promoting the use and sharing of administrative data · zeenat ishmail chief director: strategic...
TRANSCRIPT
Zeenat Ishmail
Chief Director: Strategic Management Information (CD:SMI)
Department of the Premier
PROMOTING THE USE AND SHARING OF ADMINISTRATIVE DATA
A guideline for improved data sharing and data quality
© Western Cape Government 2012 |
Presentation outline
1. Introduction and Background
2. Context of working with administrative data
3. Details regarding using administrative data
4. Overcoming obstacles and limitations to using administrative data
more widely
5. Risks associated with using data for strategic management
information
6. Criteria of data quality
7. A proposed model for organising data quality: Administrative Data
Chief Directorate: Strategic Management Information 2
© Western Cape Government 2012 |
1. Introduction and Background
2. Context of working with administrative data
3. Details regarding using administrative data
4. Overcoming obstacles and limitations to using administrative data
more widely
5. Risks associated with using data for strategic management
information
6. Criteria of data quality
7. A proposed model for organising data quality: Administrative Data
Chief Directorate: Strategic Management Information 3
© Western Cape Government 2012 | 4 Human Settlements
• WCG requires information which accurately reflects the situation in
the province.
• Current and accurate administrative data.
• Administrative data; defined as routine data collected in the
course of fulfilling the mandate of a government.
• Aim to guide custodians in addressing minimum norms and
standards needed to produce high quality administrative data.
Chief Directorate: Strategic Management Information
Introduction
© Western Cape Government 2012 | 5
• Internationally there has been a shift away from using routine data
solely for operational purposes to using routine data to inform
policy and decision making.
• This is evident in work done by Denmark, UK and Sweden which
uses routine data to substitute large scale surveys.
• With continuous strain being put on the government’s budget, the
WCG recognises the need to improve the quality and access of
administrative data.
Chief Directorate: Strategic Management Information
Background
© Western Cape Government 2012 |
1. Introduction and Background
2. Context of working with administrative data
3. Details regarding using administrative data
4. Overcoming obstacles and limitations to using administrative data
more widely
5. Risks associated with using data for strategic management
information
6. Criteria of data quality
7. A proposed model for organising data quality: Administrative Data
Chief Directorate: Strategic Management Information 6
© Western Cape Government 2012 |
Header
Header
Header
7
Header
Un
pa
ck
ing
Prerequisites of administrative data
Context of working with administrative data
Challenges regarding the use of administrative data
Consequence and impact of not meeting these challenges
Working together to overcome these challenges
Responsibilities when working together
Mandate of the CD: SMI regarding sharing administrative data
The process of sharing data
Chief Directorate: Strategic Management Information
© Western Cape Government 2012 |
Metadata
must be
recorded and
updated
...
Prerequisites of administrative data
Adoption of
data
governance
model
Role of DotP
in
governance
model
Duplication
and overlaps
must be
avoided
Data must be
collected and
stored in
consistent
manner
Data must
be shared
Frequency
of data
updates
8
Prerequisites of administrative data
Chief Directorate: Strategic Management Information
duplication and overlapping of administrative data. Duplication
relate to the idiosyncratic ways in which data is collected, collated, classified, stored and extracted.
Consistency
of methods
Why not sharing?
• Fears of being unable to account for lack of quality
• Fear of data deficiencies becoming known
• Anxieties about confidentiality of unit – record data
Data
Sharing
9 Chief Directorate: Strategic Management Information
Challenges and consequences regarding the use of administrative data
provincial audits .
have studies informed planning?
Consequences
© Western Cape Government 2012 | WCG-PPT Slide Gallery-01112012.pptx
Requirements
Better data quality
• Define data dissemination processes
• Best practise methods of data sharing
• Roles and in data value chain
• Spatial context of data must be standardised
• Spatial data must be influenced at the origin
• Standards regarding geo – coding of administrative data to be
established
• Coordination of administrative data:
• quality assessments
• standards, concepts and definitions
10
Working together to overcome these challenges
© Western Cape Government 2012 | WCG-PPT Slide Gallery-01112012.pptx
Compiling a transversal inventory
Better use
• Understand what purpose each administrative dataset serves
• What information it provides
• Putting in place universal norms and standards for sharing of
administrative data
• Identifying a single point in each department or owner of each
dataset
• Understanding the strategic and functional domains of each
department
11
Mandate of CD:SMI regarding sharing of administrative data
© Western Cape Government 2012 | WCG-PPT Slide Gallery-01112012.pptx
Combination of multiple datasets
Better data sharing
• does not happen in an ad hoc manner
• accessing data across domains should not based on
personal/professional relationships
• protocols are adhered
• confidentiality are not breached
12
The Process of data sharing
© Western Cape Government 2012 | 13
The Process of data sharing
Chief Directorate: Strategic Management Information
© Western Cape Government 2012 | 14
Disorganised data sharing WCG proposed data sharing
model
The Process of data sharing
Chief Directorate: Strategic Management Information
© Western Cape Government 2012 |
1. Introduction and Background
2. Context of working with administrative data
3. Details regarding using administrative data
4. Overcoming obstacles and limitations to using administrative data
more widely
5. Risks associated with using data for strategic management
information
6. Criteria of data quality
7. A proposed model for organising data quality: Administrative Data
Chief Directorate: Strategic Management Information 15
© Western Cape Government 2012 |
Why the Guidelines
16
Promote the identification and maintenance of provincial administrative
data sets to be part of provincial data repository.
