RESOURCES FOR EFFECTIVE DATA MANAGEMENT By P. N. Asuquo (Ph.D)
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Transcript of RESOURCES FOR EFFECTIVE DATA MANAGEMENT By P. N. Asuquo (Ph.D)
RESOURCES FOR EFFECTIVE DATA MANAGEMENT
By
P. N. Asuquo (Ph.D)
Preamble
What is the global view on data?
A strategic and important corporate asset?
Or
A worthless baggage?
Any reason for this global view?
Let’s consider:
legal, fiscal, administrative and other data requirements of the University
basic tool for economic and social life
effective and efficient administration
Let’s consider the place of data in:
planning
decision making
operations
accountability
What are the fociStudents
Staff
Finance
Facilities
Research
What are the focistaff development efforts
Library
health centre (welfare)
students accommodation
pre-University preparatory staff schools
Data evolution and Nigeria
From the archaic format to the present digital format
Digital format presents a new challenge of generating, storing and managing data.
Data evolution and Nigeria
Still a misunderstood and under-leveraged corporate asset
Does this facilitate effective academic planning?
What Is Effective Data Management?
• Data management “is the development and execution of architectures, policies, practices and procedures in order to manage the information lifecycle needs of an enterprise in an effective manner.” (Margaret Rouse, 2010 - Enterprise records management strategy guide for GRC professionals)
Other definitions• "… the development, execution, and
supervision of plans, policies, programs, and practices that control, protect, deliver, and enhance the value of data and information assets" (Data Management Association (DAMA)
• Data management is the process of managing data as a valuable resource. It encompasses a full spectrum of administrative and technical activities involved in handling data:
• The administrative aspect stipulates the operational rules that govern data management and verifies data quality
Other definitions• The technical aspect establishes and
manages the overall environment (architecture, technical facilities, systems and databases) that acquire, maintain, disseminate and dispose the electronic data assets.
• Altogether, it entails the processes and technologies involved in ensuring the conformity of data values to operation/business requirements ranging from data collection, organization, backups, archiving for long term preservation, sharing or publishing as well as ensuring security of confidential data and data synchronization.
What are the Components of data management? •It involves the following:
Data modelling
Data warehousing
Data movement
Database administration
Recoverability of Data or Data Backup
Database Security
Rationale for Effective Data Management
•Changing operational conditions•Avoidance of accidental loss and
accusation of misconduct•Poorly managed data can become a
liability, hampering operations and draining resources.
•Averting adverse events and misinformed decisions
•Strong and clear goals can be set in order to improve control, efficiency and measureable outcomes
•Achievement of regulatory compliance in the most sustainable, future-proofed and cost-effective manner.
•Innovative use of data-derived insights to improve image, increase stakeholders’ intimacy and inform service portfolio development, drive patronage, support retention and competitive advantage.
• Increase risk management effectiveness through clean and current data access
•Revenue increase through driving it up Universities’ competitive edge by deep data understanding
•Cost reduction through efficiencies, reduction in errors and re-working and unnecessary task duplication
•Ease of teaching, research, community service, administration
Effective Data Management enables Universities to:
• Monitor and review activities and operations
• Demonstrate accountability through reporting
• Provide effective and efficient services to students, staff and other stakeholders.
• Produce accurate and comprehensive management information on which timely, informed decisions can be made to inform the future of the institution.
• Maximize the income generation potential of data
• Designate accountability for information quality
• Enable better planning by supervisory staff
• Minimize or eliminate re-work
• Optimize staff effectiveness • Establish process
performance baselines to enable improvement efforts
• Produce accurate external returns to ensure accurate funding allocations, and to demonstrate accountability to public and private sponsors.
• Meet the terms as enunciated in the strategic plans of the institutions.
• Increase consistency and confidence in decision making
• Decrease the risk of regulatory fines and sanctions
• Improve data security
• Acknowledge and hold all gain
• Improve communication between the producers and users of data
• Develop more coordinated flow of data and information between agencies
• Identify and eliminate some of the existing gaps in available information
• Provide direct assistance to agencies with data needs.
The Basic Features Of Effective Data Management
Creation of data needed by all functional teams
Retention of needed data and discarding obsolete ones
Safe and secure data storage including archival data
Quick and efficient data access and retrieval system
Availability of the right ICT at the right place and time
Promotion of archival records as community resource
Integration of data management goals into daily operations
Implementation of appropriate access restriction strategies
Ensure that staff are aware, responsible and accountable for data
quality and security
Availability of processes for data collection, retention, retrieval and
reporting
Regular review of data policy, procedures, requirement and quality
assurance
Upgrading staff competencies on data use and management
Implications Of Ineffective Data Management
Financial losses: data is worth millions of dollars.
Standard norms breaches: Mandatory conditions requiring compliance could be breached.
Misleading impressions: both external and internal impressions of institutional performance in teaching, research and community service.
Reputational damage: in areas such as student recruitment, access and records.
Inappropriate decisions Under reporting: resulting in penalties and
diminished funding for research and other purposes.Under funding: or reduced future fundingLitigation risk: where the client’s digital identity is
stolen by hackers, the organization is at the risk of being sued.
Excess data storage costs: Where an organization has no process for data cleansing (replacing or deleting inaccurate, incomplete, or outdated information), the data storage costs and IT resource needs double each year.
Inefficient workflow processes: caused by uncoordinated database.
Brand/reputation loss: Clients are frustrated, because departments can't communicate effectively with one another. As a result, the organization's reputation and fate dwindle.
Negative press/publicity: Poor data management may lead to poor image and negative publicity. This cannot help the status and ranking of the university in the globally competitive world.
The resources needed
Human resources
Material resources
Financial resources
Database management
The resources needed
Human resource
sSpecialists eg dbase admin, engineers etc
Support staff eg clerical staff,
security personnel etc
Material resource
sProcess eg operational guidelines,
ethical and legal framework
Physical infrastructure
Financial
resources
Salaries, allowances, honoraria,
training cost, consumables etc
1. Appropriate Accommodation
2. Computer ware
3. Environmental control
4. Associated components
Physical infrastructure
1. Appropriate accommodation
Standard server room
Access restriction• perimeter fencing• Security personnel
Furniture• Tables, chairs• Racks etc
2. Computer ware
Hardware
Computer systems
Servers
Printers, scanners
etc
Software
Dbase mgt
software
Security software
3. Environmental control resources
Environmental control
Air conditioners
Fire suppression equipment
Access control devices
CCTV
Biometric access control
4. Associated components
Associated components
Storage infrastructure
Back up facilities
Redundant power supply
eg UPS, generating set
etc
Data communication
connections
Redundant storage system
Telecom devices
Conclusion
Effective data management ensures that the facility becomes a shared multi-user resource.
It requires resources to achieve its conceived goals.
The resources, grouped into human, material and financial resources.
The selection and utilization of electronic solutions address different data management needs
It however comes with responsibility involving:▫ selecting right resources (capability)▫ responsible use of shared resources▫ setting right access limits▫ archiving and backing up critical data▫ data protection, retention & available allocations ▫ as well as safeguard against misuse, abuse, security
violations and criminal activities
THANK YOU