1. Information Management at Information Management at Tim Brennan Data Administration Tim Brennan Data Administration DAMA-I Symposium & Wilshire Meta Data Conference May 22-26, 2005 Orlando, Florida DAMA-I Symposium & Wilshire Meta Data Conference May 22-26, 2005 Orlando, Florida CP1183783-1

2. CP1183783-2 Introductions Current role Data Administrator & Team Coordinator Experience 1996 the data journey began DAMA-Minnesota 2005 President 2003-2004 Education Officer Education BS CIS MBA (completing) Current role Data Administrator & Team Coordinator Experience 1996 the data journey began DAMA-Minnesota 2005 President 2003-2004 Education Officer Education BS CIS MBA (completing)

3. Mission Mayo will provide the best care to every patient every day through integrated clinical practice, education and research Primary Value The needs of the patient come first Mayo Group Practices Jacksonville, FL Rochester, MN Scottsdale, AR Mission Mayo will provide the best care to every patient every day through integrated clinical practice, education and research Primary Value The needs of the patient come first Mayo Group Practices Jacksonville, FL Rochester, MN Scottsdale, AR CP1183783-3 About Mayo Clinic

4. CP1183783-4 Setting the Stage Agenda Why Information Management (IM)? What is IM at Mayo? How has Mayo implemented IM? Power, Politics, & Change Question & Answer My Disclaimer I’m just like you Here to talk about a journey… Agenda Why Information Management (IM)? What is IM at Mayo? How has Mayo implemented IM? Power, Politics, & Change Question & Answer My Disclaimer I’m just like you Here to talk about a journey…

5. CP1183783-5 Why IM at Mayo? Mission Ensure the highest standard of data quality Objectives to get there… Program Governance & Oversight To enable the effective application of the Information Management Program, the Information Management Program’s policies, procedures, standards, and best practices are documented and readily available Institutional Repositories To enable the effective management of data as an institutional asset, the institution’s data is divided into well-defined, organized collections Mission Ensure the highest standard of data quality Objectives to get there… Program Governance & Oversight To enable the effective application of the Information Management Program, the Information Management Program’s policies, procedures, standards, and best practices are documented and readily available Institutional Repositories To enable the effective management of data as an institutional asset, the institution’s data is divided into well-defined, organized collections

6. CP1183783-6 Objectives to get there… Coordinated Repository Stewardship To ensure data usability, data quality, and to enable data to be put in context, formalized stewardship exists for each repository and is coordinated across all repositories Repository Definition To enable the efficient and accurate use of the institutional repositories, the information defining each repository’s content, structure and relationships is documented consistently and readily available Data Integrity Enable users to access timely and accurate data, when and where they need it, while maintaining confidentiality and privacy of the data Objectives to get there… Coordinated Repository Stewardship To ensure data usability, data quality, and to enable data to be put in context, formalized stewardship exists for each repository and is coordinated across all repositories Repository Definition To enable the efficient and accurate use of the institutional repositories, the information defining each repository’s content, structure and relationships is documented consistently and readily available Data Integrity Enable users to access timely and accurate data, when and where they need it, while maintaining confidentiality and privacy of the data Why IM at Mayo? (cont)

7. CP1183783-7 Why IM at Mayo? A Typical Mayo Rochester Day Why IM at Mayo? A Typical Mayo Rochester Day New patients277 Patients treated 3,632 Lab tests 45,386 Hospital admissions 238 Chest x-rays 742 Units of blood used 326 Surgical procedures 202 New patients277 Patients treated 3,632 Lab tests 45,386 Hospital admissions 238 Chest x-rays 742 Units of blood used 326 Surgical procedures 202 Data, data, & more data + +

8. CP1183783-24 Why IM at Mayo? Drivers Push to integrate & standardize Federal regulations Disparate data… Drivers Push to integrate & standardize Federal regulations Disparate data…

9. CP1183783-8 Why IM at Mayo? Reverse Engineered Architecture Why IM at Mayo? Reverse Engineered Architecture

10. CP1183783-9 What is IM at Mayo? “An institutional discipline that exploits information as an intellectual asset by acquiring, organizing, analyzing and disseminating information to achieve Mayo’s mission.” Mayo IMTC 2000 Retreat

11. CP1183783-11 What is IM at Mayo? Scope of Framework Data Relevance/ Context Information Context Information Management Conclusion Knowledge Decision Actions Outcomes Create Decision Accountability

12. CP1183783-10 What is IM at Mayo? IM Program Framework Institutional Data Repositories Institutional Data Architecture Standard Data Infrastructure Coordinated Data Stewardship Operational Support Program Management IM Program Framework Institutional Data Repositories Institutional Data Architecture Standard Data Infrastructure Coordinated Data Stewardship Operational Support Program Management

13. CP1183783-13 Program Management Policies Organization - oversight Best practices Self- assessment Tactical planning Strategic planning Operational Support Short term plan - execution - Define & execute procedures Education Research Communi- cations Standard Data Infrastructure Data store Data access Data security Technical environments Data preservation Institutional Data Architecture Data models Directory of institutional repositories Data definitions Coordinated Data Stewardship Data stewards Data custodians Repositories Reference data Operational data The IM Framework at Mayo

