Department of the Interior
Departmental
Manual
Effective
Date: 7/19/06
Series: Information Resources Management
Part 378: Data Resource Management
Chapter 1: Program Description and Objectives
Originating
Office:
Office of the Chief Information Officer
378
DM 1
1.1 Purpose. This chapter describes the policy and high
level procedures of the Department of the Interior’s (DOI) Data Resource
Management Program.
A. Data shall be
managed as a resource that supports the range of mission and functional areas
across the Department. The Data Resource
Management Program, in this regard, promotes the adoption of standards and
practices that encourage the sharing and exchange of information to further
enhance mission and business performance.
The Department’s Data Resource Management Program provides guidance and
governance for activities involved in the planning, definition, design,
creation, formatting, storage, access, securing, archiving, maintenance, and
sharing of data. These activities
address data requirements from the
conception of an information need through the logical design, physical
implementation and on-going maintenance.
B. This policy
serves as the overarching guidance document for data resource management within
DOI. Supplemental
handbooks, bulletins, instructions, and/or other guidance will address in
greater detail the procedures associated with the various functions of the DOI
Data Resource Management Program.
1.2 General. The Data Resource Management Program
encompasses the process of planning managing, controlling and protecting DOI
data assets while supporting DOI business functions and goals. It is a component of the DOI Data
Architecture.
A. The DOI Data
Architecture provides the framework to support the conceptual definition of
data requirements across multiple lines of businesses (LOBs) or functional
areas. These LOB data requirements are
then harmonized at the Departmental level to understand data relationships
spanning multiple LOBs for an enterprise view.
Data architecture artifacts are used to determine authoritative data
sources within DOI, minimize creation of duplicative data, and identify data
sharing opportunities. The DOI data
architecture is an integral part of the DOI Enterprise Architecture. Efforts to employ re-usable enterprise
architecture components can be effectively achieved provided that DOI
organizations understand and model their data in an application and technology
independent manner.
B. The Data
Resource Management Program provides processes for collaboration and
coordination of DOI’s enterprise data.
These data resource management processes result in re-usable building
blocks to foster the use of common information across the enterprise, agreed upon
business terms across business areas, and blueprints to communicate information
requirements to vendors and designers.
1.3 Authorities. The Data Resource Management Program is
established pursuant to: Section 515 of
the Treasury and General Governmental Appropriation Act of 2001 (Public Law
(P.L.) 106-554), the Clinger-Cohen Act of 1996 (P.L. 104-106), the Paperwork
Reduction Act of 1995, as amended (44 United States Code (U.S.C.) 3501-3520),
the Government Paperwork Elimination Act (44 U.S.C. 3501-3504), the Computer
Matching and Personal Privacy Act of 1988 (P.L. 100-503), as amended, the
Privacy Act of 1974, as amended (5 U.S.C. 552a (1995 and Supp. IV 1998),
Freedom of Information Act (FOIA) of 1966, as amended (5 U.S.C. 522), and OMB
Circular A-119 on the Voluntary Consensus Standards Policy.
1.4 Functions. The Data Resource Management Program
functions include:
A. Promoting and
encouraging the proficiency of data resource management by facilitating the
improvement of interoperability and data exchange, and by providing the means for
data sharing, controlling redundancy, minimizing data handling, (i.e., enter
once, use many), and improving data integrity.
B. Establishing a data resource management framework for
consistent implementation by DOI’s bureaus and offices and providing a
framework for policy and other guidance documents for effective data planning, analysis,
standards, modeling, configuration management, storage, retrieval, protection,
validation, and documentation.
C. Providing
a DOI Data Reference Model (DRM) in harmony with the DOI Enterprise
Architecture, and the Office of Management and Budget (OMB) Federal Enterprise
Architecture (FEA) including the Federal DRM.
