Conducting your own Data Life Cycle Audit Presented by: I nformation T echnology A dvisory G roup ITAG December 3, 2003.

Conducting your own Data Life Cycle Audit

Presented by: Information Technology Advisory Group

ITAGDecember 3, 2003

December 3, 2003 www.ItagInfo.com 2

Format of Presentation

ITAG Overview What is the Data Life Cycle Why should you conduct a Data Life

Cycle Audit Steps to conduct your own Data Life

Cycle Audit


ITAG Overview

Strategic technology consulting firm that focuses on the alignment of business and technology.

Started in 1998 Primary market is associations

(member-centric organizations) Created the ITAG Alliance


ITAG Overview

Proven methodologies: Business Technology Alignment Strategic Planning Business Intelligence Technology Selection & Implementation Technology Initiative Management Business Continuation / Disaster

Recovery Planning


What is the Data Life Cycle?

The Data Life Cycle are the phases in which data moves through the organization. The different phases include how the organization collects, stores, processes and disseminates their key data.

Key data defines the most critical or important data elements that are pertinent to supporting an internal organization’s specific business processes.


Why should you conduct a Data Life Cycle Audit? Eliminate duplication of work effort and

increase overall productivity. Consolidate stranded information

assets. Generate business intelligence in order

to better facilitate customer relationship management.

Support cross-departmental business functions.

Enhance one-on-one (personalized) marketing.


Why should you conduct a Data Life Cycle Audit? Improve data maintenance and

integrity. Helps identify data flow dependencies

for business continuation/disaster recovery planning.

Identify a complete enterprise application integration strategy.

Creates a vehicle to communicate technology needs to senior management


What does the AMS have to do with it? AMS is core business (association) application

which supports all four phases of the Data Life Cycle Streamlines data collection Primary data repository Supports transaction processing Base for reporting/business intelligence

Identifies data integration Third party applications / data sources Strategic Partners Web


Enterprise Application Integration AMR Research (2003)

45% of companies require the same customer to place orders through separate systems

60% have limited or no integration between their front- and back-office systems

90% struggle with customer responsiveness, visibility, automation and data quality

20% of customer data is centrally managed


How to Conduct a Data Life Cycle Audit Identify primary business functions and

associated processes and tasks for each Identify departments that are

associated with each business function Document the Data Life Cycle for each

business function (and process) Data Collection Data Repository Business Process Data Dissemination


Primary Business Functions

Membership Committees / Boards Meetings

Management Products / Publication

Sales Sponsorship Education Certification Marketing

Legislative Tracking Regulatory Tracking Finance Customer Service Communications Research PAC Foundation


Business Function Analysis

What are the primary responsibilities (business functions) for each department?

What other departments or business functions are directly related with this business function?

What are the routine tasks to perform the primary responsibilities?

What are the standard operating procedures?

How current is your business continuity / disaster recovery plan?


Business Functions

The same business function can be performed by multiple departments.

Processes and tasks related to a business function can cross over multiple departments.

A business function can have multiple processes and tasks associated with it.


Data Collection Methods

Web Forms Email Conversations Third-Party

Strategic Partners

Abstracts (Call for Speakers)

Membership ApplicationSubscriptionsOrder Entry Meetings RegistrationExhibit RegistrationSurveysExternal Societies or Chapters


Data Collection Analysis

What key data is required to support each business function?

What key data is collected during each data collection method identified for each business function?

What is the frequency of collected key data based upon each data collection method?

What key data is considered static, non-static or calculated?


Key Data Mapping

Organizational Key Data M

emb

ersh

ip

App

licat

ion

Mem

ber

ship

S

urve

y

Pla

n P

rofi

le R

epor

t

Mee

ting

R

egis

trat

ion

Pro

duct

Sal

es

Dir

ect

Con

tact

Organization Name X X X X X X Parent / Subsidiary Link X Organization Address X X X Organization Phone X X X Organization Fax X X X Organization URL X X Organization Type X X Organization Classification X X Products and Services X X Number of Employees X X X Corporate Structure X Congressional District Organization Description/Mission X X


Data Storage Analysis

Where does the key data reside that supports each business function (AMS, Word, Excel, etc.)?

What format is the data? How does that data get accessed (standalone,

networked, remote application)? Based upon the interdependencies of key data

between business functions, does each business function have access to the most current and accurate data source?

What are the key indexes for each data repository?

How much data is being stored?


Data Repository Map

FMS

PAC

CRM/AMS

Press/Media

Online Meeting

Registration

Certification

OnlineProduct

Sales

Legislative/Regulatory

Chapters

Stranded Information Assets


Challenges with Stranded Information Assets Technical Challenges

Multiple data sources, data types, locations Data accessibility Redundant data sources

Organizational Challenges Managing information Maintaining data integrity Creating accurate and timely reports Publishing to Members, Committees or

Board


Process Analysis

What process is being supported based upon data collected by a different business function?

Are there manual processes which can be automated easily?

What processes are supported by web-based applications?

What external strategic partnerships do you have that support internal business functions – how does those partnerships impact the process, including data collection, storage and dissemination?


Business Process Map

Customers

Meetings/ Education

CommitteeManagement

Products

Exhibits

FinancialReporting

Certification

Legislative / Regulatory


Data Dissemination Methods Digital Content for Sale List/Reports/Queries Inter/Intra/Extra Net Business Intelligence Forecasting New Product/Service Enhance Customer

Service Knowledge Creation

Web FormsPDAPersonalized EmailsPublicationsFile TransferConversations


Data Dissemination Analysis What are the different tools used for

disseminating data (report writers, data mining tools, etc.)?

What format does key data get disseminated? Reports Publications Web Content PDA External Strategic Partnerships

What other applications is data being disseminated to?


Data Life Cycle Map

PDAAction TriggerMail

Store

Content Update

Web Forms

AMS/ Subset

DynamicUpdate Analytics

Data Entry

Temp DB/

Other

BatchUpdate Integrity

Reporting

Trip ReportsCEU VerificationIssue Lobbyist

Meeting RegistrationProduct PurchaseMember Profile

SurveyMembership Application

Data Collection Repositories DisseminationProcesses

PDA Mail Store

PDA Mail Store


Data Life Cycle

Data Collection Repository Process Dissemination

Continuous

Conducting your own Data Life Cycle Audit

THANK YOU!

Presented by: Information Technology Advisory Group

ITAGDecember 3, 2003

Conducting your own Data Life Cycle Audit Presented by: I nformation T echnology A dvisory G roup ITAG December 3, 2003.

Documents

customer data

data integration

data quality

data moves

data maintenance

data life cycle audit

key data mapping slide

data collection analysis