1 Data Management (2) Data Management (2) “Application of Information and Communication Technology to Production and Dissemination of Official statistics” 10 May – 11 July 2007 M Q Hasan Lecturer/ Statistician UN Statistical Institute for Asia and the Pacific Chiba, Japan

2 Overview Data management Data management planning Data management procedures Data management software Hands on experience

3 Recap….. Managing files during generation Directory structure Documentation Managing files afterwards

4 Data management and the NSO Data management –All case – long term

5 Data management Management “files” afterwards. –Different types of files. Data. Report. Computer programs. Databases. Etc.

6 Data management Management “files” afterwards. –Different types of files created with different software packages. Statistical packages (SPSS, STATA). Spreadsheet (excel). Compiler (C++, java ). Document (MsWord). Etc.

7 Data management Management “files” afterwards. –Different types of files created with different application software. Database (oracle). DevInfo Others

8 Data management Management “files” afterwards. –Different files created are in different media. Hard disk. CD. Floppy. Juke-box. Tape. Flash memory. others

9 Data management Management “files” afterwards. –Different files created are at different location. Different people. Different section. Different building but same site. Different sites

10 Data management Management “files” afterwards. –Different types of files created in different computing environment. Unix operating system of different flavors (sun, HP etc). PC with different operating systems (windows, NT, XP etc.). Macintosh. Etc.

11 Data management System analysis

12 Data management : SA Locate as many “data” as possible and prepare inventory list. –Location. –Creation date. –Person responsible. –Type of contents. –Access conditions. –Size. –Media. –Type and format. –Etc.

13 Data management : SA Develop naming conventions Dataset Files

14 Data management : SA Check data randomly –Read –Complete –Error free

15 Data management : SA Completeness check –Identify missing files –Create missing files –Correct files that have errors

16 Data management : SA Classification –Trial and Error method –Consult all

17 Data management : SA Develop Data files Organization Structure Clarify Fall Back Situations

18 Data management : System Migration (Integration)

19 Data management : SM Prepare H/W Identify and procure application software Develop automation routines for file transfer

20 Data management : SM Cautious about “moving target.” Execute transfer when system is less likely to be accessed. Cross check to make sure files are moved properly. –Date. –Size in bytes. –Owner. –Access rights

21 Data management : Maintain System User services

22  Backup during system migration  Data processors responsibility  Temporary back up Data management :

23  Backup after system migration  System administrator’s responsibility  At least 3 copies  One offsite copy Data management :

24 Knowledge management

25 Knowledge management (1) Is a very generic term. Often implies management of information in electronic format. In a broader term, it is the organization of scattered information in such a way that people looking for specific information be able to find it and access it easily.

26 Knowledge management (1) This scattered information may be located in an organization in the same building at a single point or different sites across national and international boundaries at various points. Each piece of information may also vary in format, size, content, and etc. Information can be accessed as a single piece or as a combination of many pieces.

27 Knowledge management (2) Ideally, KM is a processing model that includes the collection and management of quality information. Quality checking is part of KM. Information harmonisation. –For better performance and usability of the KM system.

28 Knowledge management (3) KM deals with the physical organisation of the information. Puts an invisible interface between the information (knowledge) and its users. –KM requires a dissemination policy as to “who can access which information and how” of the managed knowledge.

29 Knowledge management ….. Integration of KM system into working places and beyond. Culture, change of attitude towards the use of such systems. Promotion of knowledge contribution. Continuous maintenance of KM systems.

30 Information System (IS) Processing System (PS, TPS) Management Information system (MIS) –Decision Support System (DSS) Executive Information System (EIS) Expert System (ES)

31 IS & Management Processing System –Lowest building block of an Information System –Records and process data –Executed by lower management level –Involvement of single section/department

32 IS & Management Management Information system –Executed by middle management level –Uses data recorded by processing level –Supports decision making activities through production of statistics, analytical reports etc. –Involvement of multiple sections/departments

33 IS & Management Decision Support System –Executed by middle / top management level –To backup strategic decisions

34 IS & Management Executive Information System –Executed by top management level –Deals with what if situations

35 IS & Management Expert System –Analyzes what if situations automatically –Process of analyzing data to identify patterns or relationship –Extraction of pattern or information from stored information

36 End