Workshop agenda
Today’s purpose
Strategic Data Quality Management
Data management frameworks
Data management
Data Quality Metrics and IT
Reporting data quality metrics
Governance
Conclusion
Presenter:
Micheal Axelsen
Director Information Systems Consulting
BDO KENDALLS
Icebreaker Today’s purpose
Icebreaker activity – let’s get to know To explore the links between Data
each other Quality Metrics and how to deliver this
(5 minutes) to operational, executive, and board
management levels
Identify frameworks for implementing
data quality
Relevant Data Quality Metrics
Reporting Design
And to provide tools and
templates to assist with
this process
Today’s Purpose Audience Contract
To achieve the purpose, the activities will Confirm participant expectations with an
build on each other: audience contract on the FlipChart or
Identify the ‘right’ strategic effort to put into whiteboard
your data management strategy
This is to be used as an ongoing measure
Identify your key information systems
Identify business issues in data management
of success during the course of the
Identify your business’ organisational workshop.
‘readiness’ for data management (5 minutes)
Identify Key Goal Indicators
Identify Key Performance Indicators
Identify an appropriate
reporting format for your
management reporting
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Data management Data management
frameworks frameworks
Definition: A framework provides structure to our data
management activities, and allows us to assess
Data Resource Management is the
data management
development and execution of Metrics allow the data quality to be measured –
architectures, policies, practices and and if it can be measured, it can be managed
procedures that properly manage the full (and improved)
data lifecycle needs of an enterprise.” Measuring data quality provides
the opportunity for business
Definition improvement
“Data Quality measures its fitness for Generally we are concerned about
the intended use in the quality of data stored in
operations, decision large information management
making and planning” systems (quantitative data) rather
than less structured information
systems (qualitative data)
Data management Data management
frameworks frameworks
Relevant Data Management
Frameworks, in a systems context,
include:
Control Objectives for IT (COBIT)
Information Technology Infrastructure Library
Department of Commerce, NSW, Information
Management Framework
There are other options, but the COBIT
approach is adopted in this
workshop as a best practice
tool and one particularly
focused on metrics and
governance Department of Commerce, NSW,
Information Management Framework
Data management Data management
frameworks frameworks
Accessibility: The extent to which data is Consistent Representation: The extent to which
available, or easily and quickly retrievable data is presented in the same format
Ease of manipulation: The extent to which data
Appropriate amount of data: The extent to is easy to manipulate and apply to different
which the volume of data is appropriate for the tasks
task at hand Free-of-error: The extent to which data is
Believability: The extent to which data is correct and reliable
regarded as true and credible Interpretability: The extent to which data is in
Completeness: The extent to which data is not appropriate languages, symbols, and units, and
missing and is of sufficient breadth and depth the definitions are clear
for the task at hand Objectivity: The extent to which data is
Concise Representation: The extent to which unbiased, unprejudiced,and impartial
data is compactly represented Relevancy: The extent to which data is
applicable and helpful for the task at hand
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Data management Data management
frameworks strategy
Reputation: The extent to which data is highly Data Management Strategy is an
regarded in terms of its source or content important component of the IT Strategic
Security: The extent to which access to data is Plan.
restricted appropriately to maintain its security
What does a data management strategy
Timeliness: The extent to which the data is
look like, at a high level? Unfortunately,
sufficiently up-to-date for the task at hand
the answer will depend upon your
Understandability: the extent to which data is
requirements as a business.
easily comprehended
However, like all strategic
Value-added: The extent to which data is
beneficial and provides advantages from its use.
discussions, what is done
depends upon the “bang for
buck” return that you get
for the effort.
Data management Data management
strategy strategy
A data management strategy will at its core:
Answer the “why do it” question
Identify business vision
Identify business mission
Identify business objectives
Identify business assumptions
Identify a program of work to achieve the business
objectives.
Build a small, agile IT plan that can be followed
– keep it simple silly – if
you do not currently
have one, don’t go
straight to the top-level
strategic plan, it may
not be appropriate.
Data management Data management
strategy strategy
A 3-5 page strategic plan that is Activity: Strategic Self-assessment
adopted and followed is better Note the Data Management Strategy
than a 50-page one that is Resource provided as a tool to use to
never finished and never used develop a data management strategy in
the workbook.
(15 minutes)
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Data management Data management
COBIT is used in this workshop to provide a The relevant COBIT process is DS11
practical basis for the data quality metrics,
reporting process, and governance
Manage Data.
arrangements to adopt. There is a business requirement to
COBIT Overview ensure that data remain complete,
Control Objectives for Information
Technology (COBIT) is a specific framework developed accurate and valid during input, update
by ISACA (Information Systems Audit Control and storage
Association)
COBIT provides a framework for the governance of
the
information technology business function.
COBIT is a very large
framework, with 34 processes
identified, only one of which
relates to data management.
Data management Data management
There are three components to the The specifics of these will be different for
measurement of the effectiveness of IT each business.
