1. 30 Jan 2003 1 Information Management Framework IMF Training 19 November 2003 Overview

2. 2 Purpose To develop a corporate framework to manage data and information v aligned with u whole-of-Government initiatives u international best practice

3. 3 Problems v Unclear data quality v Non-standard corporate approach to management of information v Wheel keeps getting reinvented v Systems do not interface v Responsibilities not clear

4. 4 Aims v Enable data quality to be known v Allow executive overview v Ensure knowledge is retained v Clear responsibilities between business and IT v Ensure data is managed with customer focus and business alignment v Ensure legal and Government requirements are met

5. 5 Standards and best practise v NRIMS v ANZLIC v OICT Guidelines and terminology v International Standards v DAMA v Meta Group v NSW Government requirements

6. 6 Government Requirements Some legal and Government Requirements for IM: u Circular 2001-46: Information security management (ANZ17799) u Circ 2002-69: Labelling Sensitive Information u Circ 2003-23: Online Bookshop (Access) u Records Act: Records Management (ISO 15489-1) u Privacy and Personal Information Act

7. 7 Principles v Data is a corporate asset v Follow OICTs Lifecycle phases v The Data Management Plan is key in documenting how the dataset is managed v Establish benchmarks and measure quality against them

8. 8 Using the IMF Define dataset and purpose Asign roles Define business value business functions Manage data using appropriate resources to deliver business benefits and meet user needs

9. 9 Service provision

10. 10 Standards and GuidelinesProcedures & Tools Continuous Lifecycle Phases CollectionStorageAccess & UseArchival & Disposal PlanningDefinition Discrete Phases ProceduresTools

11. 11 Planning phase - continuous Overview phase covering the alignment of the dataset with business objectives and user needs. Business functions include: u Data management planning u Role & responsibility allocation u Business benefit analysis u Financial appraisal u Communication strategy u Feedback trend analysis u Data quality planning

12. 12 Definition phase - continuous Documentation and processes for structuring and defining the data Business functions include: u Data documenting w Data models, Data Dictionary, w Data Flow, Business rules u Application documenting u Data sensitivity management u Privacy and security management

13. 13 Collection/Acquisition phase Plans and procedures for the acquiring the data Business functions include: u Collection Plan u Collection procedure u Data Analysis procedures

14. 14 Storage phase Plans and procedures for the storage and retention of the data Business functions include: u Storage and retention plan u Maintenance procedures u Data validation at point of entry procedures u Contingency plans u Data quality assessment

15. 15 Access and use phase Plans and procedures for the access and use of data Business functions include: u Access procedures u Distribution model u User manuals u User feedback recording and surveys u Licence agreements u Information release forms u ANZLIC Metadata

16. 16 Disposal and archive phase Plans and procedures for the disposal and archiving of data Business functions include: u Archive procedure u Archive approval u Disposal approval forms

17. 17 IMF Tools v Data inventory and repository v Data quality portal and exception reports v IMF Intranet site

18. 30 Jan 2003 18 Information Management Framework Roles and Responsibilities

19. 19 Underlying approach v These guidelines include common names for roles, with clear definition of responsibilities.

20. 20 Clear responsibilities - Shared Vocabulary v Sharing of business knowledge through a shared vocabulary. v The actual choice of words is far less important for information access than the fact that similar items are brought together. v The term an expert will use is often different to the term used by a novice. Neither one is correct, nor is it incorrect. v For the purposes of business intelligence, it is essential that when one part of the organisation uses a term (‘Data Manager’ for example), it is understood in the same way across the department.

21. 21 Application Architecture User Group 1User Group 2User Group 3 Data Storage Application Map services

22. 22 Corporate and Subject Matter Areas

23. 23 Role: Executive Data Custodian (EDC) Description: Senior manager in charge of a division. Highest level position with some knowledge about the existence and use of a dataset. May be project sponsor for the data user group.

24. 24 Role: Executive Data Custodian (EDC) Responsibilities: v Approves strategies for DM, ensuring it meets the business needs of the organisation. v Ensures the ODC and DM define the business standards for the data v Approves the Data Management Plan (DMP) v Approves the resource allocation for management of a dataset.

25. 25 Role: Operational Data Custodian (ODC) Description: Manager of a business area (Unit) responsible for data requirements, standards, access rules, business training for an individual dataset or data theme. This role ensures subject-matter data standards and in place and compliant with corporate standards.

26. 26 Role: ODC Responsibilities: v Ensures IMF & appropriate subject matter-specific standards compliance. v Consults users prior to developing or defining appropriate standards and the planning of maintenance and acquisition of information in its custody. v The custodian should understand the client’s needs for information. Informs users on data collection and maintenance plans and their progress. v Appoints and instructs Data Manager (DM) v Provides access to metadata for all users. v Ensures appropriate procedures are applied, within functional area, to data through the information management lifecycle.

27. 27 Role: ODC Responsibilities: v Ensures faulty data brought to its attention is corrected and notifies affected parties. v Identifies prospective user issues of quality including accuracy and limitations on the use of the data. v Ensures data continues to meet business needs and makes changes to rectify data gaps as defined by CIO. v Provides a mechanism to facilitate easy access to information in its custody through appropriate promotion. v Acts as the authoritative source for the information in its custody. v Safeguards the Government's and public's interest in the use of its information through licensing agreements or letters of understanding to protect privacy, confidentiality and interpretation of the information.

28. 28 Role: ODC Responsibilities: v Determines resource requirements for information in its custody. v Maintains an approved Data Management Plan (DMP). v Ensures efficient supply of services. v Ensures the quality of the data is assessed against ongoing business needs. v Ensures that pricing policy complies with relevant Government policies and guidelines.

29. 29 Role: Data Manager (DM) Description: Business expert with detailed knowledge of the data structure, content and appropriate use of the business information. Have responsibilities for data management activities related to the collection, storage, access and use, and disposal phases of the information lifecycle.

30. 30 Role: DM Responsibilities: v Manages data throughout full lifecycle from acquisition to disposition as directed by ODC. v Ensures procedures are in place, and documenting where not, to carry out policies approved by the organisation, including developing data collection, input and quality assurance procedures. v Acts as the primary contact for dataset. v Documents and maintains metadata records where needed (including ANZLIC metadata and entry into corporate data dictionary). Manages the logical data model within repository. v Manipulates and queries data content to support operational information needs and provide management reports.

31. 31 Role: DM Responsibilities: v Ensures data quality assessments are carried out and reported upon in line with business need standards set by ODC. v Contributes to strategic direction by providing feedback to ODC and Corporate Data Administrator (CDA), and provides input into the development of an agency-wide information management framework (strategy) and subject matter strategies, including any changes to the subject matter-specific applications. v Is an expert user of subject matter-specific data management tools and applications v Assists and trains users, maintains training manuals and other user documentation. v Convenes users group under direction of ODC as a means of consulting with end users and IT. v Maintains data, correcting any faulty data, within scope set by ODC.

32. 32 Corporate Roles Executive v CIO Program v Corporate Data Administrator v Interagency Coordinator Operational v Database Administrator

33. 33 Customer services and gaps Data standards and compliance CDA Data architecture Data quality and reporting Inventory and Metadata Corporate Roles Soil DataWater DataPlanning DataTransport DataVegetation Data Subject matter areas