The DOI DRM is DOI’s enterprise data model which documents data
structures and business rules to promote integrity, quality, consistency and
standardization of data used throughout the Department. The DOI DRM is one of the components of the
DOI Data Architecture. The DOI Data
Architecture provides the framework of procedures, processes, and mechanisms to
help organize and understand DOI’s data resources and the relationships among
them. The DOI DRM is the data
architecture artifact that provides the graphical depiction of DOI’s data
resource to include its attributes, relationships, and business rules.
D. Providing
a metadata repository to serve as the mechanism for defining metadata,
cross-referencing, consistency checking, and supporting the standardization of
data element names, definitions, relationships, and business rules in
accordance with the DOI Data Standardization Procedures and the International
Standardization Organization/International Electrotechnical Commission
(ISO/IEC) 11179.
E. Providing
education and assistance to staff on the principles, methods and techniques to
achieve a shared data environment.
1.5 Scope. The Department's Data Resource Management
Program policy applies to:
A. Work
pertaining to information and data performed by DOI organizational components,
consultants, contractors, universities, private sector organizations, and other
government (Federal, state, and local) agencies in planning, developing, and
maintaining information systems funded by and/or for the DOI.
B. All information systems and subsystems of the DOI organizational components across the Department whether or not those systems share data with other systems.
1.6 Objectives. The DOI Data Resource Management Program must
be implemented in ways that enhance mission performance through the effective,
economic acquisition, use, re-use, and sharing of data. Objectives of DOI Data Resource Management
are to:
A. Support
DOI operations and decision making with data that meets the need in terms of
availability, accuracy, timeliness, integrity, quality, and security.
B. Structure information systems in ways that
encourage horizontal, as well as vertical, sharing and exchange of data within
DOI, and with other Government Agencies and private sector organizations, and
including universities.
C. Recognize and
promote the importance of data and information as valuable resources requiring
management of their creation, use, storage, maintenance, preservation, and
disposition.
D. Enable
strategic information to be consistently and accurately derived from
operational data.
E. Establish and
maintain links between the DOI Enterprise Architecture and the DOI DRM.
F. Reduce the
cost and time required to transform, translate, or research the meaning of
differently named but otherwise identical data elements.
1.7 Definitions.
A. Community
of Interest. Collaborative groups of
users who must have a shared vocabulary to exchange information in pursuit of
shared goals, interests, missions, or business processes. Community of Interest members include any
agency representatives. They work to
resolve common issues affecting their communities.
B. Data. Data is a representation of facts, concepts
or instructions (structured, semi-structured, or unstructured) in a formalized
manner suitable for communication, interpretation or processing by people or by
machines.
C. Data
Architecture. A framework comprised
of a formal data resource management and standardization program, a recognized
community of data stewards of all the business lines across the enterprise, a DRM,
governance, and an enterprise data model. The framework serves the purpose of organizing
the interrelationships of data, (based on an organization’s missions,
functions, goals, objectives, and strategies), and providing the basis for the
incremental, ordered design and development of systems based on data modeling
methods.
D. Data Asset. Also referred to as the Data Resource. It represents a collection of data, or facts,
within a specific scope tied to a line of business or shared in common across
business lines. It is singular, such as
human resource data, recreation data, or trust data.
E. Data
Dictionary. A specialized type of
database containing metadata that are managed by a data dictionary system; a
repository of information describing the characteristics of data used to
design, monitor, document, protect, and control data in information systems and
databases; an application of a data dictionary system.
F. Data
Element. A basic unit of information
that has a meaning and subcategories of distinct units and values. It is also a property or characteristic that
is common to some or all of the instances of a data object. An attribute represents the use of a domain
in the context of a data object. (Synonymous with Data Attribute and Attribute)
G. Data Model. A graphical and semantic representation that
describes the data objects, their data elements, and relationships or
associations with other data objects.
H. Data
Object. A representation of real or
abstract things (people, objects, places, events, ideas, combinations of things,
etc.) that are recognized as the same type because they share the same
characteristics and can participate in the same relationships. It is also referred to as a data entity in
relational data modeling.
