Case Studies Case Studies SloveniaSlovenia

Julija Kutin Julija Kutin julija.kutin@gov.sjulija.kutin@gov.sii

METIS Workshop on the Statistical Business METIS Workshop on the Statistical Business Process and Case StudiesProcess and Case Studies

11-13 March 200911-13 March 2009

OutlineOutline

1.1. Introduction.Introduction.

2.2. Statistical metadata systems and the Statistical metadata systems and the statistical business process.statistical business process.

3.3. System and design issues.System and design issues.

4.4. Organizational and workplace culture Organizational and workplace culture issues.issues.

5.5. Lessons learned.Lessons learned.

IntroductionIntroduction

Case Study was prepared by Joza Klep Case Study was prepared by Joza Klep and Julija Kutin.and Julija Kutin.

Situation at SORS end February 2009: Situation at SORS end February 2009: there are 386 employees. 198 of them there are 386 employees. 198 of them have graduate or post-graduate degree. have graduate or post-graduate degree.

SORS as a production process oriented SORS as a production process oriented institution headed by director general and institution headed by director general and two deputy directors.two deputy directors.

SORS organisation schemeSORS organisation scheme

The main goalThe main goal

The main goal of  SORS in the field of The main goal of  SORS in the field of metadata is to develop an efficient and metadata is to develop an efficient and effective, standardized and integrated effective, standardized and integrated system for collecting and editing metadata system for collecting and editing metadata as an important part of the statistical as an important part of the statistical information system. information system.

Metadata in SORSMetadata in SORS

A centralised, corporate metadata repository (metadata about A centralised, corporate metadata repository (metadata about surveys, publications, statistical terminology, classifications and surveys, publications, statistical terminology, classifications and nomenclatures, advance release calendar);nomenclatures, advance release calendar);

For each statistical survey methodological explanations have For each statistical survey methodological explanations have been developed;been developed;

This year the metadata repository has been developed This year the metadata repository has been developed (questionnaires, variables and connections to databases);(questionnaires, variables and connections to databases);

The next step will be to connect those two parts with the The next step will be to connect those two parts with the repository for reference metadata;repository for reference metadata;

In the centralised metadata repository metadata will be In the centralised metadata repository metadata will be reusable.;reusable.;

Metadata will be disseminated through our website.Metadata will be disseminated through our website.

Metadata on the webMetadata on the web

Program of statistical surveys.Program of statistical surveys. Action plan.Action plan. Methodological Explanations. Methodological Explanations. SORS' release calendar.SORS' release calendar. Classifications.Classifications. Questionnaires. Questionnaires.

SDMX standardsSDMX standards

SODI project ("push" method).SODI project ("push" method). Technical and a content problem.Technical and a content problem. Group for SDMX:Group for SDMX:

to monitor the development of the SDMX;to monitor the development of the SDMX; to collaborate in different Eurostat activities in to collaborate in different Eurostat activities in

the field of development and implementation the field of development and implementation of the SDMX;of the SDMX;

to prepare suggestions on how to take steps to prepare suggestions on how to take steps to implement the SDMX;to implement the SDMX;

to acquaint the wider interested public with to acquaint the wider interested public with the SDMXthe SDMX. .

Statistical Metadata System and the Statistical Metadata System and the Statistical Business ProcessStatistical Business Process

The most important activities which enable the Slovenian statistical system to complete the mission are: modern approach to total quality management; competency of the staff; up-to-date harmonization with the international environment; user-orientation; modernisation of processes; improvement of working conditions.

Statistical business process model Statistical business process model

The thorough process of analyzing processes (from 2006 to spring 2007).

The breakdown of processes (structure) presents a sound basis.

Around 150 meetings and workshops from January 2007 to November 2008 helped clarify objectives of the project.

There were more challenges revealed.

