Design of Data Management Guideline for Open Data Implementation

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1 Design of Data Guideline for Implementation (case study in Indonesia) Arry Akhmad Arman Institut Teknologi Bandung Jl. Ganesha 10 Bandung Indonesia Phone: Gilang Ramadhan Institut Teknologi Bandung Jl. Ganesha 10 Bandung Indonesia Phone: Muhammad Fajrin Institut Teknologi Bandung Jl. Ganesha 10 Bandung Indonesia Phone: ABSTRACT Open data is the idea that some data should be freely available to everyone to use and republish as they wish, without restrictions from copyright, patents or other mechanisms of control [8]. The goals of the open data movement are similar to those of other "Open" movements such as open source, open platform, open standard, and others. In 2008 Indonesian Government released Act Number 14 of 2008 about Public Information Openness. Following that Act, in 2010 Indonesian Government released Government Regulation number 61 of This regulation is implementable guideline for implementation of in Indonesia. Many initiatives already conducted to push many government institution to be more open. The challenge is the lack of guideline and practices in Data. implementation without strong Data and Governance can create many risks. Realizing that challenge, this research try to propose the guideline to govern and manage activities. The approaches is to modify DAMA-DMBOK guideline to fulfill characteristics of. There are some proposed improvement of DAMA- DMBOK to fulfill needs. Even this research triggered by the need of Indonesian Government, but hopefully this solution can be apply to other parties. CCS Concepts General and reference~computing standards, RFCs and guidelines Applied computing~enterprise data Applied computing~e-government Keywords Guideline, Data, DAMA-DMBOK. 1. INTRODUCTION Indonesia Government has a lot of valuable data and information to be shared. However, most of them are still difficult to be consumed and accessed by society. Many data and information are still stored in hardcopy form. The majority of data and information are also closed or hard to access and stored in various places. Align with the growing of ICT using in Indonesian Government and the initiation of Open Government Indonesia initiative, the era of is starting in Indonesia. According to the World Bank, is data that is technically open and legally open. Technically, open means that the data is available in a standard format that can be retrieved, read, and processed by computer applications. Open legally means that data has a license that allows the use of freely and can be reused without restriction [8]. Open data can provide benefits in various fields. Based on the results of research conducted by McKinsey & Company in 2013, open data can provide a positive impact on education, transport, electricity, oil and gas, healthcare, and finance. The positive impact can be reached because people can more easily obtain and process the data to obtain the information needed [6]. In addition to provide a variety of benefits, open the data also has many challenges. For example, from the Data Security side, it must be ensured that the internal database system can be protected from any attack. From the Data Quality side, it must be ensured that the data have a good quality. Moreover, there are still many aspects to be considered such as data format, metadata quality, compliance with laws and regulations, and others. To overcome various challenges in open data, the data activities in organization need to be conducted in daily basis. Without a strong data, the benefits offered by open data will not be realized. Furthermore, there will be many risks and threats if data activity is not conducted properly. One alternative for implementing data is by following data guidelines defined by the Data Association (DAMA). DAMA create data guidelines called The Guide to the Data Body of Knowledge (DMBOK). DMBOK contains a very comprehensive data. DMBOK Version 1 defines 10 areas in data functions. Each function area contains activities to perform data. DAMA-DMBOK defines a general data activity that is not designed specifically for open data. In the implementation of open data, there are the addition activities that must be done. Moreover, the activities must be comply with the law related with open data in Indonesia. This research goal is creating the

