1 DRM Best and Next Practices Workshop: Collection and Collaboration Focus John Dodd CSC

2 Purpose and Agenda Purpose –Provide an Alignment of Practices to the three Pillar DRM Strategy –Identify key concerns that users have and identify and package practices to be shared through work with Communication- Outreach Team –Identify the successful activities already going on and leverage –Identify concerns and provide mechanisms to address Agenda –Action Maps for Gathering and Communicating Phases –Pain Points- Coping Mechanism- Recommendations –Gathering Phase: –Communication Phase- working with Communication and Outreach Group –Next Steps: Schedule

3 The DRM Data Strategy Framework Goals drive; governance controls; structure defines; and services enable data strategy. Business & Data Goals drive Information Sharing/Exchang e (Services) Information Sharing/Exchang e (Services) Governance Data Strategy Data Architecture (Structure) The Rule: All 3 pillars are required for an effective data strategy. Special thanks to Laila Moretto and Forrest Snyder, MITRE Corp.

4 DRM Best Practices Gathering Phase Map DRM Practices Governance Information Sharing/ Exchanges Connecting To Industry Next Practices Structure Techniques Getting Started Process & Generic Task State DOI EPA HHS FDIC PTO NIEM FSA EPA NHIN DOD others List of Structure Processes Structuring Techniques Create & Map to Maturity Model Define Generic Start-up Process Define Task Selection of Practices Review and Meet With Thought Leaders On their Techniques & Relate to DRM & Strategy Identify Pain Points Recommendations

5 DRM Best Practices Communication Phase Map DRM Practices Governance Case Studies Information Sharing/ Exchange Common Practices Publish and Act as “Info Hub” Structure Techniques- Practices: Mapped to Maturity Model Getting Started Process & Generic Task One Page Power Point Set of 2 page Write ups Speaker Bureau Information Sharing and Exchange White Paper Provide Introductory Material & Examples for Data Architects/ Modelers Material for Course Define Generic Start-up Process Define Task Selection of Practices Collect Information To Be Shared Foster Collaboration Work with Comm Outreach Identify Pain Points: Coping Mechanisms Support Series of Seminar- lead by Communications Group

6 Pain Points: 1 st Cut Prioritize and Refine and relate to Situations Faced by DAS members 1. Obtaining Buy-in from CIO and Business/Mission on Value of Data and Information Management 2. Presenting Value of Data Management 3.Getting started- task assignment, intro briefings, things to avoid, etc 4.Addressing Data Quality Issues 5.Explaining Data Management as a Journey 6.Finding Tactical Start-up projects that have early results and lead to more strategic directions 7.How to fit your current initiatives with the DRM 8.Can we follow it with an incremental - stepping stone approach. 9.What do I do with Limited resources? 10.We are focused on Data management and data architecture which is different than data base administration? How to address misperceptions and other myths?.

7 Actions: Gathering 1.Governance, Information Sharing/Exchange and Structure Practice Collection Time Frame: Oct 7 th to Dec 15th 2.Connection to Industry Practices: Identify Thought Leaders, Product Leaders, Focused Practice Leaders, COI’s and ask them to share information- create a Next Practice List and start reviewing – let them know about DRM and see how their ideas fit in. Created a list of contacts and reaching out to them Ask them to tell how their practices fit with the: –Governance –Information Sharing/Exchanges –Structure 3.Identify Pain Points and identify what folks are working on to solve them- make recommendations Gather through discussions and workshops Conduct government & industry workshop- are there two separate

8 Actions: Gathering 4.Mapping Practices against candidate Data Maturity Models for both process and capabilities maturity and review within community and attach practices to it. Work with DAMA. Created initial Data Maturity Model-11/09 Work with Peter Aiken and DAMA to refine and review theirs 5.Create Getting Started Package with the type of information many may need –Presentation Material- leverage material used by others like State, DOI, etc –Generic Starter Task – to be tailored- created draft- 11/01 –Collection of Practices Form – with instructions- 11/09 –Data Improvement Scorecard and Tracking- 12/07 –Series of Next Practices- Summarized and Aligned with DRM- 01/15 –Thought Leaders ready for Seminars- ArchitecturePlus or special one.- 01/28 –Success Stories Identified and Recognized- 01/28

9 Next Steps: Lets Discuss Review of Collection Form Send out to DAS members and get industry volunteers to interview & gather practices related to: –Governance –Information Sharing/Exchanges –Structure –Industry Practices Talk to “Experts” about DRM and gather Next Practices- started

10 How big is the organization Amount of data Complexity Number of users within Enterprise Cross Enterprise Sharing Governance Information Sharing and Exchange Structure Approach used Results and Outcomes What was big problem you faced? How was it overcome? What would you recommend? What should be avoided? What are the current results? What are the long term expected results? How did it effect the organizational performance? Describe the structure and data architecture solution Set of practices that have been used….. To address Structure issues Data Architecture elements and standards used Quote on Success………………………… and lessons learned.” - XXXXXX, CIO, YYYYYYY Logos Type of Practice Agency Summary

11 What are the organizations that must share information Amount of data by topic areas Complexity Number of users with Cross Enterprise Sharing Information Sharing/Exchange Summary Challenges Faced Information Sharing Techniques used Results What was big problem you faced? How was it overcome? What would you recommend? What should be avoided? What are the current results? What are the long term expected results? How did it effect the performance on given areas? Describe the solution Set of practices that have been used….. Quote on Success………………………… and lessons learned.” - XXXXXX, CIO, YYYYYYY Logos Type of Practice Information Exchange Summary

12 THE END