Enterprise Information management

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The presentation focuses on the information management framework they use at the Parliament of SA to improve information management maturity in a measurable manner. He touches on information requirements management, information quality management, the role of an information architecture, integration layer and analytics in information management.
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Enterprise Information management

  1. 1. Enterprise Information management REAL IRM EA Forum By Jurgens Pieterse M-Eng, DTM MIS manager, 2014 – 02 – 26
  2. 2. Disclaimer Although I will be talking about the Parliament of South Africa in this presentation, I am not talking as a representative of : • Parliament, • the Spokesperson for Parliament or • the Secretary to Parliament. This is my personal view and reflection and opinions.
  3. 3. Appoint Representative Represent the people Resolve Issues Account for actions Conduct oversight People participation Cooperative governance International relations Representative Open Responsive Accountable Parliament ensure the people are represented in government Parliament must ensure good governance. The function of Parliament
  4. 4. MIS Leadership objectives OPTIMISE Information usage as tangible asset EXCHANGE information to increase collaboration LEVERAGE information for strategic benefit The aim of MIS is to get more value from information sources and to ensure the continued alignment between the organisation’s strategic intend and the information sources available. Optimise = Using the information better in our daily operations Leverage = Using information to achieve strategic outcomes Exchange = Sharing information to gain benefits from collaboration. MIS context
  5. 5. Dimensions of information management Integrate Collaborate Structure In order to leverage information value we must structure information to be found, integrate all sources of information and create the infrastructure to allow collaboration across the enterprise MIS Context
  6. 6. Information management process Information is in a perpetual process of refinement. Managing information is a process not a solution. MIS adds value throughout the leveraging the information lifecycle Information management is not a project but a business process MIS Context BUSINESS INTELLIGENCE ORGANISE Knowledge Add Integrity Structured Data Add Agility & Integration Shared Data Add Categorization Information Add Presentation Raw Data CAPTURE ACCESS USE CREATE Add Insight Information Value Chain
  7. 7. Levels of planning The information management framework directs information components on a strategic, tactical and operational level. “Businesses realize that their key to success lies in how efficiently they generate, receive, transfer, process, and analyze information within the organization and along value chain”. - Sanjog Aul MIS Context Information administration Performancemeasurement CapabilityDevelopment GovernanceInformation architecture Information services Information infrastructure Strategic alignment Tactical Strategic Operational
  8. 8. INFORMATION MANAGEMENT FRAMEWORK Key performance areas • Accountability and ownership • Disciplined and consistent information processes • Authoritative information sources • Robust/flexible information environment • Ability to integrate/share information • Adequate information protection • Adequate information resources “Businesses realize that their key to success lies in how efficiently they generate, receive, transfer, process, and analyze information within the organization and along the value chain”. - Sanjog Aul MIS Context Information administration Performancemeasurement CapabilityDevelopment GovernanceInformation architecture Information services Information infrastructure Strategic alignment Alignment ConsistencyEffectiveness Integrity Efficiency Reliability & Persistence Secure and Availability Timely and relevant Quality information is a prerequisite for a management dashboard
