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