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RESOURCES FOR EFFECTIVE DATA MANAGEMENT By P. N. Asuquo (Ph.D)

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Presentation on theme: "RESOURCES FOR EFFECTIVE DATA MANAGEMENT By P. N. Asuquo (Ph.D)"— Presentation transcript:

1 RESOURCES FOR EFFECTIVE DATA MANAGEMENT By P. N. Asuquo (Ph.D)

2 Preamble What is the global view on data? A strategic and important corporate asset? Or A worthless baggage?

3 Any reason for this global view? Let’s consider:  legal, fiscal, administrative and other data requirements of the University  basic tool for economic and social life  effective and efficient administration

4 Let’s consider the place of data in:  planning  decision making  operations  accountability

5 What are the foci  Students  Staff  Finance  Facilities  Research

6 What are the foci  staff development efforts  Library  health centre (welfare)  students accommodation  pre-University preparatory staff schools

7 Data evolution and Nigeria  From the archaic format to the present digital format  Digital format presents a new challenge of generating, storing and managing data.

8 Data evolution and Nigeria  Still a misunderstood and under- leveraged corporate asset  Does this facilitate effective academic planning?

9 What Is Effective Data Management? Data management “is the development and execution of architectures, policies, practices and procedures in order to manage the information lifecycle needs of an enterprise in an effective manner.” (Margaret Rouse, Enterprise records management strategy guide for GRC professionals)

10 Other definitions "… the development, execution, and supervision of plans, policies, programs, and practices that control, protect, deliver, and enhance the value of data and information assets" (Data Management Association (DAMA) Data management is the process of managing data as a valuable resource. It encompasses a full spectrum of administrative and technical activities involved in handling data: The administrative aspect stipulates the operational rules that govern data management and verifies data quality "… the development, execution, and supervision of plans, policies, programs, and practices that control, protect, deliver, and enhance the value of data and information assets" (Data Management Association (DAMA) Data management is the process of managing data as a valuable resource. It encompasses a full spectrum of administrative and technical activities involved in handling data: The administrative aspect stipulates the operational rules that govern data management and verifies data quality

11 Other definitions The technical aspect establishes and manages the overall environment (architecture, technical facilities, systems and databases) that acquire, maintain, disseminate and dispose the electronic data assets. Altogether, it entails the processes and technologies involved in ensuring the conformity of data values to operation/business requirements ranging from data collection, organization, backups, archiving for long term preservation, sharing or publishing as well as ensuring security of confidential data and data synchronization. The technical aspect establishes and manages the overall environment (architecture, technical facilities, systems and databases) that acquire, maintain, disseminate and dispose the electronic data assets. Altogether, it entails the processes and technologies involved in ensuring the conformity of data values to operation/business requirements ranging from data collection, organization, backups, archiving for long term preservation, sharing or publishing as well as ensuring security of confidential data and data synchronization.

12 What are the Components of data management? It involves the following: Data modelling Data warehousing Data movement Database administration Recoverability of Data or Data Backup Database Security

13 Rationale for Effective Data Management Changing operational conditions Avoidance of accidental loss and accusation of misconduct Poorly managed data can become a liability, hampering operations and draining resources. Averting adverse events and misinformed decisions Changing operational conditions Avoidance of accidental loss and accusation of misconduct Poorly managed data can become a liability, hampering operations and draining resources. Averting adverse events and misinformed decisions

14 Strong and clear goals can be set in order to improve control, efficiency and measureable outcomes Achievement of regulatory compliance in the most sustainable, future-proofed and cost- effective manner. Innovative use of data-derived insights to improve image, increase stakeholders’ intimacy and inform service portfolio development, drive patronage, support retention and competitive advantage. Strong and clear goals can be set in order to improve control, efficiency and measureable outcomes Achievement of regulatory compliance in the most sustainable, future-proofed and cost- effective manner. Innovative use of data-derived insights to improve image, increase stakeholders’ intimacy and inform service portfolio development, drive patronage, support retention and competitive advantage.

