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Play 2: Identify

Play 2: Identify Your Datasets

This Play lays the groundwork for the subsequent Plays by creating an inventory of your department’s datasets. Your data inventory is a core component of data sharing that provides data consumers with a list of datasets. The CalHHS data catalog of open data sets provides an example of this concept. In this Play, you will:

• Create a repository for your data inventory.
• Create a complete list of datasets.
• Review datasets for deprecation, archival, or purging.

Even if you already have a dataset inventory, it is a good practice to periodically audit your inventory to ensure your inventory is complete and accurate.

A bonus from creating your data inventory is that it establishes compliance with SAM (State Administrative Manual) 5160.1 Item 4, requirements for Agencies to maintain an enterprise data inventory.

Creating your data inventory is foundational for later Plays. For example, your data inventory is used in Play 4: Prioritize Your Data, is used to prioritize your datasets.

The Guide provides a distilled set of steps to create your department’s data inventory. Further instruction on creating a data inventory is available from the Centre for Agriculture and Bioscience International (CABI) data-sharing toolkit. The data-sharing toolkit’s metadata template is applicable across business domains.

Play 2.1: Create Your Data Inventory Repository

You can capture your data inventory using a data catalog tool or a spreadsheet stored in a collaboration platform (e.g., Microsoft Teams). A spreadsheet stored on a collaboration platform (e.g., Teams) is a quick way to launch your data inventory effort. You can always start creating your data catalog with a spreadsheet and migrate to a cataloging application later.

Once you have your platform established, configure it to capture fields that describe dataset (e.g., Database) key characteristics including:

• Title
• Program Name
• Description
• Tags
• Topic
• Security Classification(s)
• Data Update Frequency
• Related IT Systems
• Database Platforms
• Program(s)
• Program Point(s) of Contact
• Relationship to Other Programs

The Data Sharing Toolkit How to Create a Data Inventory provides additional guidance on characteristics and a sample data inventory format.

Play 2.1 Vignette: Sally and Carlos Create the Department’s Data Inventory Repository

Sally and Carlos meet to create the repository to store the California Department of Wellness (CDW) datasets. The CDW doesn’t have a data catalog platform to store the department’s dataset inventory. They decide to start the effort by using the Data Sharing Toolkit How to Create a Data Inventory to create a spreadsheet to store the department’s dataset inventory. They create a new “Teams Site” in Microsoft Teams to store the data inventory spreadsheet and to provide access to the department’s staff once the inventory is complete.

Once the CDW’s data-sharing improvement initiative receives executive approval, they will create a business case to deploy a data cataloging platform to better collect detailed metadata.

Play 2.2: Identify Your Department's Datasets

It's a challenge to identify all the data that exists in your department. Even if your department has a data catalog, it may not be up to date. Your department likely produces data from different systems and in various formats. Your datasets may also come from different sources including:

• Database/Datastores
• Report Result Sets
• Data Extracts
• Application Program Interfaces (API)

The knowledge of your department’s data may be distributed across multiple teams including:

• Information technology staff (e.g., Database Administrators) that manage your department's databases.
• Analytics staff that create reports and tailored datasets.
• Data management staff that create curated data sets.
• Program-level staff who created datasets on their own.

These roles may not be represented in your department, but staff who perform these functions can be interviewed to discover your department’s data.

Combining a list of your department’s programs and their corresponding technology platforms creates a comprehensive starting point to inventory your datasets. Although your information technology department likely has a broad view of data sources, they may not have visibility of systems developed by lines of business. Creating the inventory from both the program and technology aspects ensures your dataset list is complete and captures the information needed for your data-sharing efforts. The diagram below depicts the process of collecting your dataset inventory:

Identify and Describe Your Datasets

Later in Play 4: Prioritize Your Data, your team will prioritize datasets based on their relevance to department objectives and cross-program relationships. While creating an inventory, your interactions with other teams allow you to gather information on the department’s datasets to prioritize data-sharing efforts. Execute the steps below to establish your list of datasets and capture their characteristics:

1. Create a consolidated list by combining your department’s programs with your inventory of supporting IT systems.
2. Reach out to your IT staff to identify the program owners and points of contact for your systems. Once the points of contact are identified, interview them to gather and enhance the level of detail in your data inventory.
3. Review available materials (e.g., Description of Programs) to establish context for conducting interviews and discovery sessions effectively.
4. Conduct discovery sessions or interviews with program teams and data analysts to capture the following:
   1. A business-level description of the dataset.
   2. Relevant points of contact.
   3. Cross-program relationships.
   4. Relationship to department and agency objectives.