Governance.
Key Goal Indicators
Key Performance Indicators
Critical Success Factors
Key Goal Indicators
support objectives, and
are supported by Key
Performance Indicators.
Critical Success Factors
describe the world of
effective data
management
Data management Data management
Critical Success Factors describe how Critical success factors:
the end-world looks. Data input, processing and output
integrity standards are formalised
Critical success factors: and enforced
Data entry requirements are clearly stated, Data are held in suspense until corrected
enforced and supported by automated techniques Effective detection methods are used to enforce
at all levels, including database and file interfaces data accuracy and integrity standards
The responsibilities for data ownership and Effective translation of data across platforms is
integrity requirements are clearly stated and implemented without loss of integrity or reliability
accepted throughout the organisation to meet changing business demands
Data accuracy and standards are clearly There is a decreased reliance on manual data input
communicated and incorporated into the training and re-keying processes
and personnel development Efficient and flexible solutions promote
processes effective use of data
Data entry standards and Data are archived and protected
correction are enforced at the and are readily available when
point of entry needed for recovery
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Data management Data management
Information Management Lifecycle Activity: Key Information Systems
collection: creation, acquisition or capture of
(10 minutes)
information needed to support your business
processes; Activity: Business Issues in Data
storage: retention of information resources to Management
support business processes;
access: locating and gaining entry to information (15 minutes)
resources to support business processes;
use: exploitation of information resources by
business processes;
disposal: removing
information resources
that are no longer
required to support
business processes.
BREAK Data management
Let’s let that sit for the moment and – The Maturity Model
0 - Nonexistent
have a quick break! 1 - Initial/Ad Hoc
2 - Repeatable but Intuitive
3 - Defined Process
4 - Managed and Measurable
5 - Optimised
The key to the reporting model developed in
this workshop is that data quality management
can only work when the
organisation is ready for it.
A great leap forward won’t work
for data management
Activities and performance
indicators must tailored for your
readiness
Data management Reporting
Activity: Assessment of Organisational A Key Goal Indicator indicates the overall
Maturity aim of the data management framework.
(10 minutes) It is a statement, in plain English, of the
outcome we are seeking to measure with
our Key Performance Indicators.
A Key Goal Indicator is a generic
measure that is linked to the
control objectives sought to
be implemented.
A Key Performance Indicator
is the operational measure
used to implement the KGI
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Reporting Reporting
Key Goal Indicators Activity: Develop Key Goal Indicators
A measured reduction in the data preparation
process and tasks (10 minutes)
A measured improvement in the quality, timeline
and availability of data
A measured increase in customer satisfaction and
reliance upon the data
A measured decrease in corrective activities and
exposure to data corruption
Reduced number of data defects, such as
redundancy, duplication and inconsistency
No legal or regulatory
data compliance conflicts
A KGI is an overall
business statement, not
an operational measure
Reporting Reporting
A Key Performance Indicator is an Key Performance Indicators
operational measure of performance. It Percent of data input errors
Percent of updates reprocessed
is an objective measure, linked to the Percent of automated data integrity checks
identified goals, and for maximum effect incorporated into the applications
is derived from your information systems Percent of errors prevented at the point of entry
Number of automated data integrity checks run
(probably, several!) independently of the applications
Absolutely critical that the most important Time interval between error occurrence, detection
measures are implemented and correction
Reduced data output problems
for the data management Reduced time for recovery
framework to be successful of archived data
Reporting Reporting
Activity: Your Practical and Relevant At a management level, timeliness and
KPIs relevance are very important (over
(30 minutes) accuracy)
Continuous monitoring is important – so
a ‘dashboard’ approach is useful
Data monitoring mechanisms can be
used to validate data according to your
required quality rules.
The KPIs reported
could be customised to
the recipient’s needs.
A range of relevant KPIs
can be reported upon
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Reporting Reporting
At a board level, continuous monitoring and
reporting is not as significant, and accordingly
accuracy and relevance take precedence over
timeliness.
Additionally, the Board’s time will be consumed
by other concerns.
Balanced scorecard, as in the previous example,
is a popular approach to IT Governance
Combine the monitoring
report with an IT
Governance calendar – and
if it is an IT-reliant business,
then perhaps a Board IT
Committee
Reporting Reporting
Balanced Scorecard has four quadrants Activity: Your Operational, Executive
Financial and Board Reporting
Customer
Business Process
Learning and Growth
This would only be relevant if board
receives other information under a
balanced scorecard approach
At the board level, only one or two
powerful KPIs that indicate ongoing
operational data quality is
needed (under business
process)
Reality Check Conclusion
Let’s revisit our audience contract – did Questions and Answers
we address the goals we set out to
achieve? Contact details:
Feedback Micheal Axelsen
Director Information Systems Consulting
BDO Kendalls
t: 07 3237 5967
m: 0412 526 375
e: [email protected]
b: www.michealaxelsen.com
