1. 11 th Open Forum for Metadata Registries May 2008 Metadata Management on a Shoe String in the Vietnamese Ministry of Planning and Investment by Michael Colledge Consultant, European Technical Assistance Programme in Vietnam

2. 2 Metadata Management Expenditure Metadata Management Functionality No Awareness Awareness No Tools Some tools No activities Regular Tools Activities Advanced Tools Activities Metadata Management Status

3. 3 Expenditure on Metadata Management Metadata Management Functionality No Awareness Awareness No Tools Some tools No activities Regular Tools Activities Advanced Tools Activities Refinements

4. 4 Metadata Management Expenditure Metadata Management Functionality No Awareness Awareness No Tools Some tools No activities Regular Tools Activities Advanced Tools Activities Basics

5. 5 Ministry of Planning and Investment (MPI) in Vietnam One of the two most important ministries along with Ministry of Finance Responsible for: − Planning – macro-economic policy and plans − Monitoring – at macro and micro level − Analysing - at macro and micro level − Forecasting – macro-economic forecasts

6. 6 Ministry of Planning and Investment (MPI) in Vietnam 1100 staff at Head Office in Hanoi plus staff in General Statistics Office 27 departments and centres Departments of planning and investment in 64 provinces

7. 7 Information, Data and Metadata Problems Information and data of poor/unknown accuracy Poor timeliness Differing versions of nominally the same data Information and data often acquired and maintained on paper and processed manually No central source of electronic information, data or metadata

8. 8 Information, Data and Metadata Problems No notion of metadata No notion of managing electronic information data and metadata as a resource − No notion of an information officer − No dedicated unit of staff 27 semi-autonomous departments (fiefdoms)

9. 9 Information, Data and Metadata Problems No notion of metadata No notion of managing electronic information data and metadata as a resource − No notion of an information officer − No dedicated unit of staff 27 semi-autonomous departments (fiefdoms) Culture of data hoarding not data sharing

10. 10 Throughout presentation discussing better management of information, data and metadata Project terminology − Data – structured information − Information – unstructured information − Metadata – information about information or data Collectively referred to as information for short Note on Terminology

11. 11 Throughout presentation discussing better management of information, data and metadata Project terminology − Data – structured information − Information – unstructured information − Metadata – information about information or data Collectively referred to as information for short Could replace information by metadata pretty well everywhere it is used in general sense as management is mostly effected through metadata Note on Terminology

12. 12 Metadata management is not an end in itself Additional Remark

13. 13 Metadata management is not an end in itself (except for data management units) Additional Remark

14. 14 Metadata management is not an end in itself (except for data management units) In an organisation with no awareness − metadata management has to be marketed − usefulness has to be demonstrated Additional Remark

15. 15 No metadata management Unknown, inaccessible, inaccurate uninterpretable information/data Uninformed plans analyses and forecasts Poor decision making for investments and economic policy Problem Tree

16. 16 Good metadata management Known, accessible, accurate interpretable information/data Informed plans analyses and forecasts Good decision making for investments and economic policy Solution Tree

17. 17 Well Informed Decisions Sound Monitoring Analysis and Forecasting Good Quality Information & Data Skilled Monitors and Analysts Good Monitor Analysis Forecasting Tools Effective Quality Management Effective Info Management Modern ICT Infrastructure Data ProvidersData EnablersData Users Good Analysis Methods Good Training Solution Tree

18. 18 Information Management Strategy ICT Strategy Quality Management Strategy Information Management Development Plan ICT Development Plan Quality Management Development Plan ProceduresSystemsProcedures Business process reengineering/ continuous improvement General Approach

19. 19 Information Management Strategy ICT Strategy Quality Management Strategy Information Management Development Plan ICT Development Plan Quality Management Development Plan ProceduresSystemsProcedures Business process reengineering/ continuous improvement

20. 20 ICT Strategy 3 Year Plan Project plans ICT Strategy Implementation Outline Annual Plans Multi-year project plans

21. 21 ICT Strategy 3 Year Plan Project plans ICT Strategy Implementation Outline Annual Plans Multi-year project plans ICT Master Plan Having established Government wide structure

22. 22 Information Management Strategy ICT Strategy Quality Management Strategy Information Management Development Plan ICT Development Plan Quality Management Development Plan ProceduresSystemsProcedures Business process reengineering/ continuous improvement

23. 23 Information Management Strategy ICT Master Plan Quality Management Strategy Information Management Development Plan Quality Management Development Plan Procedures Enhancements to Infrastructure and Systems Procedures Business process reengineering/ continuous improvement

24. 24 Quality and Information Management Framework Quality and Information Management Implementation Outline Quality Management Infrastructure Information Management Infrastructure Business process reengineering/ continuous improvement ICT Master Plan Enhancements to Infrastructure and Systems

25. 25 Quality and Information Management Framework Review and refine business objectives Quality management system Corporate metadata repository Business process reengineering/ continuous improvement Quality and Information Management Infrastructure Determine information/data needs Set policies and objectives Corporate data capture processes ----- Project 1Project 3 Project 4Project 2 Project 5 Project 6 Project --

26. 26 Policies and Objectives Build and implement quality management system − Designate staff − Establish continuous improvement process Establish information management system − Designate staff − Design and build infrastructure Integrate metadata and harmonise data

27. 27 DNEI Transformation Process Information/Data Inputs Information/Data Outputs View of a Transformation Process For example: Production of Annual Plan

28. 28 DNEI Transformation Process Acquisition Process Distribution Process InputsOutputs Repository Model Showing Acquisition, Transformation and Distribution for a Single Process

