DS11 Data Management

1. Description

Application and general controls over the IT operations to ensure that data remains complete, accurate and valid during its input, update and storage.

2. Service Activities

Procedures Maintenance: maintain procedures for data preparation, source document and data input authorization, data collection and error handling, transaction data entered for processing (people-generated, system-generated or interfaced inputs) should be subject to a variety of controls to check for accuracy, completeness and validity,
Error handling: correction and resubmission of data which was erroneously input,
Processing integrity: processing of data that ensure separation of duties is maintained and that work performed is routinely verified,
Processing validation, editing and error handling: is performed as close to the point of origination as possible and that erroneous transactions are identified without being processed and without undue disruption of the processing of other valid transactions,
Output management: information technology application program output: handling and retention, write procedures for distribution, routine balancing to relevant control totals (audit trails should be provided to facilitate the tracing of transaction processing and the reconciliation of disrupted data), review the accuracy of output reports by the provider and the relevant users
Storage management: establish and maintain procedures (including retention periods) for data storage which consider retrieval, integrity and cost effectiveness requirements and ensure that the data is checked periodically,
Media library management system: systematic inventory of the media library,
Back-up and restoration: Maintain a strategy for backup and restoration,
Authentication and integrity checking: the authentication and integrity of information originated outside the organisation, whether received by telephone, voicemail, paper document, fax or e-mail, is appropriately checked before potentially critical action is taken,

3. Key Goal Indicators

A measured reduction in the data preparation process and tasks
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

ebc Service Commitments

Implement solution to data sharing/storage for EBC including a review of current processes/practices, proposal for improved data sharing, approval by SMT, and implementation of plan, including RFP and staff training as required.

4. Key Performance Indicators

Percent of data input errors
Percent of updates reprocessed
Percent of automated data integrity checks incorporated into the applications
Percent of errors prevented at the point of entry
Number of automated data integrity checks run independently of the applications
Time interval between error occurrence, detection and correction
Reduced data output problems
Reduced time for recovery of archived data

ebc Service Commitments

5. Critical Success Factors

Data entry requirements are clearly stated, enforced and supported by automated techniques at all levels, including database and file interfaces
The responsibilities for data ownership and integrity requirements are clearly stated and accepted throughout the organisation
Data accuracy and standards are clearly communicated and incorporated into the training and personnel development processes
Data entry standards and correction are enforced at the point of entry
Data input, processing and output integrity standards are formalised and enforced
Data is held in suspense until corrected
Effective detection methods are used to enforce data accuracy and integrity standards
Effective translation of data across platforms is implemented without loss of integrity or reliability to meet changing business demands
There is a decreased reliance on manual data input and rekeying processes
Efficient and flexible solutions promote effective use of data
Data is archived and protected and is readily available when needed for recovery

6. Additional Information

Maturity Level Characteristics


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