Populate your data inventory as you capture each dataset’s information to incrementally complete your department’s dataset inventory.

Play 2.2 Vignette: Sally and Carlos Inventory the CDW Datasets

Sally sets out to create a current inventory of the CDW datasets. Sally and Carlos’ effort to inventory the CDW data is depicted in the graphic on the following page:

Creating the CDW Dataset Inventory

After looking through the CDW, she finds an inventory of datasets. The file was last modified ten years ago. To ensure the inventory is current, Sally decides to use the previous inventory as a starting point and update it with the changes that have occurred over the past decade. Her approach is to first get an inventory of datasets known to the CDW Information Technology (IT) team and reconcile this inventory with the list of CDW programs.

Since Carlos recently joined the department, he has not yet learned about all the CDW systems. Carlos asks Andrea, the CDW IT Manager, for a list of the various databases and extracts maintained by CDW. The list from IT has high-level technical information on the datasets and some high-level description of the content but needs additional information from program teams to establish business context.

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Sally retrieves a list of the programs (e.g., Healthy Habits) run by the CDW. She added the related programs to the list of systems she received from IT. Sally adds the lists of the CDW programs to verify that the list is complete. She finds that the IT department’s list does not include a system used by the Healthy Habits program. She takes a note to find out more about where the Healthy Habits data is stored.

Before contacting the various programs, Sally prepares discovery session questions to gather the information she needs to complete the data inventory. Sally reads Play 4: Prioritize Your Data to develop questions to gather some initial information that will be later used to prioritize the CDW data-sharing improvement efforts.

The discovery sessions with the departments provide Sally and Carlos with the following:

• Business context to enrich the descriptions of the CDW datasets.
• The business point of contact for the dataset.
• Relationships to other CDW and CalHHS programs.
• General information to support the prioritization of data-sharing improvements.

Sally and Carlos also learn some unanticipated information through follow-up questions during the discovery sessions, including:

• In the meeting with the Healthy Habits team, Carlos and Sally learned that the program’s IT system is maintained by a vendor. Since the Healthy Habits program directly manages the vendor contract, it is not listed in the inventory from IT. They add the Healthy Habits to the list of datasets to get a complete picture of in-house and vendor- managed data.
• The Walk 2 Work program has a forthcoming modernization project. The data-sharing improvement effort includes planning, new system design, and data conversion for the modernization project. During the discovery session, Carlos and Sally learned that the program has created some datasets on their own without assistance from IT. They add these datasets to the inventory.
• The Your Environment team was unaware they could request data from other departments using a BUCP data-sharing agreement. This awareness increased interest in supporting Sally and Carlos’ efforts to improve data-sharing. Sally and Carlos scheduled a follow-up with Pankaj to provide an overview of data-sharing.

Sally and Carlos have created the complete inventory of the CDW datasets. The effort also made important new contacts with program and technology staff. Carlos interacted with various programs and staff to build his knowledge of the CDW programs.

After looking at many datasets, they realize this will be a significant effort, and focusing on priority data sets is the best approach.

Play 2.3: Create a Data Lifecycle Process

Your dataset inventory established in this Play is an input to data lifecycle management. The dataset prioritization effort in Play 4: Prioritize Your Data is an opportunity to identify datasets that are candidates for archival or disposal once your department has its data lifecycle processes in place.

It is important to periodically review your list of data for archival and purge. Datasets that are outdated, inaccurate, or no longer in use negatively impact your department by:

• Increase risk exposure and potential for data breaches.
• Unnecessarily incurring infrastructure costs and using of department technology staff resources.
• Inadvertent use of inaccurate or outdated dataset.
• Non-compliance with data retention and disposal statutory requirements.

Establishing data archiving and disposal processes and technical capabilities also support BUCP requirements for data disposal after the approvals data use authorization period ends.