Information & Data Management. Corporate Data Quality Standards 2009
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1 Appendix 2 Information & Data Corporate Data Quality Standards 2009 Classification: Internal Release: Final version 1 Date Created: March 2009 Date of next Review: Author: Head of Information & Data Owner: Business Services Group Information & Data Department
2 Document Details Document Title: Responsible Officer: Author: Security Classification: Key Words: Distribution Name: Anthony Kemp Graeme McDonald Helen Harris Diane Malpass Mick Coppard Chris Ojejinmi Marlene Whyte BSG SMT CIDM Governance Board Corporate Data Quality Standards Head of Information & Data Head of Information & Data Open Data, Quality, Governance, Standards Position: Director, Business Services Group Director, Policy & Performance Director, Legal & Democratic Services Head of Information & Data (Chair CIDMGB) Head of Strategy, Information & Data Service Ealing, Business Services Group Information & Data Compliance Manager, Information & Data Businessservices_smt Diane Malpass Mary Umrigar Tim Moore Nick Senior Polly Hicks Tim Yarnell Alison Reynolds Clementine Adewunmi Kastur Ashani Head of Information & Data (Chair) Social Services (Caldicot Guardian Member CIDMGB) Interim Head Client & Performance, Regeneration & Housing (Member CIDMGB) Business Manager, Legal & Democratic Services (Member CIDMGB) Head of Improvement, Innovation and Information, Human Resources (core) (Member CIDMGB) Improvement Manager, Policy & Performance (Member CIDMGB) Interim Customer Services Director, Customer Services (Member CIDMGB) Knowledge Manager, Information & Data Governance & Data Quality Manager, Information & Data Revision History Date: Version Number: Description: Author: Approval Name: Position: Signature: Date: Cabinet Chair Minutes of Meeting 2009 Corporate Board Chair Minutes of Meeting 2009 Corporate Information & Data Governance Board Chair
3 Contents Section Description Page 1 Purpose 4 2 Applicability 4 3 Roles & Responsibilities 4 4 Operation of the Standards 6 5 Related Documents 7 3
4 Section 1: Purpose The purpose of this document is to outline the corporate standard for data quality within Ealing Council. Section 2: Applicability The standards derived and applied from this document will be applied to all Ealing Council s systems and processes, electronic or manual, into which data is entered or from which data is extracted. Section 3: Roles & Responsibilities Stakeholder Elected Member Champion Roles and Responsibilities Championing Information and Data at the very highest level and to embed best practice in the culture of the organisation. Quarterly assessments will be submitted on the overall progress towards meeting our data quality objectives. Chief Executive Executive Director of Corporate Resources Director of Business Services Group Head of Information & Data Has overall senior responsibility and accountability for the council s information resources, who in turn delegates this responsibility to the Executive Director of Corporate Resources. Has delegated responsibility from the Chief Executive for the council s information resources. Responsibility for Information and Data is delegated from the Executive Director of Corporate Resources to the Director of Business Services Group, who in turn delegates this day-to-day responsibility to the Head of Information and Data. The Director of Business Services group also acts as the Senior Level Business Champion. Has overall day-to-day responsibility for ensuring that processes and procedures comply with the agreed corporate information and data management standards. The Head of Information & Data Chairs the Corporate Information and Data Governance Board (CIDMGB). 4
5 The Head of Information and Data is responsible for: Directing and reviewing this standard Ensuring that there is effective consultation and communication on data quality matters Publishing and promoting the adoption of this standard Ensuring compliance with published data quality standards, procedures and working practices Day-to-day management of data quality and the implementation of this standard Ensuring there are effective measures in place to guarantee appropriate skills and knowledge to carry out responsibilities for data quality The Information & Data Department is responsible for the development of the Corporate Information and Data Policy Framework and provides the standards based parameters within which the council will operate. Corporate Information & Data Governance Board (CIDMGB) Information Officers Officers of the Council Agree the policy framework and cascade ratified policy framework documents to their directorate management teams for implementation. Work with their CIDMGB representative to coordinate and implement approved policy documents within their directorate departmental management teams. Progress to be reported upwards to the CIDMGB. Work with their departmental Information Officers to ensure consistent application of data quality procedures, policies and guidance, ensuring best practice is embedded in their operational practices. 5
6 Section 4: Operation of the Standards The council will ensure that all the data it creates, receives, holds, transmits, analyses or reports upon will be as accurate as possible. To achieve this, the following standards will be in place for all information monitoring and reporting systems: Awareness The commitment to data quality shall be communicated clearly to all involved with the operation of information systems. Responsibility for data quality will be reflected in all relevant job descriptions, which have specific reference to data quality. This will be phased in over a period of time in conjunction with the implementation of the corporate information and data management policy framework and will be carried out in conjunction with all interested parties. Each information system will set out minimum expectations for accuracy, accessibility and timeliness, and will have a strategy to ensure compliance with and progress in improving this standard. Definitions All nationally set performance indicators will have all details of their definition applied. All locally determined performance indicators will have clear definitions. All performance indicators will have a named officer who is responsible for collecting and reporting the information. Input Guidelines and procedures will be available for the entry of data into information systems. All officers entering data will receive appropriate training to ensure consistency. Controls will operate to avoid double counting, particularly where more than one person inputs data. Controls will operate to avoid data capture failures, for example in hybrid electronic/manual systems 6
7 Verification Systems requiring ongoing verification will be identified and their existence communicated to the Head of Information and Data. For systems where verification is appropriate, procedures will exist. Data provided from external bodies will be assessed to ensure compliance with Ealing Council s Corporate Data Quality Standards. The Ealing Pan London Information Sharing Steering Group will be notified of the Councils verification process. Systems A responsible officer and deputy will be identified and appointed for each management information system. Procedures for extracting performance information will be operated. Information systems will be included in risk registers and covered by business continuity plans where appropriate. Data quality control measures will be locally reviewed annually. Output Performance information will be scrutinised prior to reporting. Presentation The Responsible Officer or their deputy will be available to justify the data quality process to external examiners during inspections. All presentation of information to external auditors will be objectively proof checked prior to examination. Section 5: Related Documents Corporate Data Quality Strategy Corporate Data Quality Policy 7
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