2 Guidelines of that comply with Open Data Principle and the laws and regulations related to open data. 2. OPEN DATA 2.1 Definition According to the Open Knowledge Foundation, is data that can be used independently as well as used and redistributed by anyone. Definition of open data can be summarized as follows [6]. 1) Availability and Access: the data must be available completely and at no more than a reasonable reproduction cost, preferably by downloading over the internet. The data must also be available in a convenient and modifiable form. 2) Re-use and Redistribution: the data must be provided under terms that permit re-use and redistribution including the intermixing with other datasets. 3) Universal Participation: everyone must be able to use, reuse and redistribute - there should be no discrimination against fields of endeavor or against persons or groups. For example, non-commercial restrictions that would prevent commercial use, or restrictions of use for certain purposes (e.g. only in education), are not allowed. The World Bank stated that Data is open if it satisfies both conditions below [8]. 1) The data must be legally open, which means they must be placed in the public domain or under liberal terms of use with minimal restrictions. 2) The data must be technically open, which means they must be published in electronic formats that are machine readable and preferably non-proprietary, so that anyone can access and use the data using common, freely available software tools. Data must also be publicly available and accessible on a public server, without password or firewall restrictions. 2.2 Principles Data shall be considered open if it is made public in a way that complies with the principles below [7]: 1), All public data is made available. Public data is data that is not subject to valid privacy, security or privilege limitations. 2), Data is as collected at the source, with the highest possible level of granularity, not in aggregate or modified forms. 3), Data is made available as quickly as necessary to preserve the value of the data. 4), Data is available to the widest range of users for the widest range of purposes. 5) Machine processable, Data is reasonably structured to allow automated processing. 6) Non-discriminatory, Data is available to anyone, with no requirement of registration. 7) Non-proprietary, Data is available in a format over which no entity has exclusive control. 8) License-free, Data is not subject to any copyright, patent, trademark or trade secret regulation. Reasonable privacy, security and privilege restrictions may be allowed. 2.3 Lifecycle Model DATA PUBLISHER DATA CONSUMER SELECT MODEL PUBLISH FIND INTEGRATE REUSE DATA MANAGEMENT SUPPLY FEEDBACK DEMAND Figure 1. Lifecycle Model [5] Support defines open data lifecycle in Figure 1 called Linked Open Government Data lifecycle. The lifecycle is divided into two sides: Data Publisher and Data Consumer. Based on Figure 1, data is occurred in data publisher side. In the data publisher part, there are 3 phases as follows [5]. 1) Select Several dimensions can be considered in the selection process of open data as follows. a. transparency b. legal requirements c. relation to public task d. current status of open publication e. type of value f. audience 2) Model The purpose of data modeling phase is to make data available in structured, comprehensible, and machine-readable way. In this phase, data must be cleaned so that can increase data quality. Furthermore, there is an addition of metadata to the dataset. 3) Publish After dataset has been selected and modeled, data must be uploaded to the open data portal or website. 3. DATA MANAGEMENT 3.1 DAMA-DMBOK Framework Actually, Data is not new issue in computing environment. There are several comprehensive references that can be adopted to do Data practices in organization. One of the popular references is DMBOK (Data Body of Knowledge) from DAMA (Data Association). Agency can adopt DMBOK, fully or partially. Actually, all DMBOK components are important to manage all internal data properly, but not all components are really important for Open Data. As mentioned before, one of popular reference for Data is DMBOK that published by DAMA. DMBOK divide Data into 9 areas plus Data Governance as an umbrella for all areas [2]. 1) Data Governance, its focus on planning, supervision, and control over data and use. 2) Data Architecture, its defining the blueprint for managing data assets.

3 3) Data Development, its focus on analysis, design, implementation, testing, deployment and maintenance of data. 4) Data Operation, its focus on providing support from data acquisition to purging. 5) Data Security, its focus on insuring privacy, confidentiality and appropriate access. 6) Data Quality, its focus on defining, monitoring, and improving data quality. 7) Reference and Master Data, its focus on managing golden versions and replicas. 8) Data Warehousing and Business Intelligence, its focus on enabling reporting and analysis 9) Meta-Data, its focus on integrating, controlling, and providing meta-data Data Framework (DMF) DMF role for All (internal) Data All Data DMF role for Selecting and Preparing DMF role for Managing as a service,,,, Machine Processable Non-Discriminatory Non-Propiteary License-Free Users of Data Figure 3. Role of Data Framework [1] Figure 2. DAMA-DMBOK Functions Area [6] 3.2 Roles of Data Framework Principally, is a part of complete set of internal data. Some of internal data, raw or processed data, will be defined as an open data. Data Framework will play in three different roles [1]. First, DMF (Data Framework) role is to manage all internal data of an organization. This role actually always needed in any organization in the condition if its apply or not. Some organizations still don t play this role. All data flow automatically between applications and database systems without supporting by Data and organization part to do that. Second, DMF role is to support selection and preparation activities for. Not all DMBOK area is needed to conduct this role. Third, DMF role is to manage all Opened Data as a Service. It s can be identify easily that all DMBOK area is needed to conduct properly, except Data Warehouse and Business Intelligence. This activity is not part of, but it s possibly conducted in a user side. 4. LAWS IN INDONESIA RELATED TO OPEN DATA 4.1 Act Number 14 of 2008 about Public Information Openness Based on this Act, information that can be open to the public in open government data is called public information. Public information is information that is created, stored, managed, sent, and accepted by public agencies. Act Number 14 of 2008 guarantee citizens right to be informed about plan of public policy, public policy program, and process of public policy decision making, and the reason behind the decision: 1) encourage public participation in the public policy decision making process; 2) increase active public participation in the public policy decision making process; 3) create good governance which transparent, effective and efficient, accountable and responsible ". 4.2 Act Number 43 of 2009 about Archives This act was made in order to realize the comprehensive and integrated national archival system implementation. National archival institutions or public agencies need to build a national archival system which includes the of static archives and dynamic archives. National archival system and public agencies ensures the availability of authentic, complete, and reliable archives. Moreover, National Archival System also able to identify the existence of archives that has relevance information as the integrity of archival information on all organizations. 4.3 Indonesian Government Regulation 61/2010 as Implementation of Act 14/2008 Indonesian Act 14/2008 on Public Information Openness is a new regime of law in Indonesia that carrying transparency principles on the implementation of national life. That act doesn t only affect the government agency, but also the other organization in Indonesia that receive funds from the government. For further adjustment, the Indonesian government makes a special regulation