I. Data
Resource Management. Data resource
management is synonymous with data administration. It is a DOI Enterprise Data Architecture
program function including development and coordination of the policies and
plans for the identification, definition, collection, organization, correction,
storage, protection, processing, communication and disposition of data and
information in information systems.
J. Functional
Area. A functional area (e.g., human
resources) is comprised of one or more functional activities (e.g.,
recruitment), each of which consists of one or more functional processes (e.g.,
interviews candidate).
K. Information. Data with context; the meaning that a human
assigns to data by means of the known conventions used in their representation.
L. Information
System (IS). Information Systems are
organized combinations of human resources, Information Technology equipment,
software and established methods and procedures designed to collect, process
and/or communicate data or information for the purposes of supporting specific
administrative, mission or program requirements. This includes application systems, databases
and management information systems.
M. Interoperability. The capability of one system, and/or its
components, to efficiently and effectively exchange information, data, and
logic with one or more systems.
N. Life Cycle
Management (LCM). A management
approach, which provides a structured, sequential process for planning and
control of an information resource from inception to replacement or
termination.
O. Metadata. Information describing the characteristics of
data; data or information about data; and descriptive information about an
organization’s data, data activities, systems, and holdings. Specifically, these data concern the DOI DRM
and the formal enterprise data resource.
1.8 Responsibilities. The development and management of a
Department-wide Data Resource Management Program is an integral part of the DOI
Enterprise Architecture work. The Data
Resource Management Program management responsibilities are:
A. Chief
Information Officer (CIO) for DOI. The
DOI CIO has overall responsibility for the DOI Enterprise Data Architecture
including the management and coordination of the DOI Data Resource Management
Program for the effective and efficient use of data in information systems
within the Department. The CIO issues
and maintains DOI Data Resource Management policy and procedures in
coordination with the appropriate DOI officials; designates or assigns a DOI
Data Architect to administer and manage the program on a day-to-day basis; represents
the DOI to other Government agencies, standards developing organizations, and
industry on matters pertaining to the development and adoption of data
standards or delegates such representation to the DOI Data Architect or the
appropriate Principal Data Steward.
B. Program
Assistant Secretaries. Program
Assistant Secretaries serve as Executive Sponsors and are responsible
for designating Principal Data Stewards for each functional/subject area under
their purview and delegating decision-making authority pertaining to data
requirements, data standardization, and data quality for their
functional/subject area; ensuring
adequate funding for Principal Data Stewards to effectively develop and
maintain their respective functional/subject area view of the DOI DRM and
executing their responsibilities for the DOI Data Resource Management Program.
C. Principal
Data Steward. Coordinates the
creation or review of proposed data standards with all business data stewards
and bureau data architects for their respective business subject area. Maintains current DOI data standards for
their respective line of business.
Submits proposed data standards to the DOI data architect for formal
review. Resolves review comments and
conflicting data issues. Champions the
use of the official DOI data standards.
D. DOI Data
Architect. Chairs the Data Advisory
Committee (DAC). Is responsible for the
overall management and execution of the DOI Data Resource Management Program
and for ensuring the technical correctness and consistency of data resource
management products. Develops and directs the implementation of DOI data resource
management policies, standards, and supplemental guidance. Maintains and
publishes the DOI DRM in coordination with Principal Data Stewards and Bureau
Data Architects. Ensures harmony of the
DOI DRM, where practical, with the Federal Enterprise Architecture Data and
Information Reference Model. Establishes DOI DRM integration
procedures and manages the integration of logical data models into the DOI DRM. Facilitates formal
cross-functional reviews of proposed data elements. Arbitrates and resolves data related issues
presented after a formal review. Serves
as the functional proponent of the DOI metadata registry.
E. Heads of Bureaus
and Offices. Establish and maintain
a bureau/office data resource management program in accordance with
Departmental policies, procedures, and supplemental guidelines, and cooperates
with the CIO in the development of policies, procedures, and guidelines for the
Departmental data resource management program.