15 Increase risk management effectiveness through clean and current data access Revenue increase through driving it up Universities’ competitive edge by deep data understanding Cost reduction through efficiencies, reduction in errors and re-working and unnecessary task duplication Ease of teaching, research, community service, administration Increase risk management effectiveness through clean and current data access Revenue increase through driving it up Universities’ competitive edge by deep data understanding Cost reduction through efficiencies, reduction in errors and re-working and unnecessary task duplication Ease of teaching, research, community service, administration

16 Effective Data Management enables Universities to: Monitor and review activities and operations Demonstrate accountability through reporting Provide effective and efficient services to students, staff and other stakeholders. Produce accurate and comprehensive management information on which timely, informed decisions can be made to inform the future of the institution. Monitor and review activities and operations Demonstrate accountability through reporting Provide effective and efficient services to students, staff and other stakeholders. Produce accurate and comprehensive management information on which timely, informed decisions can be made to inform the future of the institution. Maximize the income generation potential of data Designate accountability for information quality Enable better planning by supervisory staff Minimize or eliminate re-work Optimize staff effectiveness Establish process performance baselines to enable improvement efforts Maximize the income generation potential of data Designate accountability for information quality Enable better planning by supervisory staff Minimize or eliminate re-work Optimize staff effectiveness Establish process performance baselines to enable improvement efforts

17 Produce accurate external returns to ensure accurate funding allocations, and to demonstrate accountability to public and private sponsors. Meet the terms as enunciated in the strategic plans of the institutions. Increase consistency and confidence in decision making Decrease the risk of regulatory fines and sanctions Improve data security Produce accurate external returns to ensure accurate funding allocations, and to demonstrate accountability to public and private sponsors. Meet the terms as enunciated in the strategic plans of the institutions. Increase consistency and confidence in decision making Decrease the risk of regulatory fines and sanctions Improve data security Acknowledge and hold all gain Improve communication between the producers and users of data Develop more coordinated flow of data and information between agencies Identify and eliminate some of the existing gaps in available information Provide direct assistance to agencies with data needs. Acknowledge and hold all gain Improve communication between the producers and users of data Develop more coordinated flow of data and information between agencies Identify and eliminate some of the existing gaps in available information Provide direct assistance to agencies with data needs.

18 The Basic Features Of Effective Data Management Creation of data needed by all functional teams Retention of needed data and discarding obsolete ones Safe and secure data storage including archival data Quick and efficient data access and retrieval system Availability of the right ICT at the right place and time

19 Promotion of archival records as community resource Integration of data management goals into daily operations Implementation of appropriate access restriction strategies Ensure that staff are aware, responsible and accountable for data quality and security Availability of processes for data collection, retention, retrieval and reporting Regular review of data policy, procedures, requirement and quality assurance Upgrading staff competencies on data use and management

20 Implications Of Ineffective Data Management  Financial losses: data is worth millions of dollars.  Standard norms breaches: Mandatory conditions requiring compliance could be breached.  Misleading impressions: both external and internal impressions of institutional performance in teaching, research and community service.  Reputational damage: in areas such as student recruitment, access and records.

21  Inappropriate decisions  Under reporting: resulting in penalties and diminished funding for research and other purposes.  Under funding: or reduced future funding  Litigation risk: where the client’s digital identity is stolen by hackers, the organization is at the risk of being sued.  Excess data storage costs: Where an organization has no process for data cleansing (replacing or deleting inaccurate, incomplete, or outdated information), the data storage costs and IT resource needs double each year.

22  Inefficient workflow processes: caused by uncoordinated database.  Brand/reputation loss: Clients are frustrated, because departments can't communicate effectively with one another. As a result, the organization's reputation and fate dwindle.  Negative press/publicity: Poor data management may lead to poor image and negative publicity. This cannot help the status and ranking of the university in the globally competitive world.

23 The resources needed Human resources Material resources Financial resources Database management

24 The resources needed Human resources Specialists eg dbase admin, engineers etc Support staff eg clerical staff, security personnel etc Material resources Process eg operational guidelines, ethical and legal framework Physical infrastructure Financial resources Salaries, allowances, honoraria, training cost, consumables etc

25 1. Appropriate Accommodation 2. Computer ware 3. Environmental control 4. Associated components Physical infrastructure

26 1. Appropriate accommodation Standard server room Access restriction perimeter fencing Security personnel Furniture Tables, chairs Racks etc

27 2. Computer ware Hardware Computer systems Servers Printers, scanners etc Software Dbase mgt software Security software

28 3. Environmental control resources Environmental control Air conditioners Fire suppression equipment Access control devices CCTV Biometric access control

29 4. Associated components Associated components Storage infrastructure Back up facilities Redundant power supply eg UPS, generating set etc Data communication connections Redundant storage system Telecom devices

30 ConclusionConclusion

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