Change Management Committee
- Enterprise Risk Management
- Data Stewards
- Temporary Working Groups
Communication Methods
The DG Program will utilize multiple communication methods and channels to ensure key messages and collateral are disseminated and available to appropriate audiences.
Content will be captured within multiple formats including Word documents, spreadsheets, and presentations. Communications will be distributed through multiple channels including, but not limited to:
- ECU Data Governance web page
- Social media
- Meetings
- Presentations
- University PRR’s
Communication Plan
The following table describes key program communications. Note, however, that the communication plan is intended to be a flexible and ongoing framework for facilitating awareness, adoption, and participation in the Date Governance Program. Therefore, additional communication mechanisms are expected to be added as the program matures. Such additions will capture formal interactions with other business and IT groups as they are identified, as well as addressing requirements to support increasing scope and recognition of data governance over time.
Data Governance Program Communication
| Message | Purpose/Objective | Author | Audience | Frequency | Medium |
|---|---|---|---|---|---|
| ECU Institution Strategy | Communicate ECU strategic roadmap and planned initiatives to support identification and alignment of key DG initiatives | Data Governance Steering Committee | Data Stewardship Committee | Annually | • E-mail • Data Governance Website |
| Data Governance Program Update | Communicate DG Program achievements and progress tracking towards established program objectives | Data Governance Steering Committee | • Executive Council • Faculty Staff • Faculty Senate | Annually | • Annual Report • Data Governance Website highlights |
| ECU Initiative Update | Identify data related projects that require Data Governance and Data Steward support | Data Stewardship Committee | • Data Governance Steering Committee • Working Groups • Data Stewards | As Needed | • Email • In-Person Meeting |
| DG Updates & Latest Information | Provide access to latest information regarding DG initiatives, links to learning opportunities (Cornerstone), PRR’s, etc. | Data Stewardship Committee | All stakeholders | As Needed | • Data Governance Website • Technology Newsletter • Announce Email • Technology Digest • ITCS Information Security Office |
Standing Meetings; Event-Based Communications
| Message | Purpose/Objective | Author | Audience | Frequency | Medium |
|---|---|---|---|---|---|
| Data Governance Steering Committee Agenda | Communicate planned meeting discussion items and required decisions. Distribute applicable pre-read materials | Chair, Data Governance Steering Committee | Data Governance Steering Committee | Prior to each scheduled meeting | Data Governance Steering Committee SharePoint Site |
| Data Governance Steering Committee Agenda | Document DGSC discussions and decisions. Ensure Action Items have owners and due dates | Data Governance Steering Committee | • Data Governance Steering Committee • Data Stewardship Committee | Prior to the next scheduled Data Governance Steering Committee meeting | Data Governance Steering Committee SharePoint Site |
| Data Stewardship Committee Agenda | Communicate planned meeting discussion items and required decisions. Distribute applicable pre-read materials | • Chair, DSC • Chair-elect, DSC • Manager, Enterprise Data Management Support Services | Data Stewardship Committee | Prior to each scheduled meeting | Data Stewardship Committee Teams site |
| Data Stewardship Committee Meeting Minutes | Document DSC discussions and decisions. Ensure Action Items have owners and due dates | Manager, Enterprise Data Management Support Services | Data Stewardship Committee | Prior to the next scheduled Data Stewardship Committee Meeting | Data Stewardship Committee Teams site |
| Data Stewardship Committee Working Groups Minutes | Document Working Group discussions and decisions. Ensure Action Items have owners and due dates | Chair, Working Groups | • Data Governance Steering Committee • Data Stewardship Committee | Prior to next Working Group meeting | Data Stewardship Committee Teams site |
| Identity Theft Protection Committee Meeting Minutes | Document ITPC discussions and decisions | Chair, ITPC | • Data Governance Steering Committee • Data Stewardship Committee | After each ITPC meeting | Data Stewardship Committee Teams site |
Policies, Procedures, and Regulations
| Message | Purpose/Objective | Author | Audience | Frequency | Medium |
|---|---|---|---|---|---|
| Published University Policies, Procedures, and Regulations | Ensure approved PRR’s relating to data governance are published and available | • University Policy Committee • Identity Theft Protection Committee • Office of Institutional Integrity | Internal and External Stakeholders | As PRR’s are approved | • Email Announce • DSC Website • DHS Announce • University PRR Website |
| Data Governance Operating Procedures | Educate participants on defined process and methods for interacting with the Data Governance program | • Content Manager DG Website | Internal and External Stakeholders | As needed | Data Governance Website |
| Training and Stakeholder Responsibilities | Provide targeted education and training materials for Data Governance program | • DSC in conjunction with Data Stewards • Information Security Office • Office of Institutional Integrity | Internal and External Stakeholders | As needed | • Monthly Tips • ITCS Newsletter • Email Announce • DHS Announce • Speakers Bureau • Glossary of Terms • University PRR |