Data partnerships require that both parties build upon their individual agency program-level data governance. Part C and Part B 619 programs should jointly review and discuss with their partner agency existing agency governance and management policies that relate to data partnerships (e.g., destruction of data). Because individual agency data governance is rarely designed for the requirements of data sharing, a dual agency data partnership management plan is necessary. A dual agency plan should be jointly developed and implemented.
A data partnership management plan should specify the procedures and practices to support both the data partnership and the data sharing agreement. Partners may initially craft a simple plan that can be revised and added to over time. Effective data partnerships set the foundation for building a culture of data use.
Data Partnership Management Plan Considerations
In formulating data partnership management procedures and practices, consider addressing the areas below to guide discussions. Data partners may identify and discuss additional considerations not included in this list and skip any that are not relevant. The Data Partnership Management Plan Considerations Worksheet allows the parties to record notes for each consideration.
If no plan exists, a Data Partnership Management Plan Template supports adding content from the worksheet to complete a data partnership management plan. The template is fully editable and prepopulated with language to expedite data partnership management plan creation. After completing, periodically review and update it as needed.
Purpose of the Data Partnership
- Data Partnership Management Plan Considerations Worksheet. Partners can use this worksheet to guide discussions about the considerations and to take notes about key decisions or items for further consideration.
- Data Partnership Management Plan Template. Partners can use this template to create a data partnership management plan. Content from the worksheet may be transferred to the appropriate section of the template.
- What is the purpose of the partnership that necessitates the management plan?
- Who is involved in developing the plan?
- What are the goals of the partnership?
- What are the short-, medium-, and long-term outcomes supported by the partnership?
- What are the questions (as outlined by use cases) that need to be answered by this partnership (short, medium, and long term)? (E.g. DaSy Critical Questions)
- Who are the primary and secondary stakeholders impacted by the work of the data partnership? (See the Stakeholder Knowledge Toolkit)
- What other early childhood data efforts relate to this partnership? Specifically:
- What, if any, data sharing work have the partners already completed?
- What other internal or external early childhood data matching, linking, and/or integration work relates to this partnership?
Matched, Linked, and/or Integrated Data
- What types of data are included in the data partnership? (E.g., early childhood outcomes, transition data, enrollment data.)
- How will the data be processed, matched, linked, or integrated? Who (what role) will be responsible for this process?
- If a unique identifier(s) will NOT be used to match records, what alternative matching processes will be used?
- Where will the shared data be located and maintained?
Data Partnership Implementation
- Consider the management and oversight needed to maintain the partnership:
- How will maintenance and sustainability of processes and data output be supported by the partnership?
- How often will this data partnership be reviewed?
- Who (what roles) serve on the data partnership team?
- Who (what role) is responsible for what tasks (e.g., lead work, develop agendas, facilitating meetings, oversee matching, writing documentation, communicating progress)?
- How are the members identified?
- What is the frequency of the data partnership team meetings?
- What decisions can the partnership team make (e.g., data quality)? Conversely, what decisions require additional input, review, and approvals within the respective agencies, programs, and/or internal data governance bodies?
Data Governance Policy Analysis and Approach
- What data governance policies are applicable for the data partnership from each of the following data governance areas:
- For those applicable policies, what is the status of each partner’s data governance?
- What additional or revised data governance policies are needed within each partner’s agency or program for this data partnership?