F. Bureau/Office
Chief Information Officer. Represents
bureau/office interests to the DOI Chief Information Officer and the DOI Data
Architect on all matters related to data resource management, designates a
Bureau/Office Data Architect to represent bureau/office interests to the DOI
Chief Information Officer, the DOI Data Architect, and the Principal Data
Stewards on all matters related to data resource management, ensures appointment
of Bureau/Office Data Stewards for each of their respective business functional
areas, and plans and provides resources necessary to effectively carry out
assigned data resource management and aligning these activities with the DOI
Capital Planning and Investment Control Process.
G. Program
Manager. Responsible for the
identification of data requirements to be satisfied by an information
system. Under situations where an
information system is to satisfy joint requirements in a community of interest
or line of business, the Program Manager is responsible for ensuring that the
data requirements are identified, reconciled, and described. Responsible for ensuring the establishment
and reuse of data standards in information systems design, development,
modification, and improvement efforts.
Responsibilities include the capture of metrics on the use and quality
of data standards in information system efforts and development of data models
supporting the establishment and reuse of data standards. Works directly with the Bureau Data Architect,
Business Data Stewards, Database Administrators, and Subject Matter Experts to
implement accepted business rules, best practices, data standards, quality
control procedures, and security requirements for bureau subject areas or
business lines.
H. Bureau/Office
Data Architect. Implements the
Enterprise Data Resource Management and Standardization Program within the
bureau/office with the assistance of the DOI Data Architect. Maintains bureau/office unique standards in
coordination with business data stewards.
Facilitates the timely development,
review, modification, and/or establishment of DOI data standards and business
rules with the DOI Data Architect, DOI Principal Data Stewards, Bureau Business
Data Stewards, and other DOI Bureau Data Architects, in accordance with the DOI
DRM, DOI Metadata Repository, DOI Data Standardization Procedures and other
supplemental guidance. Facilitates the identification and leveraging of bureau data standards
as candidates for adoption as DOI data standards. Works closely with the Bureau Business Data
Stewards to review comments and recommendations presented during formal reviews
of cross-bureau data standards. Works
directly with the DOI Principal Data Stewards and Bureau Business Data Stewards
to resolve data standard issues.
J. Data
Advisory Committee (DAC). The DAC is
comprised of bureau and office data architects and representatives. The chairperson of the DAC is the DOI Data
Architect. The DAC is a chartered group
to provide guidance and direction for the implementation of DOI’s Data Resource
Management Program, to provide a forum for seeking consensus, and to resolve
data resource management issues. The
group serves in an advisory capacity for data resource management related
issues to the E-Gov Team.
K. E-Gov Team. The E-Gov Team is a DOI chartered committee
comprised of senior managers representing various DOI bureaus and offices. This team approves the DAC work priorities,
ensures work priorities are consistent with business requirements, and provides
arbitration on data issues that cannot be resolved by the DAC or the DOI Data
Architect.
L. Subject
Matter Expert. Works directly with the Business Data Steward to develop,
review, modify, and/or establish data standards for bureaus’ own subject areas or business
lines, in accordance with the DOI DRM, DOI Metadata Repository, and DOI Data
Standardization Manual. Analyzes
business requirements and/or logical/physical
data models to ensure secure and appropriate interfaces and connections among bureau
systems, applications, and databases.
Performs data accuracy and quality assurance checks, and conducts
recurring (periodic) data quality reviews to ensure compliance with established
DOI and bureau data standards. Documents
quality assurance reviews and communicates all data-related changes with the
appropriate Business Data Stewards and Subject Matter Experts.
M. Database
Administrator. Develops and implements
logical and/or physical data models within the bureau's relational database
management system (RDBMS). Designs,
develops, and implements appropriate interfaces and connections among bureau
systems, applications, and databases, including the creation of database views,
referential integrity constraints, and primary/secondary keys as outlined in
the logical and/or physical data models.
Works directly with the Subject Matter Experts and Business Data
Stewards to implement data standards, best practices, quality control
procedures, and security requirements for bureau subject areas or business
lines as directed. Updates and maintains data definitions for
use in production environment. Implements data access and ensures that access is aligned with the
security requirements specified by the Subject Matter Experts and Business Data
Stewards. Tunes the RDBMS to achieve
maximum performance and ensures the day-to-day care, functionality, and utility
of the RDBMS.