Identify and
maintain datasets
Promote the avoidance of duplication of data collection Avoid
duplication
Promote a common understanding of data governance terms,
definitions, and standards
Common
understanding of
terms
Promote the application of provincial administrative data for key
statistical information to inform policy with relevant research
Application of
provincial admin
data
Context and purpose of this guidelines
Chief Directorate: Strategic Management Information
© Western Cape Government 2012 |
Why the Guidelines
17
Promote cooperative relationships between data producers,
custodians, users, and other organs of state
Cooperative
relationships
Promote access to and availability of relevant administrative
databases for sharing.
Access to and
availability of
relevant data
South African Statistical Quality Assessment Framework (SASQAF)
Data Quality Criteria on administrative data as implemented
specifically by the United Kingdom, Netherlands and Sweden.
Outline criteria
for data quality
Promote data security and use of the Minimum Information Security
Standards (MISS)
Relevant policies related to information and data.
Data security
and use of MISS
Context and purpose of this guidelines
Chief Directorate: Strategic Management Information
© Western Cape Government 2012 |
1. Introduction and Background
2. Context of working with administrative data
3. Details regarding using administrative data
4. Overcoming obstacles and limitations to using administrative data
more widely
5. Risks associated with using data for strategic management
information
6. Criteria of data quality
7. A proposed model for organising data quality: Administrative Data
Chief Directorate: Strategic Management Information 18
© Western Cape Government 2012 |
Header
Header
19
Header
Un
pa
ck
ing
Details regarding the use of administrative data
Chief Directorate: Strategic Management Information
Approach taken
Key principles for this guideline development
Understanding data governance and data quality
Promoting the use of administrative data for policy purposes
Promoting cooperative relationships
Promoting Accessibility
Promoting Data Quality
© Western Cape Government 2012 | 20
• International organisations including: the OECD, University of
Chicago, University of Oxford, and Stats Canada
• Administrative data, if they are collected according to norms and
standards, contain a wealth of information
• Data challenges/obstacles where survey data cannot possibly
meet demands of the vigorous policy context
• Administrative data will need to play an integral role in WCG
future efforts to monitor and evaluate the outcomes of policies
and programmes
Chief Directorate: Strategic Management Information
Approach taken
WCG-PPT Slide Gallery-01112012.pptx
PSO 12; defines efficient and transparent institutional governance.
• Policy, standards, strategy;
• Data quality;
• Privacy/Compliance/Security
• Architecture/Integration
• Data warehouse & BI
• Management alignment
General principles
Data Governance
Statistics SA; “fitness for use” Eight dimensions ;
• Relevance
• Accuracy
• Timeliness
• Interpretability
• Coherence
• Methodological soundness
• Integrity
21
Understanding data governance and data quality
Data Quality
© Western Cape Government 2012 | WCG-PPT Slide Gallery-01112012.pptx
Provincial databases
Use
• Central provincial database of Performance/Management
information
• Building historical administrative records
• Key provincial administrative data sources to be identified for
statistical data
• Provincial database/data register for statistical use
22
Promoting the use of administrative data for policy purposes
© Western Cape Government 2012 |
Negotiate appropriate inter-departmental agreements
Departmental
agreement
23
Negotiate agreements in which departments retain adequate authority over any
request related to policy research or required evidence. Data authority
Develop protocols that protect the confidentiality and integrity of the data
Protocols to protect
confidentiality
The dissemination of data should be at a level where individual records are
protected Dissemination of data
Promoting cooperative relationships
To avoid operational issues
Chief Directorate: Strategic Management Information
© Western Cape Government 2012 |
Avoid duplication of data production and cost to all spheres of government
Avoid duplication
24
Share all relevant datasets collected or developed through public funding to
serve as research–ready administrative data. Share datasets
Make their conceptual data models available to the other departments Availability of data
model
Promoting cooperative relationships
To facilitate data sharing
Chief Directorate: Strategic Management Information
© Western Cape Government 2012 |
Access fundamental concept in the exchange of data Exchange of data
25
Defined concepts, definitions and metadata provide the user with information
that facilitates the process and interpretation of the data Data standards
Standards on security measures are critical to avoid loss, unauthorised access,
modification and disclosure of personal data
Standards of security
Access to information holds the government accountable Accountability
Chief Directorate: Strategic Management Information
Promote Accessibility
Information is valuable when it becomes accessible to users
© Western Cape Government 2012 | WCG-PPT Slide Gallery-01112012.pptx
Requirements
Absence of data quality policy
• Data are accurate and current
• Quality and resolution of their data sources meet the needs of
their intended users
• Data are free from ambiguities
• Administrative records disseminated are derived from the latest
base data sources.