  9. 9. Information management frameworkThe information management framework as a whole system must be established over time to ensure sustainable information integrity Frequent evaluations of the maturity of all the components within the information framework is needed to show progress over time. Only 43% of legislatures have a written vision statement, over 40% do not have a strategic plan that is regularly updated - 2010 World e-Parliament report MIS Context Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  10. 10. Business Strategic alignment Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  11. 11. Parliament’s ICT Strategy (2009-2014) The ICT strategy identified the capacitation of Members of Parliament as key e-Democracy enabler. The embedded objective is an effective and efficient institution Source: ICT strategy(2009-2014): Integrated Business Architecture document, Reviewed 2012 e-Democracy Focus Areas Legislation in action Strengthen co-operative government Increase public involvement & participation Institutional performance improvement Capacitate members Effective institution Improved Mobility Better communication Easier Access to Information Improved Monitoring & Tracking Effective Utilization of Existing Technology Effective Management of Knowledge Improve & widen international cooperation & participation Strengthen oversight e-Democracy Focus Areas (revised model, 2nd Review, July 2012) Strategic alignment
  12. 12. Technology drivers BUSINESS DRIVERS Information context Information needs are driven by users, business strategic drivers and Technology drivers. Parliaments today find themselves at a crossroads. The rapid growth of ICT is changing the environment within which they operate and influencing how they are perceived by the citizenry. Rather than being mere witnesses to these transformative effects, parliaments are exploring ways to use technology to strengthen democracy and encourage political participation – 2010 World e-Parliament Report Strategic alignment Democracy Efficiency Representative Social being Legislator PublicityParty actor Political activist Consumer Effective oversight Deepen public participation Widen role in International relations Cooperative government Efficient, effective and powerful institution for democracy Member of Parliament Member of Public REQUIREMENTS Mobility Social networks Multi-Media Service orientation
  13. 13. Creating a vision Member of Parliament Member of Public In creating the final vision for MIS the internal needs need to be balanced with external needs. The balancing of requirements must focus on synergies between internal and external requirements. The Parliamentary ICT Strategy (MSP 2009-2014), “From e-Parliament to e- Democracy”, advocates the increased use of the broadcast media and internet services to extend the reach of the Parliament to its citizens Strategic alignment A persistent theme expressed by legislatures at the World e-Parliament Conferences is that the values of democracy should guide the policies and plans for implementing ICT in the legislative environment. – 2010 e-Parliament report
  14. 14. ICT strategy From e-Parliament to e-Democracy Providing a platform Utilisation/ consolidation/ optimisation Supporting processes Core business processes Data management Knowledge management Operational management Management. excellence Access to single technology Convergence of technology solutions Silo based activity Outcome based collaboration Efficient & effective internal processes Increased public participation People centric Deepen democracy Legislation in Action Core Functions E-Parliament E-Democracy Management planning Administrative support Process efficiency Information management ICT Infrastructure enablement Service delivery
  15. 15. ICT strategy alignment Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  16. 16. Page 16 of 18 Methodology (Phases and Steps) Business Vision & Mission ICT Vision & Mission Current ICT Projects Business-ICT Strategic Analysis ICT Strategy Formulation Business Application Technical Information Business- ICT Imperatives Business-ICT Strategic Themes ICT Services Requirements Business-ICT Prioritisation Cost Estimations Implementation Plans ICT Implementation Planning
  17. 17. Page 17 of 20 Implementation Methodology 1 Project Initiation and Steering Committee Meetings 2 Stakeholder Workshops, Documentation, Analysis, Feedback, Presentations, Project and Steering Committee meetings 3 Gap Analysis, Synthesis, Engagement, prioritisation, Alignment, Presentations, Project and Steering Committee meetings 4 Presentations, Cost Estimations, Alignment, Timelines, Action Plans, Reviews, Endorsements, Project and Steering Committee meetings ICT Program ManagementProject Initiation Project Team Project Implementation Writing the ICT Strategy & Implementation Plan PHASE 1 Business-ICT Strategic Analysis Where are we now and (hat are our capabilities?) PHASE 2 ICT Strategy Formulation (Where is our direction in the future?) PHASE 3 ICT Strategy Implementation planning (How are we going to get there?)
