P-20W+ COI Wiki Governance Process

Why Does This Wiki Have a Content Governance Process?

The P-20W+ Community of Innovation’s mission, vision, and three-fold purpose are:

Mission: To Enable cost-effective, efficient, and accessible P-20W+ systems to derive actionable data insights to reduce time to value, lower risk and cost for P-20W+ modernization efforts.

Vision: Leverage deep experience from states and expertise from solution providers to develop capabilities, artifacts, and products around common P-20W+ use cases to support modern P-20W+ data pipelines.

Purpose:

1. Accelerate progress of core states’ modernization efforts.
2. Align the market around common language, methodologies, and technical approaches to enable innovation and scale for states.
3. Structure and document the modernization experience to inspire and enable other states to be “fast followers.”

Ultimately, this means the COI must remain a trusted steward of publicly accessible information that supports states in their modernization work. We must be sure that the materials this wiki shares are unbiased and free from spam, vandalism, and marketing materials.

How Does the Content Governance Process Work?

The P-20W+ Community of Innovation has a Content Governance Committee and a Content Governance Plan that governs its web-presence. This includes the Data Accelerator and this wiki as a part of that platform. The full #Data Accelerator Content Governance Plan (Release 1.1 - 2023) is outlined below.

Wiki Content Governance Process

When a new article is created or edits are suggested to an existing article, the content is sent to moderation for primary review.

If the suggested content is deemed vandalism or spam, the content is rejected.

If the suggested content is not vandalism or spam, the content is compiled and submitted to the Content Governance Committee for review at their quarterly meeting.

If the suggested content is approved, it will be pushed live by a site admin.

If additional edits are required, a site admin will reach out to the author to coordinate those edits before pushing the content live.

Content Governance Plan (Release 1.1 - 2023)

Introduction

The Community of Innovation (Community) aims to leverage deep experiences from states and expertise from solution providers to develop capabilities, artifacts, and products around common P-20W+ use cases to support modern P-20W+ data pipelines. The intended outcomes of the Community are to accelerate progress of core states’ modernization efforts; align the market around common language, methodologies, and technical approaches to enable innovation and scale for states; and structure and document the modernization experience to inspire and enable other states to be ‘fast followers.’ 

Purpose 

The Community will host an array of internally and externally developed resources on a public-facing website (dataaccelerator.org) so that stakeholders can easily identify resources to support modern data efforts. This document details the content governance plan surrounding the resources housed within this website. 

Content Governance Plan  

The content governance plan for the website details the framework and processes the Co-Steward Team uses to manage website content and determine how it is selected, presented, and retained. It defines priorities, provides guidelines, and assigns ownership to team leadership and members to execute the established content strategy. 

This governance plan consists of three components: 

1. Content Selection 
2. Content Presentation 
3. Content Maintenance and Retainment 

3.1 Content Governance Committee 

A content governance committee (Committee) will be established by the Co-Steward Team and tasked with managing the three governance plan components. In doing so, this Committee will be responsible for reviewing newly developed and submitted resources for inclusion, monitoring the state of existing content, and removing guidance that is no longer viable and outdated. 

3.1.1 Operational Considerations 

The Committee will consist of 1-2 representatives from each of the following: the Bill and Melinda Gates Foundation, Co-Steward Teams, and Community members. Committee members will be identified by the Co-Steward Team. Members will serve a two year term. If any Committee member is unable to complete his/her term, the Partner represented by that member will nominate another individual to complete the term of the departing member. 

 The Committee will meet quarterly for one-hour standing meetings. Additional ad-hoc meetings may be held if all Committee members agree. If a Committee member is unable to participate in a standing meeting, he/she may provide a proxy to attend the meeting and vote on his/her behalf. 

Committee decisions and determinations require unanimous approval of all Committee members or their proxies.  

3.2 Content Selection 

The site will consist of Community-developed guidance and resources, as well as items developed outside of the Community. All Community-developed guidance and resources that adhere to the below criteria regarding topics, relevance, credibility, and efficacy will be presented on the site. The submission process outlined in section 3.2.2 is specific to guidance and resources developed outside of the Community. 

3.2.1 Topics, Inclusion Criteria, and Requirements 

To be considered for inclusion, proposed content must (1) be submitted via the Content Submission Form located on the site and (2) fall within one or more of the following data-related domains, or topics. Each of these topics, defined below, consists of multiple subtopics, thereby allowing for deeper resource categorization. 

Planning: The projection of expected future processes and resources. This includes strategic planning to define the purpose, vision, and goals of the system as well as actions and resources needed to reach those goals. It also includes establishment of detailed project plans with a defined scope detailing tasks, activities, and milestones, as well as documenting roles, responsibilities, and procedures that will support the development, implementation, use, and ongoing maintenance and enhancement of data projects. 