26
Promoting data quality
© Western Cape Government 2012 |
1. Introduction and Background
2. Context of working with administrative data
3. Details regarding using administrative data
4. Overcoming obstacles and limitations to using administrative data
more widely
5. Risks associated with using data for strategic management
information
6. Criteria of data quality
7. A proposed model for organising data quality: Administrative Data
Chief Directorate: Strategic Management Information 27
© Western Cape Government 2012 | 28
Norms and standards are in place regarding data collection, storage
and dissemination,
Principles of good data governance are fully understood and
implemented
Way in which data are accessed and used can be controlled
Fear around
misuse of data
Data at the level of unit records containing confidential information is
not required for strategic management information;
Aggregated or anonymous data are required
Personal details can be stripped out of the data to be shared
Fears around
data
confidentiality
Data security concerns are less likely to be a problem.
Data security
Chief Directorate: Strategic Management Information
Concerns
Address
© Western Cape Government 2012 |
1. Introduction and Background
2. Context of working with administrative data
3. Details regarding using administrative data
4. Overcoming obstacles and limitations to using administrative data
more widely
5. Risks associated with using data for strategic management
information
6. Criteria of data quality
7. A proposed model for organising data quality: Administrative Data
Chief Directorate: Strategic Management Information 29
© Western Cape Government 2012 | 30
For the collecting, disseminating and using administrative data Absence of norms
and standards
Inadequate quality and integration of project programme data Inadequate data
Chief Directorate: Strategic Management Information
Risks associated with using data for SMI
Lack of
transversal
access
Limited transversal access to administrative data and limited data-
sharing
Duplication Duplication of data collected
Lack of
development Lack of development of research-ready data
© Western Cape Government 2012 |
1. Introduction and Background
2. Context of working with administrative data
3. Details regarding using administrative data
4. Overcoming obstacles and limitations to using administrative data
more widely
5. Risks associated with using data for strategic management
information
6. Criteria of data quality
7. A proposed model for organising data quality: Administrative Data
Chief Directorate: Strategic Management Information 31
© Western Cape Government 2012 |
Adopt SASQAF
32
Relevance reflects the degree to which it meets the real needs of the
policy areas
concerned with whether the available data and information shed
light on the provincial policy areas.
Relevance
Accuracy is the degree to which the output correctly describes the
phenomena it was designed to measure Accuracy
Timeliness refers to the delay between the reference points.
Point to which the information pertains and the date on which the
information becomes available
Punctuality of release
Timeliness
Accessibility refers to the ease with which data can be obtained
Ease with which the existence of information can be ascertained from
departments
Suitability of the format or medium through which the information
Accessibility
Chief Directorate: Strategic Management Information
Dimensions of quality
© Western Cape Government 2012 | 33
Interpretability refers to the ease with which the users understand data
Include metadata, design ect. of the statistical information Interpretability
Coherence ; degree to which it can be successfully brought together
with other statistical information
Broad analytical framework and over a period of time.
Coherence
Application of international, national, or peer-agreed standards,
guidelines,
Practices to produce the data and information.
Methodological
soundness
Refers to the values and related practices that maintain users’
confidence in the data producer and the data source
Integrity
Chief Directorate: Strategic Management Information
Dimensions of quality
© Western Cape Government 2012 |
1. Introduction and Background
2. Context of working with administrative data
3. Details regarding using administrative data
4. Overcoming obstacles and limitations to using administrative data
more widely
5. Risks associated with using data for strategic management
information
6. Criteria of data quality
7. A proposed model for organising data quality: Administrative Data
Chief Directorate: Strategic Management Information 34
© Western Cape Government 2012 | 35
Key considerations for
assessing data quality
Administrative data
sources
Concepts of data
quality
Model for organising data quality
© Western Cape Government 2012 | 36
An example of how quality dimensions are used to assess
provincial databases developed for policy purposes
Model for aligning data quality dimensions to administrative data
Tel: Fax:
www.westerncape.gov.za
Contact Us
Zeenat Ishmail
Strategic Management Information
+27 (0)21 483 8709 +27 (0)21 483 5447
Zeenat. [email protected]