  18. 18. Friday 22 October 2010 World e-Parlaiment Conference, South Africa, 21-22 October 2010 Page 18 of 20 Business-ICT Correlation BusinessWorkflowServices DocumentManagement Services TrackingandTracingServices ElectronicPublishing Services KnowledgeManagement Services Scheduling&Calendaring Services BusinessIntelligenceServices ChannelsofCommunication / CollaborationServices PhysicalSecurityServices LanguageTranslation Services LibraryServices DraftingServices IntegrationServices Conferencing&Multi-Media Services ChamberManagement/ VotingService ResearchServices (Formulation) PerformanceManagement Services FinancialControlServices BookingandReservation Services OversightServices e-Learning/Education Services ICTSupportServices NPIL01 NPIL02 NPIL03 NPIL04 NPIL05 NPIL06 NPIL07 NPIL08 NPIL09 NPIL10 NPIL11 NPIL12 NPIL13 NPIL14 NPIL15 NPIL16 NPIL17 NPIL18 NPIL19 NPIL20 NPIL21 NPIL22 Statement of Fact to Initiatives - National ParliamentNPIL01 NPIL02 NPIL03 NPIL04 NPIL05 NPIL06 NPIL07 NPIL08 NPIL09 NPIL10 NPIL11 NPIL12 NPIL13 NPIL14 NPIL15 NPIL16 NPIL17 NPIL18 NPIL19 NPIL20 NPIL21 NPIL22 Coordinate activities through workflow X X X X X X X X X X Improve document management X X X X X X X X X X X X X X X X Track documentation accurately X X X X X X X X X X Reduce Paper wastage X X X X X X X X X X X X X X X X X X Manage questions more effectively X X X X X X X X X X X X X X X X Improve management of reports to Parliament X X X X X X X X X X X X X X X Track and monitor issues arising from accountability and oversight activities X X X X X X X X X X X X X X X X Ensure reporting back by the executive X X X X X X X X X X X X X X X Track house resolutions X X X X X X X X X X X X X X Support specialisation of committees X X X X X X X X X X X X X X X X X X X X X X X Support committees to manage knowledge X X X X X X X X X X X X X X X X X X X Improve timeliness and relevance of communication to publicX X X X X X X X X X X X X X X X X Increase the audience in the public reached with Parliament communications X X X X X X X X X Facilitate feedback from the public X X X X X X X X X X X X X Manage visitors to parliament more effectively X X X X X X X X X Mapping Statement of Business Imperatives to Initiatives Coverage
  19. 19. Friday 22 October 2010 World e-Parlaiment Conference, South Africa, 21-22 October 2010 Page 19 of 20 Affinity Analysis Initiatives BusinessWorkflowServices DocumentManagementServices TrackingandTracingServices ElectronicPublishingServices KnowledgeManagementServices Scheduling&CalendaringServices BusinessIntelligenceServices ChannelsofCommunication/ CollaborationServices PhysicalSecurityServices LanguageTranslationServices LibraryServices DraftingServices IntegrationServices Conferencing&Multi-MediaServices ChamberManagement/VotingService ResearchServices(Formulation) PerformanceManagementServices FinancialControlServices BookingandReservationServices OversightServices e-Learning/EducationServices ICTSupportServices NetworkServices(MobilityEnablement) HumanCapitalManagementServices AuthenticationandSecurityServices UnifiedMessagingServices GovernanceandComplianceServices BusinessPlanningServices DisasterandRecoveryServices InfrastructureRenewalandUpgrade EventManagementService RiskManagementServices SupplyChainManagement TimeandAttendanceServices MuseumandHeritageServices SpaceandPropertyManagement NPSR01 I R R R I R I R R I I I I I I R R R I R R I R R R I I R I 15 14 NPSR02 R R R R R R I I I R R I I I I R R I R R R R I 14 9 NPSR03 R I I I R I I R I I R I I I I I I I R R I R I I R R I I I R I I 10 22 NPSR04 R R I I I R I I I R R I I I I I R R R R I I R R I 11 14 NPSR05 R R R R R I R I I I I R R I R I I I R R R R R I I R R I I I I I 16 16 NPSR06 I I I I R R I I I I R I I I I I I I R R I R I I I R R I I I R 9 22 NPSR07 I I I R R R I I R I I I I I I I R R I R I I I R R I I I I I I 9 22 NPSR08 I I I I I I I I I R I I I I I I I R R R R R I I R R I I I I I I 8 24 NPSR09 I I I I I R I R I I I I I R R R R I I R R I I I R I I 9 18 NPSR10 I R I I I I I R I I R I I I I R R I I I I R R I 7 17 NPSR11 I I R I I I I I R I I I R I I R R I I I R R I I I 7 18 NPSR12 R R I I R R I R I I R I I I I I R R I I R R 10 12 NPSR13 I I I I I I I I I I I I I I I I I I I I R R I I I I I R R I I I I I I 4 31 NPSR14 I I R I I I R I I I R I I I I R R R I R R I I I 8 16 NPSR15 R R R R I R I R I I I R I I I I I I R R R R I R R I I I 13 15 NPSR16 I R R R I I I I I I I I R I I I I R R I I R R I I I 8 18 NPSR17 I I R I R R I I R I I R I R R R I I I R R I I I I I I 10 17 NPSR18 I I R R I R I I R I I I R R R R I R I R R I I I I I 11 15 NPSR19 I I I R I I I R I I I I I R R I I I R R I I I I I 6 19 NPSR20 R R R R I R R R I R I I I R R I R R R R I I R R I I I I 16 12 NPSR21 I R R R R R I R I I R R I I I I I R R R I I I R R I I I I 13 16 NPSR22 R I R R R 4 1 NPSR23 I I I I R R R R 4 4 NPSR24 I I I I I I I I I I R I I I I I I R R R I I I R R I I I R I 7 23 NPSR25 R R R R R 5 0 NPSR26 I I I I I I I R I I R I I I I I I I R R I I I I R R I I I I 6 24 NPSR27 I I I I I I R I R I I I R I I R R I I I R R I I I I 7 19 NPSR28 I I I I I I I R I R I I R R R I