Governance: How organizations or groups of organizations make decisions about their collective information assets, thereby establishing responsibility for data quality, informing data use priorities, and providing a mechanism for establishing and continuously improving data policies and processes. 

Infrastructure: The framework for defining the technical architecture, components, modules, interfaces, and data for a system to fulfill functional requirements, align with the overarching purpose and vision, and support the implementation and ongoing maintenance of the system. 

Privacy: The branch of data management that deals with handling personal and other sensitive data in compliance with data protection laws, regulations, and general privacy best practices. 

Data Use: The process of examining data to inform decisions and actions, with the intention that, in combination with prior knowledge and experience, users and stakeholders achieve greater insight into best practices, program effectiveness, and policy determinations. This includes the practice of translating information into a visual context, such as a map or graph, to make data easier for end users and stakeholders to comprehend and identify patterns, trends, and outliers among large data sets. 

 The Committee will annually review the above topics to ensure they fully reflect the current landscape of available resource domains. The content governance committee may add topics, if deemed necessary. 

Upon determination that a proposed resource falls within one or more of the data-related topics, the Committee will determine if the resource is: 

• Contextually relevant (i.e., content's applicability to one or more of the identified topics) 
• Credible (i.e., unbiased topic analysis developed by a well-established source in their domain, including citations where appropriate) 
• High in quality (i.e., resource and its content has been adopted and employed by experts across the field and published by trusted industry leaders, thus demonstrating an ability to assist consumers in making informed decisions) 
• Information contained in the resource provides added value to the existing site resources. 

To further ensure the site remains a trusted clearinghouse of resources, contents must have been created or updated within the past 5-year window. 

3.2.2 Content Submission and Approval 

As stated, to be considered for inclusion on the site, both Community-developed and externally sourced guidance and resources must adhere to the established criteria. Only content developed outside of the Community must be submitted via the Contact Us form, located on the site. Submitted form responses will be captured in a shared location, outside of the site and accessible by Committee members. 

The content governance committee is responsible for reviewing all potential resources (including Community-developed and those submitted via the Content Submission Form) and making a determination based on the established inclusion criteria. The number of determinations made each meeting will be contingent upon (1) the number of content submissions awaiting decision, (2) the complexity, depth, and/or breadth of the resource, and (3) the availability of Committee members or their proxies needed for approval. Outside subject matter expertise or clarification of submitter’s form responses may be required to better inform the Committee’s decision. If additional time is required to make a determination due to any of the above, the content governance committee will inform the submitter via email of the expected determination timeline. 

If it is determined by the Committee that the submitted content meets the established criteria, the content submission request will be approved. At this time, the Committee will contact the submitter, including notification that the resource will be available on the site within ten business days of the corresponding determination meeting. Following an approval determination, the Committee must validate the information indicated on the original submission form (i.e., Designation of topic, subtopic, complexity) to ensure appropriate categorization. Any proposed changes will be communicated to the submitter. If it is determined by the Committee that the submitted content does not meet the established criteria, the content submission request will be denied and the submitter will be notified via email, including rationale when appropriate.  

3.3 Content Presentation 

Once approved, all content will be presented on the site’s ‘Resources’ page. External guidance and resources developed outside of the Community will not be uploaded to the site but linked to the source of origin or authoring organization website. This ‘Resource’ page will include a title/keyword search functionality, as well as capabilities to filter by topic and sort by resource type and complexity level, to be determined by the requestor and validated by the Committee. The ‘Resource’ page will promote an array of ‘Featured Resources,’ to be determined by the Co-Steward Team. 

The data-related topic designations are analytics, visualization, infrastructure, governance, planning, and privacy. The sub-topic designations are architecture, cloud solutions, data governance, data standards, data storage solutions, project management, research, research agenda, stakeholder engagement, storytelling, strategic planning, tools, and visualization. The resource complexity level designations are beginner, intermediate, advanced, all. 

The content type designations are analyst paper, article, case study, checklist, infographic, E-book, open-source code, PowerPoint, recorded webinar, solution brief, service offering, toolkit, video, website, whitepaper. Permitted file types include PDF, DOC, XSLS, CSV, PPTX, and PNG. Other content types and file types may be considered, at which point, if deemed accessible and approved by the Committee, guidance will be updated to reflect this change. 

3.4 Content Maintenance and Retainment 

The content governance committee will participate in an annual content review during which time all content and resources presented on the site will be examined to ensure ongoing adherence to the outlined criteria. In the event of an ineffective link to external sites or receipt of a copyright infringement notice from the Community, corresponding resources will be removed or updated on an as-needed basis. Otherwise, content will be reviewed on the annual cycle. As stated, given the constantly changing, and sometimes volatile, nature of the space, resources that have not been created, developed, or updated within the previous 5-year window will be removed from the site. 

To further promote the continued growth of the site’s content, the Committee will also be tasked with identifying novel resources that reflect the state of practice and would enrich the resource library available to all stakeholders.