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