Data strategy and cake

3 February 2016

@AdaptaforNFP #DataStrategy

Adapta Consulting

We are: – A specialist information systems consultancy – We only work with membership organisations, charities,

associations, trusts and others in the NfP sector – We are completely supplier-independent – Our consultants have held senior positions in a broad range of

different organisations – Our advice and guidance is based on practical experience gained

over many years.

Programme 14.00 Arrival and welcome

Iain Pritchard – Adapta Consulting

Welcome to the event, introductions and overview of the agenda for the

afternoon.

14:15

The landscape for the sector in 2016

Iain Pritchard, Adapta Consulting

A summary view of the key data strategy issues – and opportunities – facing the

sector

14:30 Case studies

Short stories from speakers

Short practical case studies from speakers who have been addressing the data

strategy challenges in their organisations

15:45 Discussion and feedback

All

A round table discussion and feedback.

16.30 -

17.00

Review and close

Iain Pritchard – Adapta Consulting

Processes, people and technology

Roles and people

Resources (funding, facilities, and technology)

Activities (processes and culture)

Entity Model

© Fairtrade 2011

Moving data from

challenge to strategy

Tim Gutteridge

Fairtrade Foundation

Chief Operating Officer

© Fairtrade 2011

Fairtrade

Summary

© Fairtrade 2011

© Fairtrade 2011

© Fairtrade 2011

Small

Producer

Organisation

Trader

Exporter

Processor

Brand

Name or

Retailer

The Challenge

Impact

Needed

Power

© Fairtrade 2011

Small

Producer

Organisation

Trader

Exporter

Processor

Brand Name

or Retailer

The Challenge

Ensure

compliance

with required

Standards

Ensure compliance

with required

Standards

And

Payment of at least

the

Fairtrade

Minimum Price and the additional

Social Premium

© Fairtrade 2011

• Commodity sold

• Price Received

• Premium Received

• Impact of Premium

Small

Producer

Organisatio

n

Trader

Exporter

Processor

Brand

Name or

Retailer

Data needed to

ensure compliance

• Product Name

• Product Recipe

• Supply chain of Fairtrade Ingredients

• Ingredient Volumes Purchased

(& Premiums Paid)

• Product Sales Volumes

(to ensure compliance and calculate licence fee)

© Fairtrade 2011

Inconsistent Definitions (Language and Data)

PRODUCT

© Fairtrade 2011

Inconsistent Definitions (Language and Data)

PRODUCT PRODUCT

© Fairtrade 2011

Inconsistent Definitions (Language and Data)

PRODUCT PRODUCT

PRODUCT

?

© Fairtrade 2011

COMMODITY PRODUCT (or SKU)

SKU (stock keeping unit)

Inconsistent Definitions (Language and Data)

