1. Conducting your own Data Life Cycle Audit
Presented by:
Information Technology Advisory Group
ITAG
December 3, 2003

2. Format of Presentation
ITAG Overview
What is the Data Life Cycle
Why should you conduct a Data Life Cycle Audit
Steps to conduct your own Data Life Cycle Audit
December 3, 2003

3. ITAG Overview
Strategic technology consulting firm that focuses on the alignment of business and technology.
Started in 1998
Primary market is associations (member-centric organizations)
Created the ITAG Alliance
December 3, 2003

4. ITAG Overview Proven methodologies: Business Technology Alignment
Strategic Planning
Business Intelligence
Technology Selection & Implementation
Technology Initiative Management
Business Continuation / Disaster Recovery Planning
December 3, 2003

5. What is the Data Life Cycle?
The Data Life Cycle are the phases in which data moves through the organization. The different phases include how the organization collects, stores, processes and disseminates their key data.
Key data defines the most critical or important data elements that are pertinent to supporting an internal organization’s specific business processes.
December 3, 2003

6. Why should you conduct a Data Life Cycle Audit?
Eliminate duplication of work effort and increase overall productivity.
Consolidate stranded information assets.
Generate business intelligence in order to better facilitate customer relationship management.
Support cross-departmental business functions.
Enhance one-on-one (personalized) marketing.
December 3, 2003

7. Why should you conduct a Data Life Cycle Audit?
Improve data maintenance and integrity.
Helps identify data flow dependencies for business continuation/disaster recovery planning.
Identify a complete enterprise application integration strategy.
Creates a vehicle to communicate technology needs to senior management
December 3, 2003

8. What does the AMS have to do with it?
AMS is core business (association) application which supports all four phases of the Data Life Cycle
Streamlines data collection
Primary data repository
Supports transaction processing
Base for reporting/business intelligence
Identifies data integration
Third party applications / data sources
Strategic Partners
Web
December 3, 2003

9. Enterprise Application Integration
AMR Research (2003)
45% of companies require the same customer to place orders through separate systems
60% have limited or no integration between their front- and back-office systems
90% struggle with customer responsiveness, visibility, automation and data quality
20% of customer data is centrally managed
December 3, 2003

10. How to Conduct a Data Life Cycle Audit
Identify primary business functions and associated processes and tasks for each
Identify departments that are associated with each business function
Document the Data Life Cycle for each business function (and process)
Data Collection
Data Repository
Business Process
Data Dissemination
December 3, 2003

11. Primary Business Functions
Membership
Committees / Boards
Meetings Management
Products / Publication Sales
Sponsorship
Education
Certification
Marketing
Legislative Tracking
Regulatory Tracking
Finance
Customer Service
Communications
Research
PAC
Foundation
December 3, 2003

12. Business Function Analysis
What are the primary responsibilities (business functions) for each department?
What other departments or business functions are directly related with this business function?
What are the routine tasks to perform the primary responsibilities?
What are the standard operating procedures?
How current is your business continuity / disaster recovery plan?
December 3, 2003

13. Business Functions
The same business function can be performed by multiple departments.
Processes and tasks related to a business function can cross over multiple departments.
A business function can have multiple processes and tasks associated with it.
December 3, 2003

14. Data Collection Methods
Web Forms
Conversations
Third-Party Strategic Partners
Abstracts (Call for Speakers)
Membership Application
Subscriptions
Order Entry
Meetings Registration
Exhibit Registration
Surveys
External Societies or Chapters
December 3, 2003

15. Data Collection Analysis
What key data is required to support each business function?
What key data is collected during each data collection method identified for each business function?
What is the frequency of collected key data based upon each data collection method?
What key data is considered static, non-static or calculated?
December 3, 2003

16. Key Data Mapping
December 3, 2003

17. Data Storage Analysis
Where does the key data reside that supports each business function (AMS, Word, Excel, etc.)?
What format is the data?
How does that data get accessed (standalone, networked, remote application)?
Based upon the interdependencies of key data between business functions, does each business function have access to the most current and accurate data source?
What are the key indexes for each data repository?
How much data is being stored?
December 3, 2003

18. Data Repository Map PAC CRM/AMS Chapters FMS
Online
Meeting
Registration
Online
Product
Sales
PAC
Certification
CRM/AMS
Chapters
Stranded Information Assets
Press/
Media
Legislative/
Regulatory
FMS
December 3, 2003

19. Challenges with Stranded Information Assets
Technical Challenges
Multiple data sources, data types, locations
Data accessibility
Redundant data sources
Organizational Challenges
Managing information
Maintaining data integrity
Creating accurate and timely reports
Publishing to Members, Committees or Board
December 3, 2003

20. Process Analysis
What process is being supported based upon data collected by a different business function?
Are there manual processes which can be automated easily?
What processes are supported by web-based applications?
What external strategic partnerships do you have that support internal business functions – how does those partnerships impact the process, including data collection, storage and dissemination?
December 3, 2003

21. Business Process Map Customers Meetings/ Education Products Exhibits
Committee
Management
Customers
Legislative /
Regulatory
Financial
Reporting
Certification
December 3, 2003

22. Data Dissemination Methods
Digital Content for Sale
List/Reports/Queries
Inter/Intra/Extra Net
Business Intelligence
Forecasting
New Product/Service
Enhance Customer Service
Knowledge Creation
Web Forms
PDA
Personalized s
Publications
File Transfer
Conversations
December 3, 2003

23. Data Dissemination Analysis
What are the different tools used for disseminating data (report writers, data mining tools, etc.)?
What format does key data get disseminated?
Reports
Publications
Web Content
PDA
External Strategic Partnerships
What other applications is data being disseminated to?
December 3, 2003

24. Data Life Cycle Map Data Collection Repositories Processes
Data Collection Repositories Processes Dissemination
Data Life Cycle Map
Data Collection
Repositories
Processes
Dissemination
Mail Store
Mail Store
Mail Store
PDA
PDA
PDA
Action Trigger
Content Update
Trip Reports
CEU Verification
Issue Lobbyist
AMS/ Subset
Dynamic
Update
Web Forms
Analytics
Meeting Registration
Product Purchase
Member Profile
Temp DB/
Other
Batch
Update
Integrity
Reporting
Data Entry
Survey
Membership Application
December 3, 2003
Temp DB/ Other
Batch
Update
Analytics
Data Entry

25. Data Life Cycle Data Collection Repository Process Dissemination
Continuous
December 3, 2003

26. Conducting your own Data Life Cycle Audit
THANK YOU!
Presented by:
Information Technology Advisory Group
ITAG
December 3, 2003