Managing Data as a Strategic Asset
Final Data Strategy Coming February 2021
Data is increasingly one of the most valuable assets entrusted to the State of Oregon. However, it must be managed strategically in order to realize its value. Oregon’s State Data Strategy is a tool designed to help State agencies within the Executive Branch better utilize, manage, govern, use and share the data assets they create and maintain on behalf of Oregonians.
Longstanding principles to guide how the state views, manages, and sets objectives around its data
Practices for how the state approaches data and acts based upon our identified data principles.
Identified actions for agencies and the Chief Data Office to uphold the principles and practices of the Oregon Data Strategy.
The Oregon Data Strategy is designed to have some timeless components, such as the principles and practices, in addition to an action plan that will be updated regularly as the state makes progress towards its goals. The State has currently completed a draft of the principles, practices, and action plan and has released this version for a final comment period.
The State is seeking public comment and feedback on these core elements of the State Data Strategy. The draft data strategy is available below as a .pdf download. Constituents, organizations, academic institutions, non-profit organizations and any other interested parties are invited to submit comments until December 15, 2020. Information on how to submit comments is listed below.
About the State Data Strategy
The intent of the data strategy is to ensure that agencies are consistent in how they treat and manage data across the enterprise and to create efficiencies and process improvements for how state agencies are currently managing data. The strategy also provides a consistent framework and timeless aspirational principles and practices that agencies can use to guide their actions in managing, utilizing, and sharing data.
Oregon’s Chief Data Officer (CDO), recently established pursuant to ORS 276a.350-374, is responsible for the development of Oregon’s Data Strategy The CDO convened an advisory group with representation from Executive Branch agencies, along with facilitation and IT consulting services support from Gartner, to work towards creation of the state data strategy.
The timeline and methodology for Oregon’s strategy is closely based on the development of the first ever Federal Data Strategy. The Chief Data Officer has formed an advisory group with representation from a diversity of state agencies and policy areas, including the Department of Transportation, Department of Education, Oregon Health Authority, the Oregon Employment Department, Oregon Youth Authority, and Oregon State Marine Board. These agencies were selected to represent a range of service areas, agency sizes and budgets, and data needs.
The Chief Data Officer Advisory Group has met consistently with facilitation and support from Gartner to develop principles and practices, and is releasing a draft version of both the Data Principles and Identified Data Practices for public comment and suggestion. These draft principles and practices are the backbone of the State’s Data Strategy, and will inform creation of an action plan for how the State will work to leverage data as a strategic asset.
The Oregon State Data Strategy is being developed through an iterative process, with opportunities for the public, state agencies, and all interested constituents to provide feedback. The three phases include the following:
(Completed August 24)– Release of Draft Mission/Vision, Practices and Principles and solicit feedback on these components. Collect all feedback and use to finalize Mission/Vision, Practices, and Principles for the Phase 2 draft. Dates: July 6 - August 24
Phase 2 (Current Phase)– Finalize the Mission/Vision, Practices and Principles and use these components to build a 1-3 year Action Plan and solicit public feedback on the Action Plan to develop the final State Data Strategy. Dates: October 26 - December 15, 2020
Phase 3 – Develop final Oregon State Data Strategy based upon feedback in Phase 2. Release final strategy publically. Anticipated date: February 1, 2021
Individuals and organizations are invited to provide feedback on the second phase draft of the Oregon Data Strategy through December 15, 2020.
Feedback may be submitted using the google form below or by emailing Oregon.DATA@oregon.gov
All feedback and comments will be posted on the data strategy website.