© Fairtrade 2011

Computerised existing

Excel Spreadsheets

• Designed around existing

process and data needs

• Computerised paper based

systems without changes

• Bespoke system

has hindered future

development

© Fairtrade 2011

Small

Producer

Organisation

Trader

Exporter

Processor

Brand Name

or Retailer

Look at the Bigger

Picture

© Fairtrade 2011

Small

Producer

Organisation

Trader

Exporter

Processor

Brand Name

or Retailer

Look at the Bigger

Picture

© Fairtrade 2011

Small

Producer

Organisation

Trader

Exporter

Processor

Brand Name

or Retailer

Look at the Bigger

Picture

© Fairtrade 2011

What we did

© Fairtrade 2011

What we did

• Initiated and developed

International working group

• Understand processes and

data needs within each

business

• Aligned requirements where

possible

• Define a shared international

data dictionary

• Invested into international

projects rather than duplicate

effort

© Fairtrade 2011

What we did

• Initiated and developed

International working group

• Understand processes and data

needs within each business

• Align requirements where

practical and possible

• Define shared data dictionary

• Invested into international

projects rather than duplicate

effort in the UK

© Fairtrade 2011

What we did in the UK

© Fairtrade 2011

What we did in the UK

• Initiated internal working group

from across foundation, not just

IT,

• Develop detailed understanding

and document business

processes

• Develop detailed understanding

data requirements and usage,

and proactively identify any

anomalies

• Identify and resolve business

process blockages and correct

data anomalies

• Initiate Steering Group ensure

alignment to business strategy

© Fairtrade 2011

What we did in the UK

• Initiated internal working group

from across foundation, not just

IT,

• Develop detailed understanding

and document business

processes

• Develop detailed understanding

data requirements and usage,

and proactively identify any

anomalies

• Identify and resolve business

process blockages and correct

data anomalies

• Initiate Steering Group ensure

alignment to business strategy

© Fairtrade 2011

What we did in the UK

• Initiated internal working group

from across foundation, not just

IT, with remit to:-

• Develop detailed understanding

and document business

processes

• Develop detailed understanding

data requirements and usage,

and proactively identify any

anomalies

• Identify and resolve business

process blockages and correct

data anomalies

• Initiate Steering Group ensure

alignment to business strategy

© Fairtrade 2011

1. Align to the businesses strategic objectives?

• Efficient licensee engagement experience

• Improve access to better quality information

• Improve international collaboration

2. Define what you want to achieve

• Audit Data needs to ensure defined and explained

• Drive Data standardization and integration

• Improve licensee experience with easier processes and more practical data requirements

• Alignment of business processes with international partners

• Reduce international duplication and increase collaboration and data sharing

• Improve data quality and access to information

• Embed Data ownership and stewardship within day to day operations

• Ensure compliance with regulations

• Ensure security data by limiting access and work-arounds

3. Develop the plan and put it into action

4. Review and develop - Don’t just install and stop

Strategic Steps

© Fairtrade 2011

1. Align to the businesses strategic objectives?

• Efficient licensee engagement experience

• Improve access to better quality information

• Improve international collaboration

2. Define what you want to achieve

• Audit Data needs to ensure defined and explained

• Drive Data standardization and integration

• Improve licensee experience with easier processes and more practical data requirements

• Alignment of business processes with international partners

• Reduce international duplication and increase collaboration and data sharing

• Improve data quality and access to information

• Embed Data ownership and stewardship within day to day operations

• Ensure compliance with regulations

• Ensure security data by limiting access and work-arounds

3. Develop the plan and put it into action

4. Review and develop - Don’t just install and stop

Strategic Steps

© Fairtrade 2011

1. All UK business processes documented and many simplified

2. Rolling out shared licensees facing system with cohort of

International partners

• Designed around user experience and data needs.

• Reduces licensees data burden

• International data more easily shared

• Duplication of effort reduced

• System will provide more timely and more accurate data

3. International working group taking on data governance to

• Oversee data issues and ensure alignment to business strategy

• Consistent data dictionary and required standards developing

• Improving internal awareness of data standards required

• Data quality and access improving

Results

© Fairtrade 2011

Other Learnings

• Data is not an IT issue it’s core to business operations

• Technology is not the key to success - it is merely a supporting

element.

• Therefore pull together team from relevant business operations

staff, empower them to find workable business solutions

• Use ‘Out of the Box’ solutions where possible

• Adapt processes rather than adapt the software

• Develop systems with the external User’s needs front of mind

not as an afterthought.

Data strategy

34

Who do you think they are?

by Clare Bamberger

Insight

35

Know we know

Don’t know we

know

Know we don’t

know

Don’t know we

don’t know

THE KNOWLEDGE MATRIX

What is data for?

Data

Information

Knowledge

36

Data strategy

37

Who do they think

you are? by Clare Bamberger

38

Insight’s mission

The Insight team works on our supporters’

behalf to generate and share knowledge

within SPD, through gathering and

analysing evidence that will influence

effective decision-making and ways of

working.

39

Goal 1

Understand our whole

activity and performance

40

Goal 2

get people at all levels to see and use data

as an

objective

neutral

information aid

to good decision-making

41

Title

1/10 ratio

9 about ways of working

communication

confidence

1 about data

availability

quality

42

Can we do it?

43

MAUD

44

Supporters

CA driven media

Church relationships

Volunteers

R&N staff

Philanthropy

Individual Giving

Campaigns via SPD

Campaigns via PPD

CA support church

structure

CA support individual church to manage

relationship

CA support volunteers to manage

relationship

Notes: - Current overarching relationships and where driven from - Recognise that there is a lot of overlap, esp in the upper right section - Recognise Give-Act-Pray will feature across all relationships - Missing education/young people as unique relationships

46

5 Guiding principles

1. A whole relationship

2. Honesty

3. Local contact

4. Systems and processes

5. Respect for data

47

Clare Bamberger, Data and cake, 3rd February 2016

48

Clare Bamberger

https://uk.linkedin.com/in/clarebamberger

Discussion and feedback

Review and close