R R I I R R R I I I I I 10 18 NPSR29 R I R R 3 1 NPSR30 I I R 1 2 NPSR31 R I R I I R I R I I I R I I I R R I R R I I I I R R I R I I I 12 19 NPSR32 I I R I I I R I R R R I I R R R I I R I R R I I I I 11 15 NPSR33 I I R I R I I I R I R I R R I R I R I R R I I I I 10 15 NPSR34 I I I I R I R I I I R R R R I R R I I I 8 12 NPSR35 R R R I R I R R I I R R I I R R I I I R R I I I 12 12 NPSR36 I I I I I I R I I I I R R I I I R R I I I I I 5 18 Relies 8 9 13 10 5 15 4 18 3 0 0 1 33 5 0 1 3 6 2 3 0 32 34 8 17 8 4 0 35 35 1 0 1 5 0 0 Interface 20 14 17 15 21 15 23 12 11 15 19 15 1 13 25 21 21 11 16 22 19 3 1 13 12 20 18 19 0 0 28 21 19 14 15 21 Rely Interfaced Disaster and Recovery Services Infrastructure Renewal and Upgrade Event Management Service Risk Management Services Supply Chain Management Time and Attendance Services Museum and Heritage Services Space and Property Management Business Planning Services Performance Management Services Financial Control Services Booking and Reservation Services Oversight Services e-Learning / Education Services ICT Support Services Network Services (Mobility Enablement) Human Capital Management Services Authentication and Security Services Unified Messaging Services Governance and Compliance Services Research Services (Formulation) Knowledge Management Services Scheduling & Calendaring Services Business Intelligence Services Channels of Communication / Collaboration Services Physical Security Services Language Translation Services Library Services Drafting Services Integration Services Conferencing & Multi-Media Services Chamber Management / Voting Service Electronic Publishing Services Note: Read only from left to right "ROW" relies on or "Interfaces" to; Services to be "Relied" on or "Interfaced" to - between Service Components - National Parliament Business Workflow Services Document Management Services Tracking and Tracing Services
  20. 20. Friday 22 October 2010 World e-Parlaiment Conference, South Africa, 21-22 October 2010 Page 20 of 20 Prioritization model 10 / 9.5 / 9 / 8.5 8 / 7.5 / 7 / 6.5 6 / 5.5 / 5 / 4.5 4 / 3.5 / 3 / 2.5 2 / 1.5 / 1 / 0.5 Rating Very Good Good Med Poor Very Poor W X C NPIL01 2 0 1 0 1 0 1 0 50% 0.0% 2 0 Cost: (Low is 'Good'; Expensive is 'Poor') 1 0 Duration: (Short is 'Good'; Long is 'Poor') 1 0 Touchpoint with Current Projects: (Touchpoint is 'Good') 4 1 0 50% 0.0% 100% 0.0%Actual Score Initiative & Code Weight Scoring Criteria Strategic Fit (Alignment) BusinessWorkflowServices Consistent with Technical Competence Sub Total Internal Efficiencies Sub Total Summary Use of Personnel / Contractors: (Few is Good) Citizen Focus Part A Part B
  21. 21. Friday 22 October 2010 World e-Parlaiment Conference, South Africa, 21-22 October 2010 Page 21 of 20 ICT Services Priorities 1 2 3 3 5 5 5 8 8 8 11 12 12 14 14 16 17 18 18 18 21 21 23 23 25 26 27 28 29 29 31 32 33 34 35 36 0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 32 34 36 38 Oversight Services Research Services (Formulation) Document Management Services Performance Management Services Channels of Communication / … Financial Control Services ICT Support Services Conferencing & Multi-Media Services Event Management Service Unified Messaging Services Tracking and Tracing Services Electronic Publishing Services Infrastructure Renewal and Upgrade Business Planning Services Drafting Services Human Capital Management Services Business Intelligence Services Business Workflow Services Knowledge Management Services / (Information) Network Services (Mobility Enablement) Authentication and Security Services Scheduling & Calendaring Services Physical Security Services Supply Chain Management Language Translation /Interpretation Services Risk Management Services Disaster and Recovery Services Governance and Compliance Services e-Learning / Education Services Space and Property Management Integration Services Library Services Museum and Heritage Services Travel and Accomodation (Booking and … Time and Attendance Services Chamber Management / Voting Service Ranked National Parliament - Initiatives Ranked in terms of Part A Scoring (Strategic Focus)
  22. 22. Information strategy development Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  23. 23. INFORMATION MANAGEMENT FRAMEWORK Key performance areas • Accountability and ownership • Disciplined and consistent information processes • Authoritative information sources • Robust/flexible information environment • Ability to integrate/share information • Adequate information protection • Adequate information resources “Businesses realize that their key to success lies in how efficiently they generate, receive, transfer, process, and analyze information within the organization and along the value chain”. - Sanjog Aul Information strategy Information administration Performancemeasurement CapabilityDevelopment GovernanceInformation architecture Information services Information infrastructure Strategic alignment Alignment ConsistencyEffectiveness Integrity Efficiency Reliability & Persistence Secure and Availability Timely and relevant Quality information is a prerequisite for a management dashboard