29. 29 DNEI Transformation Process 1 Acquisition Process 1 Distribution Process 1 Inputs5 Year Plan Repository DNEI Transformation Process 2 Acquisition Process 2 Distribution Process 2 InputsAnnual Plan Repository Model Showing Acquisition, Transformation and Distribution for a Two Processes

30. 30 Monthly Report Inputs DNEI Transformation Process 1 Acquisition Process 1 Distribution Process 1 Five year Plan Repository Inputs DNEI Transformation Process 2 Acquisition Process 2 Distribution Process 2 Annual Plan Repository Inputs DNEI Transformation Process 3 Acquisition Process 3 Distribution Process 3 Repository Model Showing Acquisition, Transformation and Distribution for a Three Processes

31. 31 Data Sources Processes Other Ministries/ Agencies General Statistics Office Provisional Depts Planning MPI Depts and Centres Other sources not included above Produce Five Year Plan Produce Annual Plan Produce Monthly Report Other process not included above

32. 32 Data Sources Processes Other Ministries/ Agencies General Statistics Office Provisional Depts Planning MPI Depts and Centres Other sources not included above Produce Five Year Plan Produce Annual Plan Produce Monthly Report Other process not included above Central Acquisition Process

33. 33 SourcesAcquisitionTransformationDisseminationRecipients Process 1 Process 2 Process 3 Process 4 Process 5 Common Repository Target Data Model

34. 34 Quality and Information Management Framework Review and refine business objectives Quality management system Corporate metadata repository Business process reengineering/ continuous improvement Quality and Information Management Infrastructure Determine information/data needs Set policies and objectives Corporate data capture processes ----- Project 1Project 3 Project 4Project 2 Project 5 Project 6 Project --

35. 35 Implementation Considerations Framework covers five years Programme covers only three years Other sources of funding ETV2 Programme can not fully implement strategy

36. 36 Implementation Considerations Framework covers five years Project covers only three years Other sources of funding ETV2 Programme could not fully implement strategy Required selective choice of projects

37. 37 Quality and Information Management Framework Review and refine business objectives Quality management system Corporate metadata repository Business process reengineering/ continuous improvement Quality and Information Management Infrastructure Determine information/data needs Set policies and objectives Corporate data capture processes ----- Project 1 DNEI Reeng Project 4Project 2 Project 5 DIAS Reeng Project --

38. 38 Factors Affecting Implementation Reengineering requires cultural change − hard to get support International standards are a known good thing − easy to get support Information technology is a known good thing − easy to get support for database applications

39. 39 Factors Affecting Implementation Reengineering requires cultural change − hard to get support International standards are a known good thing − easy to get support Information technology is a known good thing − easy to get support for database applications Base policies on international standards and define small scale, practical projects

40. 40 International Standards Quality Management − ISO 9000 series − Certification according to ISO 9001: 2000 Quality Management Systems mandated by Government Decision Information Management − ISO 15838: 2003 Information and Documentation: Dublin Core Metadata Element Set

41. 41 International Standards (continued) Metadata Management − ISO/ICE 11179: Information Technology Metadata Registries − Part 1: Framework − Part 2: Classification − Part 3: Registry metamodel and basic attributes − Part 4: Formulation of data definitions − Part 5: Naming and identification principles − Part 6: Registration

42. 42 ISO/ICE 11179 Part 1: Framework − Helpful but does not explain Part 3 particularly well − Geared to Edition 1 Part 2: Classification − Does not say much Part 3: Registry metamodel and basic attributes − Helpful, but difficult to understand Part 4: Formulation of data definitions − Helpful

43. 43 ISO/ICE 11179 Part 5: Naming and identification principles − Helpful Part 6: Registration − Helpful - probably the most useful part Other problems − Finding advocates and demonstration sites managing information similar to MPI − Finding free software

44. 44 International Standards (continued) Data and metadata management − ISO/TS 17369:2005 Statistical Data and Metadata Exchange (SDMX Version 1) − Promoted Version 2 Problems: − No free software readily available − No demonstration sites − Cannot expect MPI to be development site Approach: − Use SDMX Version 2 as model

45. 45 Implementation Notes Study tours for senior managers − To help start cultural change Australian Bureau of Statistics − Data and metadata management UK ONS: data and metadata management Metadata Technologies: SDMX Organisation for Economic Cooperation and Development (OECD): − Metadata management − SDMX commitment

46. 46 Reengineering Projects Identified the two key departments National Economic Issues (DNEI) − Five year plan preparation and monitoring − Annual macro-economic reporting and forecasting Investment Appraisal and Supervision (DIAS) − Appraising, monitoring all major investments Building database applications − Project 1: DNEI database application − Project 2: DIAS database application Accompanied by business process analyses

47. 47 DNEI User Requirements DIAS User Requirements DNEI Database Application DIAS Database Application

48. 48 DNEI User Requirements DIAS User Requirements DNEI Database Application DIAS Database Application Corporate Metadata Repository

49. 49 Corporate Metadata Repository Minimal scale development for − Data elements − Classifications − Specialised terms (concepts) Using ideas from 11179 Compatible with SDMX

50. 50 Hurdles still to jump Ensuring users load all data and metadata Ensuring users feel ownership of data and metadata in their new location Ensuring users accept need for process reengineering Ensuring database maintenance

51. 51 Questions In context of Ministry of Planning and Investment we have promoted: − ISO 9000, Dublin Core, ISO/IEC 11179, SDMX

52. 52 Questions In context of Ministry of Planning and Investment we have promoted: − ISO 9000, Dublin Core, ISO/IEC 11179, SDMX What other information/data/metadata standards should be promoted? Where can good examples be found? Where can free software be obtained?

53. 53 Thank You for Your Attention Any Further Questions?