1

Quality Management / Metadata Management

1 Specify needs

2 Design

3 Build

4 Collect

5 Process

6 Analyse

7 Disseminate

8 Archive

1.1 Determine need for

information

1.2 Consult and confirm need

1.3 Establish

output objectives

1.4 Check data availability

1.5 Prepare

business case

2.1 Outputs

2.2 Frame

and sample methodology

2.4 Data

collection

2.5 Statistical processing

methodology

2.6 Processing

systems and workflow

3.1 Data

collection instrument

3.2 Process

components

3.3 Configure workflows

3.4 Test

3.5 Finalise

production systems

4.1 Select sample

4.2 Set up

collection

4.3 Run collection

4.4 Load data

into processing

environment

5.1 Standardi-

ze and anonymize

5.2 Integrate

data

5.3 Classify and code

5.4 Edit and impute

5.5 Derive new variables

5.7 Calculate

aggregates

6.1 Acquire domain

intelligence

6.2 Prepare draft

outputs

6.3 Verify outputs

6.4 Interpret and

explain

6.5 Disclosure

control

6.6 Finalize

outputs for disseminati-

on

7.1 Update output

systems

7.2 Produce products

7.3 Manage release

of products

7.5 Manage customer queries

7.4 Market and

promote products

8.1 Define archive

rules

8.2 Manage archive

repository

8.3 Preserve data and

associated metadata

8.4 Dispose of data and

associated metadata

5.6 Calculate weights

2.3 Variables

9 Evalua

te

9.1 Gather evaluati

on inputs

9.2

Prepare evaluati

on

9.3 Agree action plan

1.6 Methodology

analysis

1.7 Incorporation

annual program of

statist.surveys

2.7 Agreements with other institutions

9.4 Analyse process

data

GSBPMGSBPM SORS modelSORS model SORS useSORS use

®® ®® ®®

®® ®®

®®

®® ®®

SBPM as an input in ISISSBPM as an input in ISIS

The analysis of The analysis of processes was processes was one of the one of the inputs into the inputs into the project ISIS.project ISIS.

SPM – STATISTICAL

PROCESSING MODULE ADMINISTRATION

(ADMINISTRATION)

SBRM -STATISTICAL BUSINESS

REGISTRY MODULE(REGISTRY)

DCM -DATA COLLECTION

MODULE(RESPONDENT LIST,

E-REPORTING)

SDM -SURVEY DESIGN MODULE

(VARIABLES, QUESTIONNAIRES)

SPM – STATISTICAL

PROCESSING MODULE(SURVEYS AND DATA)

Current system Current system

ISIS

Connection

KLASJE

Replications

METIS

Classifications

Variables, questionnaires, address lists, process metadata.

Integrated Statistical Information System

Annual programme of statistical surveys, survey

instances, activities, working plan with

activities, publications, release calendar

Costs and Benefits Costs and Benefits

The current metadata system was gradually The current metadata system was gradually developed, starting in 1997.developed, starting in 1997.

"Modernisation and development of the statistical "Modernisation and development of the statistical information system in Slovenia“ (February - information system in Slovenia“ (February - September 1997 ) – September 1997 ) – short short term missions to SORS term missions to SORS by experts from Statistics Sweden.by experts from Statistics Sweden.

StatCop98 project - Development of conceptual, StatCop98 project - Development of conceptual, technical and software solutions of common technical and software solutions of common (infrastructure)(infrastructure) importance importance..

Project STAT200Project STAT20000 - focus on dissemination - focus on dissemination procedures.procedures.

IT architecture IT architecture

Key goals for the realisation of the tasks Key goals for the realisation of the tasks in ISISin ISIS:: well computerised and efficient statistical well computerised and efficient statistical

process, supported by general user-friendly process, supported by general user-friendly information solutions;information solutions;

efficient and satisfied internal and external users efficient and satisfied internal and external users of information services;of information services;

competent IT experts;competent IT experts;

electronic storage and archiving.electronic storage and archiving.

Shared servers and dedicated ISIS Shared servers and dedicated ISIS serversservers

Proposed Proposed system system

architecturearchitecture

??

SURS in ISISSURS in ISIS

Input data into MetisInput data into Metis

Respondent list preparation

Respondent list preparation

DCM-respondent list

DCM-respondent list

Questionnaire preparation

Questionnaire preparation

Release of questionnaire

Release of questionnaire

SDMSDM

Data capture from different sources

Data capture from different sources

DCM- E reporting.

