The Information School at the University of Washington Information Audits Bob Boiko UW iSchool ischool.washington.edu Metatorial Services Inc.

The Information School at the University of Washington What we will cover What is an audit? What’s the point? How do they fit with the other projects we have discussed? The Concepts

The Information School at the University of Washington What is an Information Audit? What is any kind of audit? Buchanan and Gibb have most befittingly defined it as “the process of discovering, monitoring and evaluating an organization's information flows and resources in order to implement, maintain or improve an organization's management of information. Ibrahim Ramjaun A systematic examination of information use, resources and flows, with a verification from reference to both people and existing documents in order to establish the extent to which they are contributing to an organization’s objectives. Orna P 69

The Information School at the University of Washington What is Audited? The Information that leads to knowledge Resources for making information How info is used The people who need and create info Info capture, management and presentation tools How info is valued

The Information School at the University of Washington What’s the Point? The overall goal is to produce an integrated information strategy (Buchanan & Gibb, 1998). - Ibrahim Ramjaun Understand information –What is it? –How does it move? Manage (or at least exert influence over) information –What should we spend on it? –How should it flow? Give information its rightful place as something we pay attention to. –Money –Material goods –Processes

The Information School at the University of Washington The Concepts –The information resource –An information policy –An information strategy

The Information School at the University of Washington The Information Resource Data –Financial –Production, sales, inventory, etc. –Customer Information –Intelligence (suppliers, competitors, industry, world) –News and events –Research –Own publications Something which holds information that people need to apply in their work, to achieve their and the organization’s objectives. - Orna P 86

The Information School at the University of Washington Be Careful What You Ask For… The introduction of the information management idea into organizations implicitly carries with it very substantial structural change consequences. - Horton in Orna P 62 Reorganizing people and jobs Breaking info fiefdoms Requiring non fuzzy communication Removing hiding places

The Information School at the University of Washington An Audit Project What are the goals of the project? What is the overall process? What are the deliverables? What does the plan look like?

The Information School at the University of Washington What Are The Goals ? To assess what information and flow the org needs To assess what information and flow the org now has To make recommendations about how to get the two to match

The Information School at the University of Washington What’s the Overall Process? 1. Analyze objectives for ideal process 2,3 Get a mandate and support 4 Plan the audit 5 Perform the audit 6,7 Interpret and Present the results 8,9 Take action 10 Repeat

The Information School at the University of Washington What are the Deliverables? 1. Analyze objectives One or more readiness deliverables A Goals-Knowledge-Info taxonomy 2,3 Get support One or more mandate deliverables Guardian and stakeholder profiles 4. Plan Audit methods plan Staging plan 5. Perform Information Analyses 6,7 Interpret and present Reports and presentations 8,9 Act Follow-up plan

The Information School at the University of Washington Deliverables: A Goals-Knowledge-Info Taxonomy Organizational objective 1 –Knowledge requirement 1.1 Info that supports requirement –Containers for the information People who need to know it Flow –Creation –Use –Disposal –Knowledge requirement 1.2 Organizational objective 2

The Information School at the University of Washington Deliverables: Guardian and Stakeholder Profiles Who will you approach in the org and how? (note that Orna puts this in the next step) What: Word files, a spreadsheet or Db records –Who are they? –How will you approach them? –What do you know without asking? How: –Asking around –Quick or other communication –Org charts or readiness results

The Information School at the University of Washington What are the Deliverables? 1. Analyze objectives A Goals-Knowledge-Info taxonomy One or more readiness deliverables 2,3 Get support One or more mandate deliverables Guardian and stakeholder profiles 4. Plan Audit methods plan Staging plan 5. Perform Information Analyses 6,7 Interpret and present Reports and presentations 8,9 Act Follow-up plan

The Information School at the University of Washington Deliverables: Audit Methods Plan What are the available methods (Orna p. 56)? Analysis of docs and Dbs Observation Trying yourself Interviews Meetings Surveys Mapping

The Information School at the University of Washington Deliverables: Audit Methods Plan How will you assess the information resources of your organization? What: Word, spreadsheet or Db –Analysis, resource, method –Date, time, and staff How –Try each method –Discuss with guardians and stakeholders –Design for change

The Information School at the University of Washington Deliverables: Staging Plan In what order should groups and information resources be done? What: Word Doc, spreadsheet or DB –Groups and sources identified –Dates, times and staff for each How –Arranged by Strategic importance and potential for a win Amount of support and ease or simplicity Fair representation of all information

The Information School at the University of Washington What are the Deliverables? 1. Analyze objectives A Goals-Knowledge-Info taxonomy One or more readiness deliverables 2,3 Get support One or more mandate deliverables Guardian and stakeholder profiles 4. Plan Audit methods plan Staging plan 5. Perform Information Analyses 6,7 Interpret and present Reports and presentations 8,9 Act Follow-up plan

The Information School at the University of Washington Deliverables: Information Analyses What are the analyses you must perform? Information Resources Guardians and Stakeholders Information flow Systems Cost and value

The Information School at the University of Washington Deliverables: Information Analyses The assessment of each dimension of the organization's information. What? Word, spreadsheet or Db –Data collected –Standard set of –Information Resources How –Apply methods and plan –Collect data, analyze and revisit if needed

The Information School at the University of Washington What are the Deliverables? 1. Analyze objectives A Goals-Knowledge-Info taxonomy One or more readiness deliverables 2,3 Get support One or more mandate deliverables Guardian and stakeholder profiles 4. Plan Audit methods plan Staging plan 5. Perform Information Analyses 6,7 Interpret and present Reports and presentations 8,9 Act Follow-up plan

The Information School at the University of Washington Deliverables: Reports and Presentations What are the analysis methods available? Side-by-side comparison SWOT CATWOE –Clients –Actors –Transformations –Ownership –Environment

The Information School at the University of Washington Deliverables: Reports and Presentations The official results of the audit What –Word files, Slide decks – messages, meeting agendas How –Lots of trial inside the team –Test results to supporters –Trial presentations to insiders –Multiple methods to communicate

The Information School at the University of Washington What are the Deliverables? 1. Analyze objectives A Goals-Knowledge-Info taxonomy One or more readiness deliverables 2,3 Get support One or more mandate deliverables Guardian and stakeholder profiles 4. Plan Audit methods plan Staging plan 5. Perform Information Analyses 6,7 Interpret and present Reports and presentations 8,9 Act Follow-up plan

The Information School at the University of Washington Deliverables: Follow-Up Plan What should the org do and how will its success be measured? What –Word file, project plan –Action –Preliminary scope, schedule, and budget How –Work with appropriate guardians and execs –Focus on highest return projects first –Give lots of leeway to the formation of the exact solution –Caveat the heck out of your estimates

The Information School at the University of Washington The Team Audit manager –Understands the org’s business –Ability to listen –Respected Auditors –Technology analysts –Interviewers –SME (Subject Matter Experts) Tool designers –Survey construction –Data analysis and presentation techniques Consultants –Specialist support in the background

The Information School at the University of Washington In Sum… The goal of the project Compare what is, To what should be To bring the two together The process is: Establish what should be Get support Find out what is Create results and recommendations.