1. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 1 1 Statistical Business Process in the Czech Statistical Office Joint UNECE/EUROSTAT Workshop on Metadata (METIS) Geneva 05 - 07 October 2011 Session IV: The GSBPM and Process Quality Management Ebbo Petrikovits ebbo.petrikovits@czso.cz

2. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 2 Content of the presentation  I. Statistical business process implemented in the CZSO  II. Process quality management  III. SMS modules used in the CZSO  IV. Lessons learned  V. Conclusion

3. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 3 3 I. SBP in the CZSO Brief History (1)  2005 – 2006  SMS Vision approval by the top management of the CZSO; SMS Project launched;  CLASS specifications prepared and accepted;  VAR specifications prepared and accepted;  Preparation of the CZ-SBPM and its approval;  TASKS specifications prepared and accepted (based on the CZ-SBPM);

4. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 4 4 Brief History (2)  2007 – 2010  The TF 2006 Project for the TASKS sub- system was launched (design, development and implementation);  Development and tests of the CLASS and VAR applications;  The CLASS and VAR applications have been set up in production regime;  The IOP Redesign of SIS Project launched  Development and tests of the TASKS application

5. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 5 5 Brief History (3)  2011  Regular use of the CLASS and VAR applications  Description of statistical tasks of STS and SBS  Description of other statistics (energy, culture, science and technology development, etc.)  Description of administrative data from the CNB  IOP Redesign of SIS Project specification preparation

6. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 6 6 Content of the CZ-SBPM  Developed in spring 2006  Proposed 6 phases of the SBP:  A – Requirements  B – Preparation of statistical task  C – Elaboration of technical and organizational specifications of a statistical task  D – Preparation of statistical task processing  E – Data collection and data processing  F – Dissemination of statistical information

7. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 7 7 CZ-SBPM – GSBPM Comparison CZ-SBPMGSBPM A – Requirements1 – NEED B – Content preparation of ST 2 – DESIGN C – Technological preparation of ST D – Preparation of ST processing E – Collection and processing 3 – COLLECT 4 – PROCESS 5 – ANALYZE F - Dissemination7 – DISSEMINATE 8 – ARCHIVE 9 – EVALUATE

8. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 8 8 Differences  Time of development  CZ-SBPM - in beginning of 2006  GSBPM - in 2009  Aim of the development  CZ-SBPM - to prepare base for design of metadata for the SMS module TASKS  GSBPM – to prepare a comprehensive handbook on statistical business process  Authors of the SBPM  CZ-SBPM – the CZSO experts  GSBPM – statistical community under the METIS WS of the UNECE  Users  CZ-SBPM – users inside the CZSO  GSBPM – statistical community under the umbrella of the UNECE

9. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 9 9 Our conclusions from the comparison (1)  On one hand (advantage)  we have had the first complete document describing SBP, officially accepted by the top management  the SBPM has introduced common terminology, which would be used by statisticians and IT experts  the SBPM has been used for derivation of metadata for the sub-system TASKS specifications  the SBPM has helped us in discussion on administrative data transformation for statistical purposes

10. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 10 Our conclusions from the comparison (2)  On the other hand (disadvantage)  phases of our model were not well balanced  we focused mainly on Design and Build phases (due to using for TASKS specifications)  we underestimated the Collect and Process phases (we put them in one phase)  we did not solve the Archive phase as an independent phase  the Evaluate phase we (knowingly) left out (opinions on this phase were controversial)

11. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 11 Final conclusion  We revised our CZ-SBPM and made the decision to replace our model with the GSBPM  For further activities we would use the GSBPM  But we still see a need for incorporation a part handling administrative data into the model  This sub-process becomes more and more significant in statistical processing, it will replace surveys in many statistical tasks  The content of this sub-process contains completely different activities against survey activities, especially when we work with metadata from the beginning of the SBP

12. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 12 Use of the GSBPM in our practice  Feasibility study for the IOP Project Redesign of SIS was based on the GSBPM  Design of the SIS architecture according to the GSBPM  Based on the phases and sub-processes of the GSBPM the SIS sub-systems and their functional blocks were designed  Next several slides show practical use of the GSBPM

13. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 13

14. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 14

15. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 15 Sub-system INPUT

16. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 16 II. Process Quality The CoP Principles of process quality (1)  Principles/criteria for institutional environment  Professional independence  Mandate for data collection  Adequacy of resources  Quality commitment  Statistical confidentiality  Impartiality and objectivity

17. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 17 Process Quality Institutional Environment  The statistical act comprises the principal answers to the IE criteria  Comparing the Czech act on state statistical service we may give positive answers to all six criteria  It means that institutional conditions for official statistics are primary provided by law  Nevertheless we should examine what is the quality of our communication of the IE conditions to the users a and respondents

18. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 18 Process Quality The CoP Principles of process quality (2)  Principles/criteria of individual sub-process  Sound methodology  Appropriate statistical procedures  Non-excessive burden of respondents  Cost effectiveness

19. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 19 Process Quality Sound Methodology  Basic sources of statistical methodology are  Official documents of the UN  Regulation of the EU/EC  Internal official document of the NSI  We should examine  Quality of correct transformation of the official documents into internal instructions, handbooks and manuals for the NSI staff responsible for preparation and processing of a statistical task  Quality of instructions for respondents  How  organize internal surveys on documentation quality  Organize inquiries at respondents on the understandability of the instructions for filling in the questionnaires

20. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 20 Process Quality Appropriate statistical procedures  This criterion expresses the rate of transformation of sound methodology into right described procedures for preparation and processing of a statistical task  For measurement it we can specify for example following attributes  Manuals ant tools for questionnaires design and creation  Manuals for description of statistical tasks  Manuals for validation rules specifications  Procedures for transformation of administrative data for statistical purposes (transformation of administrative variables into statistical variables)

21. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 21 Process Quality Non-Excessive Burden on Respondents  Very important criterion in time being  We use in our practice following attributes for measurement the response burden  On questionnaires  Number of approached respondents  Percentage of entrepreneurs  Amount of filled-in items in the questionnaire  Estimated time for filling in a questionnaire  Periodicity of submitting the questionnaires  On statistical task (rate in %)  Category A - content and form defined by the EU regulation  Category B – content defined by the EU regulation, form set up by the NSI  Category C – content and form defined by the NSI

22. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 22 Process Quality Cost Effectiveness  Proposal of suitable characteristics (attributes) for measurement cost  Rate of automated and manual operations  Recording of scheduled start/end time and actual start/end time of all activities  Recording of time consumptions of  staff for selected activities  applications or sub-processes

23. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 23 III. SMS modules in CZSO practice Statistical Tasks – brief description  Goal of the TASKS sub-system: full description of a statistical task via metadata from the various aspects:  content (variables, statistical units, code-lists)  functions (validation rules, response duty, aggregation algorithms)  structures (questionnaires and their components)  outputs (specifications, layout)  organization (workplaces, timetables)

24. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 24 Statistical Tasks - Objects  Objects  Statistical task  Data structure components (DSC)  Validation rules  Reporting duty specification  Timetable  Document  Program module  Program run 24

25. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 25 Statistical Tasks – DSC  DSC:  Super-questionnaire  Combined questionnaire  Simple questionnaire  Annex  Enclosure  Section  Section variant  Super-section 25

26. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 26 STATISTICAL TASK HIERARCHY Statistical Task Super-Questionnaire Combined QuestionnaireQuestionnaire EnclosureAnnex Q-headingSectionSection variant TimetableProgram run Document Timetable stepProgram module Validation Rules Report. duty Super-section Computational dimension Computational object Aggregation types

27. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 27 Use of the TASKS metadata  For sub-system INPUT  Graphical editor for questionnaire design  Validation rules translator  Technical documentation compiler  Data entry application compiler  For sub-system CENTRAL  Output table definition translator  Generator of table aggregates

28. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 28 IV. Lesson learned (1)  GSBPM  Useful and practical guidance supporting  Implementation of concrete statistical process  Analysis of individual phases and sub-processes  Is an open model allowing extension with additional more detailed levels  Is not a dogma, it allows selection of needed phases, sub-processes or activities for practical use in concrete statistical task

29. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 29 Lesson learned (2)  GSBPM - areas of use  Analysis of sub-processes  Derivation of suitable application needed for implementation  Derivation of metadata for description of various features of sub-processes or activities (including process quality) and metadata for application descriptions  Effectiveness analysis of sub-processes or activities and procedures specifications for their interpretation

30. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 30 Lesson learned (3)  Process Quality  We should focus on four criteria specified by the CoP  Find out adequate metadata describing individual criteria  Specify the right locations in sub-processes (in applications) for automated recording of the attributes values  Design of appropriate procedures for evaluation of measured attributes on process quality

31. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 31 V. Conclusion  The GSBPM we consider it an useful and practical handbook for statisticians and IT experts  The model describes in detail main phases and sub-processes of the statistical business process  We recommend it for practical use in everyday statistical practice

32. CZECH STATISTICAL OFFICE Na padesátém 81, CZ - 100 82 Praha 10, Czech Republic www.czso.cz 32 Thank you for your attention