DCM- E reporting.

Statistical analysisStatistical analysis

SPMSPM

SURS in ISISSURS in ISIS

ISIS databaseISIS database

Data file system

Data file system

ISISISIS

METISMETIS

Capture metadata about surveys and

activities from Metis

Capture metadata about surveys and

activities from Metis

KlasjeKlasje

Capture classiffications

from Klasje

Capture classiffications

from Klasje

SPM-Administration

SPM-Administration

Review the survey process and administration of the

application

Review the survey process and administration of the

application

DCM-Respondent

list

DCM-Respondent

list

Respondent list preparation and

contacts with units

Respondent list preparation and

contacts with units

SDMSDM

Metadata about surveys,

questionnaires release

Metadata about surveys,

questionnaires release

Metis Activities

Metis Activities

OutsourcingOutsourcing

Outsourcing versus in-house development:Outsourcing versus in-house development: use both internal and external human resources;use both internal and external human resources;

SORS will focus on the internal management of SORS will focus on the internal management of the statistical core business;the statistical core business;

SORS will outsource when this is cost-efficient SORS will outsource when this is cost-efficient and/or presents an opportunity to expand and/or presents an opportunity to expand internal know-how.internal know-how.

Sharing software Sharing software components ocomponents orr tools tools

Scripts, guidelines, manuals for: Scripts, guidelines, manuals for: classification database;classification database; advance release calendar;advance release calendar; WebCMS;WebCMS; registry of statistical surveys and survey registry of statistical surveys and survey

instances;instances; planned activities within survey instances.planned activities within survey instances.

Organisational and workplace Organisational and workplace culture issuesculture issues

Responsible unit for metadata Responsible unit for metadata should beshould be unit for unit for general methodology and standardsgeneral methodology and standards (not at the (not at the moment)moment);;

EDP infrastructure and technologyEDP infrastructure and technology is responsible for is responsible for SDMX and archiving;SDMX and archiving;

There is no permanent metadata management team There is no permanent metadata management team for the moment;for the moment;

Training and knowledge management:Training and knowledge management: constant education,constant education, IT requires trained experts.IT requires trained experts.

Partnerships and cooperation Partnerships and cooperation

Participating in relevant international meetings Participating in relevant international meetings (METIS, OECD and Eurostat);(METIS, OECD and Eurostat);

PC-Axis reference group;PC-Axis reference group;

The classification server was developed with The classification server was developed with thorough documentation from Statistics New thorough documentation from Statistics New Zealand;Zealand;

PHARE projects (COP98, STAT2000, cca 2,5 mio PHARE projects (COP98, STAT2000, cca 2,5 mio Euro) and 2005 Transition Facility Program (ISIS, Euro) and 2005 Transition Facility Program (ISIS, cca 1,2 mio Euro);cca 1,2 mio Euro);

Studying solutions developed elsewhereStudying solutions developed elsewhere is the is the primary source of knowledge in the metadata fieldprimary source of knowledge in the metadata field. .

Lessons learned Lessons learned

Participation in expert conferences and bilateral Participation in expert conferences and bilateral cooperation with foreign officescooperation with foreign offices is necessary is necessary;;

Total quality management priorities;Total quality management priorities;

The preparation of internal methodological manuals;The preparation of internal methodological manuals;

SORS attempts to increase interest in implementing SORS attempts to increase interest in implementing the quality standards of the ESS among authorised the quality standards of the ESS among authorised producers of national statistics. producers of national statistics.

Lessons learned Lessons learned - - ISIS final report ISIS final report Project ISIS is too complex;Project ISIS is too complex;

User specifications were too general;User specifications were too general;

Detail specifications preparation together with business Detail specifications preparation together with business process redesign;process redesign;

Fluctuation of the consultant's staff;Fluctuation of the consultant's staff;

Remote access to the SORS test environment;Remote access to the SORS test environment;

Organizational adaptation of SORS;Organizational adaptation of SORS;

Organization of user testing and bug repairOrganization of user testing and bug repair on some on some modules not efficientmodules not efficient;;

Split future complex projects into two or three smaller Split future complex projects into two or three smaller projects!projects!