1.9 Policy. It is the policy of the
Department to:
A. Implement data
resource management aggressively in ways that provide clear, concise, consistent,
unambiguous, and easily accessible data DOI-wide, and that minimize the cost
and time required to transform, translate, or research differently described,
but otherwise identical data.
B. Improve the
way an organization uses data by defining data structuring rules and standards
consistent with ISO/IEC 11179, planning for the efficient use of data, and
coordinating data definitions and structures among organizational components.
C. Standardize
and register data elements via the DOI’s Metadata Repository to meet the
requirements for data sharing and exchange among information systems throughout
the Department.
D. Reuse applicable external data standards developed from
standards bodies at Federal, national, and international levels before creating
DOI data standards or using common commercial practices. This includes but is not limited to the reuse
of Federally mandated standards under Federal authoritative directives such as
Executive Orders, or Office of Management and Budget (OMB) Circulars.
E. Convert
non-standard data required from commercial-off-the-shelf data sources or other
sources external to DOI to the DOI standard data elements only when justified
by mission requirements, feasibility analysis, and a cost-benefits analysis,
otherwise the non-standard data elements shall be mapped to the DOI standard
data elements.
F. Promote
standardization of data elements in DOI in a manner consistent with
requirements for sharing data among DOI Executive Sponsors, the Heads of DOI
organizational components, with other government agencies (Federal and state),
and private organizations.
G. Protect
the data resource from deliberate, unintentional or unauthorized alteration,
destruction and/or inappropriate disclosure or use in accordance with
established Department policies and practices and Federal regulations.
H. Manage
data usage and sources through the data stewardship principles of administering
and controlling data quality and standards in support of Department goals and
objectives.
I. Levy the
burden of cost of conversion to DOI standard data, regardless of the origin of
the requirement for information, on the Head of the DOI organizational
component responsible for the DOI information systems using non-standard data,
unless otherwise mutually agreed by all parties involved, and the DOI Data
Architect is informed of the agreement.
1.10 Procedures.
A. The DOI data
resource management procedures provide for:
(1) Implementing the policy described in
section 1.9.
(2) Defining and implementing strategies and
criteria for converting from non-standard data elements to DOI standard data
elements
(3) Developing requirements for methods and
capabilities that permit rapid generation and manipulation of data models.
B. The data
resource management procedures apply to all data elements that are used in, but
are not limited to, the functional/subject areas described in the DOI Business
Architecture.
C. DOI data
resource management procedures shall provide uniform instructions for
implementing DOI data resource management.
These procedures shall:
(1) Identify
planning, reporting, and resources requirements for effective DOI data resource
management.
(2) Establish
DOI standard data element naming conventions in harmony with ISO/IEC 11179 and
uniform procedures to define and maintain all DOI standard data elements.
(3) Describe
the detailed administrative relationships among the DOI Data Architect, the
Bureau Data Architects, the Principle Data Stewards, and the users of data.
(4) Provide
guidance for users of the DOI Data Registry, including how to access and use
the metadata.
D. DOI standard
data elements shall be used when stating information requirements and when
designing, developing, or modifying Information Systems. Compliance shall be determined by officials
authorized to review and approve information systems.
E. Non-standard
data acquired from Commercial-off-the-shelf (COTS) data sources or other
sources external to the DOI shall be converted to DOI standard data elements
only when justified by mission requirements, feasibility analysis, and a
cost-benefits analysis.
F. Identify the
mechanism to structure, store, collect, and maintain metadata within the DOI so
that metadata:
(1) Is
readily accessible to and understood by the Heads of the DOI Bureaus/Offices.
(2) Can
be made available to commercial enterprises proposing or developing DOI systems.
(3) Is
protected in accordance with the Federal Information Security Management Act.
7/19/06 #3713
Replaces 5/15/90 #2892