4 according to the Act 14/2008. In this act, everyone in the organization must become more transparent, responsible and service oriented to drive a better democratic life. 4.4 Indonesian Minister of Home Affairs Regulation 35/2010 This Act regulates the of information and documentation on public agencies such as ministry of home affairs and local government. The information that is regulated by this Act is public information. Based on this regulation, public information in the Indonesian Ministry of Home Affairs and local government is opened and accessible for all public information users. Nevertheless, not all of public information can be accessible by users. Based on article this regulation (article 4), there are limited public information that can only access by privileged users. 5. ANALYSIS AND DESIGN 5.1 Mapping between Activity in DAMA- DMBOK and Role of Data Framework DAMA-DMBOK defines 10 processes area in the data framework. All of the process area is general. In order to use DAMA-DMBOK in the implementation of open data, classification of data role is required. Table 1. Mapping between process area in DAMA-DMBOK and role of data framework No. Process Area Role 1 Role 2 Role 3 1. Data Governance 2. Data Architecture 3. Data Development 4. Data Operation 5. Data Security 6. Reference and Master Data 7. Data Warehouse and Business Intelligence 8. Document and Content 9. Metadata 10. Data Quality Data framework has three main roles that are role 1 for all (internal) data, role 2 for selecting and preparing open data, and role 3 for managing open data as a service. Based on Table 1, all of activity in a process area can be classified into role for all (internal) data. Nevertheless, not all activity can be classified into open data role. An analysis needs to be done to see relationship between process area in DAMA-DMBOK and data role. 5.2 Relationship Analysis between Data and Lifecycle Model Activities that are defined by DAMA-DMBOK are general activities. Nevertheless, open data implementation needs specific data guidelines. An analysis need to be done to see the relationship between data activity and open data lifecycle. Table 2 describes the relationship between open data lifecycle model and data activities. Stage of Lifecycle Model Select Model Publish Table 2. Relationship between open data lifecycle model and DAMA-DMBOK Process Area of DAMA-DMBOK Data governance Data development Data operations Data security Data warehousing and business Data quality Data governance Data development Data operations Data security Reference and master data Data warehousing and business Metadata Data quality Data governance Data development Reference and master data Metadata Activity Monitor and ensure regulatory compliance Select data for open data Achieve, retain, and purge data Define data security policy Process data for business Define data quality metrics Develop and approve data policies, standards, and procedures Data conversion for open data Inventory and track data technology licenses Define data security policy Define and maintain match rules Process data for business Define metadata standard Clean and correct data quality defect Identify and appoint data stewards Publish data for open data Define and maintain hierarchies and affiliations Distribute and deliver metadata

5 5.3 Mapping between Activity in DAMA- DMBOK and Principles Based on the mapping between activity in DAMA-DMBOK and role of data framework, we could find activity in DAMA-DMBOK that contributes directly to the open data implementation. That activity is classified into role for selecting and preparing open data; and role for managing open data as a service. Other activity that only classify into role for all (internal) data will not be included in this mapping process due to not directly related to open data implementation. The activity that related to open data implementation will be map into the 8 open data principles that has been mentioned before. One data activity can be mapped into several open data principles. The purpose of this mapping is to show the open data principles that supported by a data activity. Based on Table 3, we can see that most of the process area is only related to the first three open data principles which are complete, primary and timely. Otherwise, the other open data principles are only related to some of the process area, such as data governance, data development and data operation. The other open data principles are technical implementation based and hardly related to DAMA-DMBOK process area. Table 3. Mapping between process area in DAMA-DMBOK and open data principles No. Process Area Principles 1. Data Governance Data Architecture Data Development Data Operation Relationship Machine Processable Non Discriminatory Non Proprietary License Free - - Machine Processable Non Proprietary Machine Processable Non Proprietary Machine Processable Non Proprietary License Free No. Process Area Principles Data Security Reference and Master Data Data Warehousing and Business Intelligence Document and Content Metadata Data Quality Relationship - Machine Processable License Free - Machine Processable Non Proprietary - Machine Processable - - Machine Processable - Machine Processable Non Proprietary - - Machine Processable Mapping between Activity in DAMA- DMBOK and Laws in Indonesia Related to DAMA-DMBOK framework is a generic framework that made suitable for any data process in any organization in the world. Therefore, the data activity that defined in the DAMA-DMBOK is also a general process. With that fact, we have to give attention to the Indonesian laws in order to make the