14. CP1183783-12 The Data Layer Data Repositories Reference data Operational data Dynamic and event-driven data used to support day-to-day operations. Examples include lab results, patient appointments, surgical supply inventories, and financial statements Operational data Dynamic and event-driven data used to support day-to-day operations. Examples include lab results, patient appointments, surgical supply inventories, and financial statements Repositories Organized collections of data Repositories Reference data Essential data with singular, static institutional definitions that enables integration across the institution. Examples include unique identifiers of location, person, patient, and org. reporting unit Reference data Essential data with singular, static institutional definitions that enables integration across the institution. Examples include unique identifiers of location, person, patient, and org. reporting unit

15. CP1183783-14 Architecture & Infrastructure Program Management Policies Organization - oversight Best practices Self- assessment Tactical planning Strategic planning Operational Support Short Term Plan - Execution - Define & Execute Procedures Education Research Communi- cations Standard Data Infrastructure Institutional Data Architecture Coordinated Data Stewardship Repositories Reference data Data models Directory of institutional repositories Data definitions Data store Data access Data security Technical environments Data Preservation Operational data Data stewards Data custodians The framework that defines repository scope, repository structure, and includes a directory of institutional repositories. Institutionally approved tools and technical environments necessary to store, access, maintain, and communicate data, such as data stores, data archives, as well as data access, data integrity, and data recovery tools.

16. Program Management Policies Organization - oversight Best practices Self- assessment Tactical planning Strategic planning Operational Support Short term plan - execution - Define & execute procedures Education Research Communi- cations Data Infrastructure Data architecture Coordinated Data Stewardship Data stewards Data custodians Repositories Reference data The management of data through the use of common role definitions for data stewards and data custodians to ensure usability, accessibility, and quality. The Data Stewardship Layer CP1183783-15 Operational data Data store Data access Data security Technical environments Data Preservation

17. Program Management Policies Organization - oversight Best practices Self- assessment Tactical planning Strategic planning Operational Support Short term plan - execution - Define & execute procedures Education Research Communi- cations Data infrastructure Data Architecture Coordinated Data Stewardship Data stewards Data custodians Repositories Reference data The ongoing activities and functions of the Information Management Program: communication, training, research, and education. The Operational Support Layer CP1183783-16 Operational data Data models Directory of institutional repositories Data definitions Technical environments

18. Program Management Policies Organization - oversight Best practices Self- assessment Tactical planning Strategic planning Operational Support Short term plan - execution - Define & execute procedures Education Research Communi- cations Data Infrastructure Data architecture Coordinated Data Stewardship Data stewards Data custodians Repositories Reference data The Program Management Layer Operational data CP1183783-16 Data store Data access Data security Technical environments Data Preservation Accountable for strategic planning, direction, guidance and operational oversight, and administration of the Information Management Program using tools such as plans, policies, and best practices.

19. CP1183783-17 Institutional Repository Coordinating Groups* Membership Institutional Repository Coordinating Groups* Information management coordination & oversight Rochester Administrative Council Clinical Practice Committee Research Committee Education Committee Department of Facilities and Systems Support Services Existing IT Organizational Structure Custodians Data Architects Repository Developers Data Base Administrators Data Center Operations etc Information Management Program Coordinator Membership Program Management

20. CP1183783-13 Program Management Policies Organization - oversight Best practices Self- assessment Tactical planning Strategic planning Operational Support Short term plan - execution - Define & execute procedures Education Research Communi- cations Standard Data Infrastructure Data store Data access Data security Technical environments Data preservation Institutional Data Architecture Data models Directory of institutional repositories Data definitions Coordinated Data Stewardship Data stewards Data custodians Repositories Reference data Operational data The IM Framework at Mayo

21. CP1183783-22 Journey for IM at Mayo Destination 1: Generating Framework IM Committee Destination 2: Acceptance IM Committee IT Management Council Destination 3: Implementing Project Management 101 Destination 4: Destiny? ERP & Decision Support Destination 1: Generating Framework IM Committee Destination 2: Acceptance IM Committee IT Management Council Destination 3: Implementing Project Management 101 Destination 4: Destiny? ERP & Decision Support

22. CP1183783-23 Journey for IM for Mayo Down in the valley 4 yr to generate Power, politics, & change Lots of work Top of the hill Focused subgroup to finalize framework Right time & right place Business area demand Paradigm shift has started Down in the valley 4 yr to generate Power, politics, & change Lots of work Top of the hill Focused subgroup to finalize framework Right time & right place Business area demand Paradigm shift has started

23. CP1183783-18 Power, Politics, & Change Economics 101 Key executive stakeholders Timing & opportunity Managing workplace relationship Economics 101 Key executive stakeholders Timing & opportunity Managing workplace relationship $ $ Q Q D D S S

24. CP1183783-19 Journey for IM at Mayo “Leading Change” – by John P. Kotter Sense of urgency Guiding coalition Vision Communication Empowering broad based action Positively reinforcing desired behavior Consolidate gains Anchor new approach in culture “Leading Change” – by John P. Kotter Sense of urgency Guiding coalition Vision Communication Empowering broad based action Positively reinforcing desired behavior Consolidate gains Anchor new approach in culture

25. CP1183783-3 What to Bring Home… Key Points Answer “why” with muscle Define a framework that works for your company Always be prepared Don’t underestimate the power of communication & education Manage relationships

26. CP1183783-20 Questions & Discussion Tim Brennan 200 First Street SW (OE 5-70) Rochester, MN 55905 (507) 538-0061 brennan.timothy@mayo.edu Tim Brennan 200 First Street SW (OE 5-70) Rochester, MN 55905 (507) 538-0061 brennan.timothy@mayo.edu Contact Information