Data Custodian/Application Custodian Responsibility Agreement

Definitions[1]

  • Data Custodian: The branch director[2] who establishes province-wide policy, definitions, and rules for business information within their mandate, to enable the ministry to gain maximum value out of the information.
  • Steward: A branch director who at the request of and on behalf of a Data Custodian, can be delegated technical decisions of how the data will be stored and retrieved (province-wide), or operational decisions of how systems processes will act on the data to maintain its technical integrity (province-wide). This would only happen if the Data Custodian does not have the appropriate operational resources available to provide the necessary functions.
  • Application Custodian: The branch director who sponsors projects to develop information systems, and provides ongoing support for those systems, to enable staff to meet business needs.
  • Data Resource Manager: A generic title for someone who is responsible for collecting and/or managing corporate data (to the standards set by the Data Custodian). The most senior manager in each office (district manager, regional executive director, or branch director) is ultimately accountable for ensuring corporate data collection and management is done properly (e.g. in the district) to enable effective business decisions.

 
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Preface

The intent of a Data Custodian and an Application Custodian having a responsibility agreement is to ensure clear understanding of the responsibilities each party has. The primary goal is excellent coordinated service to the client.

This is not a full list of Data Custodian or Application Custodian responsibilities; only general statements and those that relate specifically to cooperation between a DC and AC (see footnote 1 for more information). Each responsibility is listed under the lead role; if the other party has meaningful input, then of course they would bring it forward.

This is a template, to be used by any pair of Data and Application Custodians as a starting point to identify and agree which party will be responsible for what. For example, a DC/AC pair could decide to write up all the listed responsibilities, or just choose a few, or switch some. The end result for each DC/AC pair is that it is a business agreement between them.

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Responsibilities

Data Custodian

Application Custodian

Data Standards

  • Developing, communicating

Data Standards

  • ensure applications reflect standards developed

Data Collection Procedures and Standards

  • dealing with pure collection of information (e.g. measurements, manuals, forms, etc.). Rationalize gaps, overlaps, or issues relating to data standards
  • defining Q/A requirements
  • DC ensures the business processes designed by the AC for collection and reporting have maintained the integrity of the data, and the application's support of the business area.

Data Collection Procedures and Standards

  • those that deal with processing or storage of the information (e.g. software, tools, etc.)
  • defining Q/A processes for automated storage or information systems so users can rely on built-in checks to catch errors
  • defining, developing, and identifying workflow processes based on data standards and in consultation with Data Resource Managers

Data Integrity

  • defining Q/A requirements to ensure collected data meets defined standards - in consultation with Data Resource Managers

Data Integrity

  • designing and implementing Q/A processes for data collectors to follow to ensure collected data meets defined standards - in consultation with Data Resource Managers

Change Management

  • policy and standards
  • provide advance notice of proposed changes and impacts on applications

Change Management

  • common, corporate processes
  • work with DC to identify impacts of changes on applications and processes
  • work with DC to determine timing of application changes and releases

Training

  • focus on business policy and data standards

Training

  • focus on application

Information & Reporting

  • respond to business information issues or questions
  • business data requirements side [this is not clear]
  • define standard reports or routine reporting functional requirements
  • define and run special[3] custom reports, or respond to special requests for information

Information & Reporting

  • database query side; may involve Steward if one exists
  • develop standard reports and routine reporting functions (possibly with Steward)
  • provide tools, training, and support for running ad hoc queries or reports
  • assist DC with defining complex reports

Support Agreements

  • Developed and documented, including priority levels, resolution methods and maximum or estimated times
  • Contact and Escalation Procedures - include instructions on how an application or data user can get further assistance in utilizing the data resource

Support Agreements

  • Developed and documented, including priority levels, resolution methods and maximum or estimated times
  • Determining cause of error - AC to respond. If AC determines the application is not at fault, pass to group responsible but continue to ensure resolution.

Implementation

Implementation

Consultation

  • DC must ensure business issues are resolved and ministry staff understand how the data standards will meet the ministry's goals. Consultation re business policy.

Consultation

  

Data Standards Manager

  • Provision of a resource to which day-to-day DC responsibilities are delegated. Central point of contact for staff outside the branch. DC remains accountable for business decisions and delivery.
 

Application Support

  • provide support for business components, policy and standards

Application Support

  • provide a single point of contact Support Center
  • ensure support procedures and agreements are in place

NOTE: Processes and applications are covered by this agreement.

 
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Footnotes

[1] More information is available in Guide S35 - the Management Guide to Data Custodianship [back to "Definitions"]

[2] District and Regional Executive Directors are not Data Custodians because they do not have the mandate to act in a province-wide context. [back to "Definitions"]

[3] Note: the bulk of custom report requests can likely be completed by the client through the query and reporting functions provided by the Application Custodian.[back to "Responsibilities"]
 

(Signed) 

Data Custodian Council Working Group
Al Becker, Business Design
John Brodie, Forest Practices
Scott Clark, Resource Tenures & Engineering
Greg Goss, Compliance & Enforcement
Jeremey Janzen, Information Systems (Chair)
Doug Say, Information Systems