  24. 24. Development process MIS solutions is delivered through a repeating process that clearly define data structures and information flows to enable the reuse of information and the consistent use and interpretation of information. Information strategy Define Data Views Identify stakeholders Define info requirements Define Architecture Find master data Model data Describe data Define meta data Implement solution Design data deployment Data extraction /staging Define delivery method Orchestrate data flow Design Flow Describe rules Define transformations State transitions Link logical and physical Apply Governance Define common data governance approach Define governance structures Assign roles and responsibilities Define governance mandate Measure quality Define data owners Measure data quality Task data owners Data quality improvement Delivery
  25. 25. High level activities An MIS environment enables the translation of business requirements into deployed solution that will satisfy the business requirements. In order to maintain that flow from requirement to solution the MIS manager must build and enhance the capacity to deliver and ensure information quality. “Businesses realize that their key to success lies in how efficiently they generate, receive, transfer, process, and analyze information within the organization and along value chain”. - Sanjog Aul Information strategy Information administration Performancemeasurement CapabilityDevelopment GovernanceInformation architecture Information services Information infrastructure Strategic alignment 1) Provide leadership 2)Sourcerightskills 3) Define information context 5) Manage information services 6) Deploy infrastructure resources 7) Administrate information instances 8)MonitorQuality&integrity 4) Monitor Compliance
  26. 26. Information management componentsThe information management framework a whole must be established over time to ensure information integrity Frequent evaluations of the maturity of all the components within the information framework is needed to show progress over time. Only 43% of legislatures have a written vision statement, over 40% do not have a strategic plan that is regularly updated - 2010 World e-Parliament report Information strategy Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data Target2010 2013
  27. 27. Information Trends/Best practice Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  28. 28. Hype cycle and learning curve Time Energy
  29. 29. Common information requirements Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  30. 30. Information requirements library Getting useable feedback from the public Better follow up on questions not answered Contact management for international relationships International Participation Public participation Oversight Leadership in information management assists business to translate strategic objectives into information requirements Strategic objectives determines the priority of the information requirement “We believe things have shifted and businesses have shifted to real time, and in order to get increased [success] they have to take new approaches to management. Businesses leveraging information as an asset do a better job driving incremental ROI.” – Steve Mills Information requirements
  31. 31. Conceptual information models Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  32. 32. Process modelling
  33. 33. Bill conceptual model Life Cycle View Public comment requires a Letter to Presiding Officer Publication is published in Vote count Draft bill is assigned to has a Public participation event Certified Bill is part of Bill Certificate trigers is part of requires Bill imlementation report 12 Dec 2008 10:54:08 AM initiates Report Bill receives Outcome triggers Impact study Bill passed Archived bill Bill green paper Translation Bill Translated draft bill Field trip is monitored by is certified by a Technical terms model Bill to be passed Document receives a Research Notification to the clerc of papers Ammendment is supported by is stored at is passed by Library location Committee has a Intervention recommendation Bill subsection
  34. 34. Information architecture Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  35. 35. Connecting the dots An MIS environment enables the translation of business requirements into a deployed solution that will satisfy the business requirements. In order to maintain that flow from requirement to solution the MIS manager must build and enhance the capacity to deliver and ensure information quality. “In large organizations the dilution of information as it passes up and down the hierarchy, and horizontally across departments, can undermine the effort to focus on common goals.” Mihaly Csikszentmihalyi Information architecture Information administration Informationimprovement CapabilityDevelopment GovernanceInformation architecture Information services Information infrastructure Strategic alignment Interactive dashboards Annual Performance Plan ERP ECM Define Key performance indicators Identify Information Security policy Back-up Disaster recovery Describe Classify DistributeCapture Present Ownership Mobility WCM Portal SMS Analyze Business Intelligence Multi-Media Parliament strategyPolicy directive Business plans HaveNeed Legend use in diagram: The Interactive dashboards must be enabled through designed information processes and services