6 designed guidelines be more contextual to organization in Indonesia. Nowadays, Indonesia still doesn t have any specific law that regulate about open data implementation. So that, in this process we use Indonesian laws that related to data openness. There are several laws that have been mentioned in the previous section. Based on Table 4, not all the process area can be mapped into the Indonesian laws. There are two processes area that all the process within is not related to any Indonesian laws that regulate about data openness. That process area is data warehouse and business ; and metadata. This is occur because Indonesian government still doesn t have regulation that specifically address metadata, data warehouse and business. Table 4. Mapping between process area in DAMA-DMBOK and laws in Indonesia related to open data N o Process Area 1. Data Governance 2. Data Architecture 3. Data Development 4. Data Operation 5. Data Security 6. Reference and Master Data 7. Data Warehouse and Business Intelligence 8. Document and Content 9. Metadata 1 Data Quality 0. Act 14/ 2008 Act 43/ 2009 IG Regulation 61/ 2010 IMHA Regulation 35/ Guideline Design The form of proposed Data Guideline shown in Figure 4. It s adopted from COBIT 5 Process Assessment Model (PAM). Although the form is adopted from COBIT PAM, COBIT is not used in this guidelines design at all. Table form from COBIT 5 PAM is selected as a presentation of the data guidelines because COBIT PAM defines the process clearly and is easy to understand. The guideline is divided into four small section as follows. 1) General information which contains: a. role of data which is obtained from the result of relationship analysis between process area in DAMA-DMBOK and role of data framework (part 5.1) b. description of activity c. purpose of activity d. open data principles that are supported by data activities 2) Outcome of activity: desired state after the activity has been done 3) Best practice: steps that must be done so that the outcome of activity can be achieved. Best practice comes from various sources such as DAMA-DMBOK, open data lifecycle model, and law in Indonesia related to. 4) Work products input and output: deliverables that produced or required in an activity. Figure 4. Data guidelines design Best practice and work products have a relationship with other elements in this guidelines. Best practice help to achieve outcomes that expressed in the activity. Work products can support outcomes and best practice in the activity. 6. CONCLUDING REMARK Government will get many benefits by pushing implementation of in many government agencies as well as business sectors. Indonesia has Acts and Government Regulation related to, but it s not enough to guide the detail implementation or process. This research show the process of designing Guideline that can be used as a reference for Open

7 Data in Indonesia Government Agencies. The same steps can be adopted for other government to fulfill the need of similar guideline. This research not give strong attention to the security aspect. Further research can be focused on enhancement of security aspect of the guideline by combining with Information Security Standard such as ISO/IEC REFERENCES [1] Arman, A. A., Sembiring, J., Suhardi., The importance of data to support open data: case study in Indonesia. Proceedings of the 8th International Conference on Theory and Practice of Electronic Governance ICEGOV DOI= [2] Data Association The DAMA Guide to The Data Body of Knowledge (DAMA- DMBOK Guide) First Edition, Technics Publications, LLC. [3] McKinsey & Company Open data: Unlocking innovation and performance with liquid information. Retrieved on January 12, 2015 from McKinsey & Company: nsights/business%20technology/open%20data%20unl ocking%20innovation%20and%20performance%20with %20liquid%20information/MGI_OpenData_Full_report _Oct2013.ashx [4] Ministry of Communication and Information of Republic of Indonesia Act of the Republic of Indonesia Number 14 of 2008 on Public Information Openness. Retrieved on June 20, 2015 from Ministry of Communication and Information of Republic of Indonesia: https://ppidkemkominfo.files.wordpress.com/2012/12/a ct-of-the-republic-of-indonesia-number-14-of-2008-onpublic-information-openness.pdf [5] Support The Linked Open Government Data & Metadata Life Cycle. Retrieved on May 20, 2015 from Support: [6] Open Government Data The Annotated 8 Principles of Open Government Data. Retrieved on January 15, 2015 from Open Government Data: January 15, 2015 [7] Open Knowledge Foundation Handbook. Retrieved on January 12, 2015, from Open Knowledge Foundation: [8] World Bank Group Essentials. Retrieved on July 10, 2014 from World Bank Open Government Data Toolkit:

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