Oregon's Data Principles
1. Govern: Manage data as a strategic asset for the public good
2. Leverage: Use the State’s data to improve the lives of Oregonians through effective and efficient government
3. Protect: Preserve the privacy, quality,and integrity of the data we hold in trust
4. Share: Promote responsible data sharing across agencies and with external partners
5. Plan: Be intentional in our collection and use of data and design with the future in mind
6. Engage: Embrace equity and inclusion in how we collect, use, and share data for the communities we serve
7. Show: Model transparency in our work to educate others about our data assets and how they are used
8. Learn: Promote a statewide culture of learning and collaboration in the use and analysis of data
9. Empower: Educate data leaders within our organization and empower all individuals to use data appropriately, ethically, and effectively
10. Lead: Establish structures for accountability and responsibility for the management of our data
Oregon's Data Practices
- Establish and sustain data governance within state agencies to manage data throughout its lifecycle
- Build data governance within policy areas and across shared business functions
- Create a holistic approach to data governance that incorporates related policy areas such as data classification, data retention, and information management
- Inventory and identify high-value and mission-critical data assets within the State's possession
- Conduct an organizational assessment of the State's current data governance maturity
- Recognize the value of data beyond the initial purpose for which it was collected and work to identify new and innovative ways to use data to improve decision-making, program design and program outcomes
- Contextualize our data through the creation and dissemination of data documentation; e.g., data dictionaries, schemata, and standards
- Implement, adopt, and create shared data standards whenever possible to facilitate use and data sharing
- Build policies and guidelines to safeguard data quality, integrity, and authenticity within agency data governance programs
- Ensure agencies have the necessary policies and procedures in place to manage access to critical data and maintain confidentiality
- Establish centralized privacy guidelines to improve data sharing and protect confidentiality
- Acknowledge and work to overcome cultural barriers to data sharing within and amongst agencies and state partners
- Facilitate inter-agency coordination and data sharing to identify shared solutions to common concerns and program objectives and to better utilize data resources
- Facilitate data sharing across all levels of government, including local, tribal, regional, and federal government agencies
- Preserve data according to state and federal records retention and security requirements
- Implement data minimization to collect only relevant and necessary data
- Adopt and build with open standards wherever possible to ensure interoperability and portability
- Incorporate data architecture planning and practices consistently into planning for IT projects
- Create engagement opportunities for and give voice to underrepresented communities regarding the State's data practices through opportunities for feedback and by supporting data literacy and data sharing
- Center data justice and equity in how we collect, maintain, and use data throughout its lifecycle
- Acknowledge and clearly communicate the limitations of our data
- Recognize that data contains biases and work to clearly document and establish plans to mitigate bias within the data we maintain and in how we use data to make decisions
- Build the State's open data architecture and program to create a culture of proactive transparency
- Create a statewide community around the definition, identification, and stewardship of authoritative data sources
- Explore new platforms for data sharing and integration, with a focus on automated data pipelines
- Provide the ability for/access to analytics platforms or data presentation and visualization layers
- Advocate for the use of data throughout each state agency and facilitate data-informed decision-making in all agencies
- Build a data literacy program and training that allows for upskilling of employees in the use and management of data
- Establish frameworks for cross-agency collaboration and data integration to solve shared challenges
- Encourage the use of different visualization tools and communication tools to share insights from our data to a wide range of audiences
- Pursue sustainable funding mechanisms and data investments to support data utilization across all agencies
- Focus on data driven decision making in data resources and training
- Utilize the Chief Data Office to enhance data collaboration and coordination at the enterprise level
- Develop policies and procedures to guide how agencies establish authority structures for managing data
- Build guidance and best practices for data architecture
- Seek to reduce duplication of effort where possible to increase efficiency around the use of data
State Data Strategy Comments Received - Phase 2
Comment period for this portion is October 26, 2020 - December 15, 2020
Comments Sync daily at 5pm
Comments Submitted via email (Oregon.Data@oregon.gov)
Foundations for a Better Oregon Public Comments on Oregons Data Strategy.pdf
OCHIN Oregon Data Strategy Public Comments.pdf
ORRAI Oregon Data Strategy Public Comments.pdf
State Data Strategy Comments Received - Phase 1
Comment period for this portion is July 6, 2020 - August 24, 2020
Comments Submitted via email (Oregon.Data@oregon.gov)
FW_ Oregon Data Strategy - Public Comment and Feedback period.pdf
Comments Submitted via Google Form