  36. 36. Data integration Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  37. 37. Integration levels Strategy Level Governance Level Framework and Policies Design Principles Risk Mitigation Business Level Portal Environment Business Processes Information Level Structured and Unstructured XML Applications Level Common Data Bus Source connectivity Technology Level Security Access Connectivity Alignment with ICT Strategy
  38. 38. Business Requirement Unstructured Data Structured Data CollaborationExternal Sources External Stakeholders Managed Visibility Strategic Goal Enable managed visibility, secure access of related information across the operational spectrum of Parliament and the interoperability between the disparate application components in the environment.
  39. 39. Conceptual Design
  40. 40. Application Level
  41. 41. Information provisioning Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  42. 42. Data principles • One source of truth. • Common definition of context, purpose and value of information. • Proper data management.
  43. 43. Business intelligence and analytics Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  44. 44. Sustainability Change Institutional performance The Parliament performance Dashboard must link together the organisational design, process execution and performance information showing how effectiveness and efficiency is sustained and improved by being clear about who does what and when. “When monitoring and assessing outcomes and impacts, it needs to be kept in mind that government interventions can also have unintended consequences. These also need to be identified and monitored.” Framework of managing performance information – National treasury. Business intelligence Speaker Chairperson Secretary to Parliament Divisions Business Planning Budgeting Execution Monitoring Reporting Compliance Improvement Operations Projects Inputs Activities Outcomes Impact Sections Units Outputs Process Organisation Information The Management Dashboard must deliver consolidated and integrated reporting of both structured and unstructured information Intervention Risk assessment Resource allocation NA NCOP Monitoring & Evaluation
  45. 45. Software components Management dashboard Strategic scorecard Business intelligence Dashboard: Rich, interactive Web based display of personalized information to help guide managers in effective decision making. Scorecard: visualizations that graphically communicate strategy & strategic dynamics views Intelligence: Powerful reporting environment. Business Intelligence Reporting environment Institutional focus areas Personalised for management area
  46. 46. Information services Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  47. 47. Taxonomy overview • Files will be numbered using aa/bb/cc/dd • aa is a unique function number • bb is a unique service number associated with the function • cc is a unique process number associated with the function and service • dd is a unique document type number associated with the function, service and process. • Underscore “_” is used to differentiate between function, service, process and document type • A “-“ like a minus sign is used as a space in the name. 4) Methodology Function Service Process Document Function_Document Type_Subject_Date_Number MSP_Business-Case_Taxonomy_20111003_1 MSP Business analysis Develop Business case Business case yyyymmdd
  48. 48. Information Presentation Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  49. 49. Integration architecture overview Marang ERP Business Suite Enterprise Service Bus(ESB) Bungeni My Parliament Application Alfresco Document Member biographical information Calendar event Document reference Member - Commitee relationship Authenticaton request Active Directory Authentication My Committee Commitee information My Chamber activies Chamber information
  50. 50. My Committee: Information components Application layer Integration layer Service-Oriented Architecture Presentation layer My Committees Committee AgendaVenue Report Bungeni Member of Parliament Marang ERP Business Suite Alfresco Minutes Research report Public hearing Document reference Member of Parliament Calendar Meeting
  51. 51. My Committee: Data model Member of Parliament Committee is a member of Calendar has Event has Document references Venue has works with Report Public hearing is Agenda Minutes is is Research report is is Committee briefing is Alert triggers Subscription subscribes to triggers triggers
