IKR Controlled Vocabulary Kyle Strand Karen Mokate Joseph Busch Aline Martinez Taxonomy Boot Camp - Washington, D.C. - November 15 th 2010 The opinions expressed in this publication are those of the authors and do not necessarily reflect the views of the Inter-American Development Bank, its Board of Directors, or the countries they represent. The unauthorized commercial use of Bank documents is prohibited and may be punishable under the Bank’s policies and/or applicable laws. Copyright © 2010 Inter-American Development Bank. All rights reserved; may be freely reproduced for any non-commercial purpose.

Presentation Roadmap  Introduction to IDB  Organizational Context  Project Approach  What we did  Next Steps  Reflections

Introduction Inter-American Development Bank (IDB)

Inter-American Development Bank Development Financing - Loans / Grants - Technical Assistance - Research 48 member countries - 26 in LAC (majority shareholders) 29 Offices | 3,000+ employees

Search Engine Controlled Vocabulary Governance & Management RepositoryPlatform InstitutionalKnowledgeRepository(IKR) Project Components

IKR Project: Vocabulary Objectives  development of a common controlled vocabulary  adoption of a metadata schema compliant with international standards  application of standard practices for the classification of Bank knowledge products Controlled Vocabulary

Organizational Context

Time Number of unique vocabularies Level of vocabulary consolidation

Controlled Vocabulary

Higher Education TertiaryEducation Post-secondary Education

“Sea” of Documents

The Approach

Sources: Tackling Information Overload at the Source, IDC, 2009 * The Expanding Digital Universe, IDC, 2007Tackling Information Overload at the Source, IDC, 2009The Expanding Digital Universe, IDC, 2007 $15,500 worker/year $46.5 million per year (per 3,000 workers)

How much time do you spend looking for Bank Knowledge Products? How many Bank systems do you use? How often do you turn to external search engines? Do you resort to sending s? Telephone Calls? Do you eventually knock on doors? Do you find what you are looking for?

Repository Platform

Metadata?

Working Group Advisory Group

Books Monographs Working Papers Policy Briefs Newsletters & Journals Technical Notes Discussion Papers Presentations Studies Evaluations

What we did

Process Assessment Sustainability Development Validation

Assessment  Analysis: current state of vocabulary  Action Plan The overall environment is one of extreme fragmentation - KAPS Group Among the issues identified: Inconsistent terminology across vocabularies Inconsistent style Simple lists not A – Z Simple lists mix granularity …

Process Assessment Sustainability Development Validation

Sustainability  Vocabulary Strategy  Governance –Vocabulary Group Group Charter Process Guide Communications Plan

Process Assessment Sustainability Development Validation

Vocabulary Development  Inventory review –Institutional point of view –Taxonomist point of view Activity Codes Best practices papers Consultant/Firm Final Report Economic Consultation Mission Eligibility Review Meeting Events Lessons Learned Mission for Operational Program Update Questions What works? Legacy Units? Multilingual Acronym / Full name Facets

Vocabulary Development  Determine structure –Levels? –Poly-hierarchy? –Combinations?  Topics? –Macroeconomics, Management, Finance, Education  Sectors? (org association) –Water, Infrastructure, Energy, Education  Topics & Sectors? –Education? Facets Document Type Organizational Unit Countries & Regions Topics & Sectors

Vocabulary Development  Inventory terms and degrees –Reduce number of terms –Maintain specificity Urban Development & Housing. Housing. Housing & Public Financing. Housing Markets. Housing Policy. Infrastructure & Historical Sites. Integrated Urban Development. Neighborhood Upgrading. Sites & Services. Urban Development. Urban Development Credit. Urban Development Policy. Urban Environment. Urban Infrastructure. Urban Land Management Urban Development & Housing. Housing. Cultural Heritage & Historic Preservation. Neighborhood Upgrading & Urban Poverty. Urban Development. Sustainable Cities

Process Assessment Sustainability Development Validation

Validation  Taxonomists  Subject Matter Experts  Other Organizations  Internal Content  External Content  External Users  End goal = use  Achieve desired Benefits –Metadata quality –Search –Systems

Next Steps and Reflections

 Next Steps –Software –Multilingual –Synonyms –Consolidation beyond IKR

Reflections  Be creative in balancing the number of terms with specificity (its ok to let go)  Buy-in: Work with those units that want to work with you, and keep the group open  Never perfect, never finished

The Inter-American Development Bank Discussion Papers and Presentations are documents prepared by both Bank and non-Bank personnel as supporting materials for events and are often produced on an expedited publication schedule without formal editing or review. The information and opinions presented in these publications are entirely those of the author(s), and no endorsement by the Inter-American Development Bank, its Board of Executive Directors, or the countries they represent is expressed or implied. This presentation may be freely reproduced. Thank you Questions?