Archive for the ‘Stewardship’ Category

Data Governance & Stewardship

Friday, December 2nd, 2016

Stanford’s Data Governance vision is that Stanford’s institutional data is trusted, understood, accurate, and is provided and used in a meaningful, secure and consistent manner.

Many of Stanford’s current Data Governance activities fall under the umbrella of Stanford University Data Stewardship (SUDS), which focuses primarily on the development of definitions and other metadata for data elements used in BI reporting projects.

Stanford’s Data Governance Center, which houses the SUDS Data Dictionary and other metadata resources, can be found at

An annotated index of Stanford’s Data Governance resources is available at

In keeping with Stanford University’s educational mission and commitment to openness, our Data Governance materials are made freely available wherever possible. We welcome ongoing discussions around these, and appreciate hearing about downstream uses of Stanford’s Data Governance resources, especially in conference presentations, white papers, or other public contexts.

If you have any questions, would like to discuss ways that you or your team could become involved, would like to request access to any of our resources, or believe that you’ve identified a Data Governance, Data Quality or Data Stewardship opportunity at Stanford, please don’t hesitate to contact us.

Kathleen Warmoth
Data Governance Manager

“What do data governors do all day?”

Monday, November 10th, 2014

An informal presentation, at the invitation of a former student:


Stay tuned next week for two more installments of Stanford DG/DS’s November 2014 lecture tour!

‘Calendar map’ released

Wednesday, July 30th, 2014

The recently released ‘calendar map’, a joint effort of Stanford University data stewardship and IR&DS, illustrates relationships between annual calendars and other time periods at Stanford, including the fiscal year (9/1-8/31), academic year (9/23-8/22, for AY2013-14), and GFS aid year (10/1-9/30).

This and other data stewardship ‘maps’ are available at



Data dictionary migrated to Collibra

Wednesday, July 30th, 2014

As of June 3, our SUDS Data Dictionary has migrated from Confluence to Stanford’s new Collibra-based Data Governance Center.


Initial users are extremely enthusiastic about the extremely powerful content management capabilities that this tool provides.

User resources include the ‘SUDS-ZOO Dictionary‘ sandbox, where users can experiment freely with the tool, without editing live content, as well as documentation compiled in our Collibra Resources community.

Best practices for SUDS groups

Wednesday, July 30th, 2014

SUDS-SC has approved a set of best practices for managing our SUDS groups (

These were developed to support groups in efficient development of high-quality, reusable definitions and other metadata aroundkey institutional data. Themes include supporting consistency across efforts, encouraging volunteer participation, maintaining motivation, and increasing awareness and engagement at all levels of the university community.

Stanford at MDM/DG Summit

Wednesday, July 30th, 2014

On June 18, Kathryn Flack Potts and Matthew Hoying delivered a presentation on Stanford’s data stewardship experiences at the 2014 MDM & Data Governance Summit in San Francisco.

Slides: mdmsf14-StanfordUniversity [PDF]

SUDS membership expectations

Wednesday, July 30th, 2014

Stanford’s data stewardship steering committee (SUDS-SC) has developed and approved an overview of expectations for participants in our subject area SUDS groups, available at

“While much of the content developed through [the data stewardship] process is driven by specific BI reporting projects (e.g., definitions for data elements in a particular set of new reports), our goal is to create content that can be re-used to meet future needs in new contexts (reporting or otherwise) without re-work.

This is accomplished by ensuring both that content is consistent with Stanford policies and other official documentation and that it is developed and reviewed by a broad cross-section of campus stakeholders as well as the responsible functional areas. For this reason, consistent participation by representatives of diverse campus units is critical.”

Data Naming Standards

Wednesday, July 30th, 2014

A detailed set of naming standards for data elements in BICC-sponsored reporting projects has been approved by the data stewardship steering committee (SUDS-SC) and the BICC steering committee.

These standards support the use of official names that serve as unambiguous identifiers of specific entities and data elements. Official names are intended for broad audiences who may not be familiar with each element, and for contexts where precise identification and definition of elements is critical. For users who aren’t already familiar with an element, the official name should be informative about its nature.

The naming standards include both structural principles (eg, names should include standard identifiers of the element’s entity, attribute, and data class) and controlled vocabularies (eg, restricted sets of defined class words, approved abbreviations). Approved terms in the SUDS data dictionary should be fully compliant with these standards, and the use of reporting aliases should follow standard principles around usage and documentation.

Related materials:

SUDS-SPO releases “Award-Agreement Map”

Wednesday, July 30th, 2014

The SUDS-SPO group (Stanford University Data Stewardship – Sponsored Projects) has released a graphical overview of relationships among major entities in sponsored projects, including sponsored proposals, sponsored agreements, sponsored awards, and Oracle awards.


This and other data stewardship ‘maps’ are available at

Progress in metadata standardization (SUDS-SC Meeting 2/18/2014)

Saturday, February 22nd, 2014

In the steering committee meeting on February 18, we reviewed the significant recent progress in standardizing the data dictionary. Contents are becoming significantly more structured, allowing the information to be increasingly useful and flexible. Recent improvements include:

  • Attributes are now all explicitly noted in the Is Attribute Of field; this information is much more reliable than the many ways attribute structures had been tracked before
  • Common core content in Relationships and Discrepancies have been extracted into distinct fields (Is Type Of; Different From)
  • All available details on approval statuses are explicitly noted; the Status field now allows for progress metrics (e.g., IPESIRIS).
  • Types of references to external content has been assessed; citation formats identified and standardized; goals articulated; documentation in development.