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Conducting your own Data Life Cycle Audit Presented by: I nformation T echnology A dvisory G roup ITAG December 3, 2003.

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Presentation on theme: "Conducting your own Data Life Cycle Audit Presented by: I nformation T echnology A dvisory G roup ITAG December 3, 2003."— Presentation transcript:

1 Conducting your own Data Life Cycle Audit Presented by: I nformation T echnology A dvisory G roup 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

3 December 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

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

5 December 3, 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 organizations specific business processes.

6 December 3, 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.

7 December 3, 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

8 December 3, 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

9 December 3, 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

10 December 3, 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

11 December 3, 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

12 December 3, 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?

13 December 3, 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.

14 December 3, 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

15 December 3, 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?

16 December 3, Key Data Mapping

17 December 3, 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?

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

19 December 3, 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

20 December 3, 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?

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

22 December 3, 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

23 December 3, 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?

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

25 December 3, Data Life Cycle Data CollectionRepositoryProcessDissemination Continuous

26 Conducting your own Data Life Cycle Audit THANK YOU! Presented by: I nformation T echnology A dvisory G roup ITAG December 3, 2003

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