  52. 52. Process integration Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  53. 53. Information Infrastructure Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  54. 54. Components of information securityInformation security is not only about technology it must be supported by governance, physical security, the correct skills and most importantly users that take personal responsibility to ensure security. Information security applies to 5 domains of information technologies. Source: IBM information security framework The art of enterprise information architecture – IBM press Information infrastructure Network, interfaces and connectivity Servers and applications Governance Information management Authentication, identity and access Skillsandknowledge Personal devices Physical access security Collaboration and communication
  55. 55. Security framework Information security begins by protecting the user’s access point The network controls activity once the user is signed in On application level additional security features are applied specific to that application. Source: ICT Operations: Network Administrator MIS manager Information infrastructure Secure Socket Layer - Encryption - Security with availability Authorisation APPLICATION (e.g. Marang) Best practice: Lock down procedures SERVER COLLABORATION (e.g. E-mail) - Dedicated Switch Channel - Anti- Spam - User log-in monitoring PERSONAL DEVICES - Firewall - Anti-virus - Automatic security updates - Outbreak prevention INFORMATION MANAGEMENT Disaster recovery Back-up Segregation of duties Input validation NETWORK - Intrusion, detection and prevention - Logical separation of user domains - Network identify computer automatically - Firewalls control flow of information between domains. - Internet content filtering - Virtual private network
  56. 56. Information administration Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  57. 57. Information quality Data quality management must cover the whole information life cycle and it must be linked into a continuous improvement process. Data quality must be consist of both hard objective and soft subjective measures. “Checking the results of a decision against its expectations shows executives what their strengths are, where they need to improve, and where they lack knowledge or information” – Peter Drucker Information administration Definition Capture Distribution Use MeasureFeedbackImprovement -Requirements -Business rules -Standards -Access -Validation -Description -Interfaces -Contingency -Training -Issue resolution -Processes -Delivery -Storage -Back-up -Security -Error feedback -Exchange -Application -Interpretation -Real time -Tests -Audits -Perceptions Data ownership -Stakeholders -Dashboard -Meetings -Impact -Changes -Risks
  58. 58. Capability development Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  59. 59. Resource Management Capability development • Methods • Techniques • Disciplines Procedure installation • Back-up • Archiving • Security Infrastructure management • Databases • Data tools • Integration Information resource management ensures that information assets are adequately managed. MIS management empowers the people enabling the information life cycle The MIS manager builds capacity, installs procedures and secure infrastructure to manage information assets. “Progress happens when somebody decides that a better way exists and influences others to find that better way.” P Drucker . Information administration Vision and values Direction Persuasion Support Development Appreciation People management
  60. 60. Development Archive Production Quality Assurance Business Publisher Quality Assurance Capability
  61. 61. ICT Governance Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  62. 62. Governance Governance ensures accountability and transparency in the decision making processes MIS management must ensure that the correct governance is in place by ensuring all governance levels are well defined and documented. “Forward-thinking organizations are instituting processes to gain agreement on roles, responsibilities, policies, and procedures surrounding the maintenance of a single view of the entities needed for conducting business and measuring its performance,” – Henry Morris 2B) LEADERSHIP Structural Roles & responsibilities Policies (Access to information) Design principles (Information = asset) Standards (XML) Guidelines & Procedures Frameworks (TOGAF) Levels of authority Products (ORACLE, SQL) Reporting Outcomes to achieve Controls and interventions There has been relatively little progress in systems and standards for parliamentary documents since 2007 - 2010 e-Parliament report
  63. 63. Performance Metrics Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Information riskexposure Design Principles Common information requirements Connectivity Physical models Data Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data
  64. 64. Information maturity levels • Unaware: The institution is not aware of the components nor is there any plans to address the particular component. • Initiated: The institution is aware of a need but has not auctioned any activity to address the component • Developing: The institution is in the process of establishing of developing the component but it has not yet reached a mature state of usage. If the component is in place it still has many inconsistencies across the institution. • Mature: The principles and concepts associated with the component is known, well-defined and adhered to in a consistent manner. • Leverage: The institution is able to innovate its business process and gain benefit from the implementation and utilisation of the information component that offers significant improvement in terms of cost and/or productivity gains • Master: The information management component is an integral part of the organisation and considered to represent best practices and showing leadership in the industry in terms of the use of the particular management component. The information management maturity assessment provides a method to identify Parliament’s maturity in information management. Maturity is an indication of the proficiency with which Parliament manages and executes it operations in terms of each of the components in the information management framework. Performance metrics 0 1 2 3 4 5
  65. 65. 2010 The information management framework as a whole must be established over time to ensure information integrity Frequent evaluations of the maturity of all the components within the information framework is needed to show progress over time. Baseline 15% maturity Performance metrics Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Informationrisk exposure Design Principles Common information requirements Connectivity Physical models Info Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data Target2010 Data Ownership
  66. 66. 2011 In 2011 several initiatives were launched: • Information strategy • Conceptual information models • Analytics • Information maturity • Data ownership Achieved 20% information maturity 5% increase from previous year Performance metrics Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Informationrisk exposure Design Principles Common information requirements Connectivity Physical models Info Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data Target2011 Data Ownership
  67. 67. 2012 2012: Begin to develop capability • Information strategy • Information modelling • Information definition • Trends/best practice tracking • Design principles Achieved 31.7% information maturity Improvement 11.7% improvement Performance metrics Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Informationrisk exposure Design Principles Common information requirements Connectivity Physical models Info Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data Target2012 Data Ownership
  68. 68. 2013 2013: Leverage ICT strategy Initiate implementation of integration layer Upgrade SAN Multiple conceptual information models linked to processes Begin to develop standards Achieved 38.3% information maturity Improvement 6.6% improvement Performance metrics Information administration Metrics CapabilityDevelopment Business strategy ICT strategy ICT GovernanceInformation architecture Information trends/ best practice Policies Logical models Standards Information sources Information services Data Integration Compliance Content Integration Data dictionary Information infrastructure Process and System Data toolsPhysical storage Databases Business rules Information Quality Information management maturity Informationrisk exposure Design Principles Common information requirements Connectivity Physical models Info Ontology Master data Classification User/Supplier s Validation rules Transition Reference data MethodsTechniquesDisciplines Frameworks ArchivingBack-upData quality Change mngmt Termination Conceptual information models Information strategy Data Analytical PresentationMaster data Meta data Target Data Ownership 2013
  69. 69. Information maturity levels 48 components are being evaluated in terms of maturity 2010: Unaware 2011: Initiating 2012: Developing Performance metrics 0 1 2 3 4 5
  70. 70. Maturity improvement 48 components All mastery = 48 x 5 = 240 Maturity % = number components x value of maturity level. Although maturity is low the maturity has doubled in value. Performance metrics
  71. 71. Technical Benefits It can be argued that in the age of the Information Society, the ability of parliaments to fulfil their responsibilities as representatives of the people and to attain the highest levels of openness requires the effective and creative application of ICT in their daily work. - 2010 World e-Parliament Report 2002, Celent Communication analysis shows: 20-30 % increase in project efficiencies 20%-30% reduction in integration costs 60% efficiency improvement integrating with external parties 5) Conclusion MIS Agility Traceability Sustainability Speed •More leverage from existing IT investments •Agility to adapt quicker to change •Traceability and transparency of information •Faster information provisioning •Sustainability of Information solutions •Better coordination between IT projects •Interoperability between IT systems •Standards reduce time and cost of implementation Interoperability Leverage Coordination Standardisation

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