Data Quality Policy. Effective from April 2010

Transcription

1 Data Quality Policy Effective from April 2010

2 Contents 1 Introduction What is meant by data quality? Principles and objectives of the data quality policy Third party data Responsibility Monitoring and review... 5 Preamble All University formal documents relate to the policies, strategies, procedures and regulations of the University having been approved by the appropriate formally recognised and constituted body. All University staff and students are required to adhere to the formal processes and regulations of the University. This document should not be read in isolation as other University processes/formal documents could be relevant. A full listing of all formal documents is available on the University s website. Any interpretation of the content of this formal document will be at the discretion of the Deputy Vice Chancellor. All previous versions of this document as approved by Audit Committee shall be rescinded. The names of committees and titles of posts may change from time to time. This shall not invalidate the powers of the equivalent successor committees or post holders. If required this formal document is available in an alternative format eg Braille, tape, disc, or a larger font size. Please contact the Academic Quality Directorate. Data Quality Policy (effective from April 2010) page 2 of 5

3 1 Introduction 1.1 The University recognises the benefits of achieving the highest possible standards of data quality and management. They are: a) Meeting statutory and other reporting standards and requirements to external stakeholders and partners. b) Producing high quality information and services, thus providing excellent student experience. c) Providing accurate and timely information that enables the University to manage its performance effectively through informed decision-making. 1.2 This policy document describes Buckinghamshire New University s policy for improving and then maintaining the quality and management of data created and held by the University that will achieve the identified benefits. 1.3 The policy outlines the principles, responsibilities and reporting structures required to be able to maintain a high standard of data quality - from the establishment of Performance Indicators and their definition, via the collection and input of individual pieces of data into a system, to the production of performance management information and their validation to ensure robust and accurate performance reporting. 1.4 This document does not encompass Data Protection, Freedom of Information, IT security, data security and records management which are covered in other policy and control documents and procedures. 2 What is meant by data quality? 2.1. Data quality in this context is most effectively articulated using the Audit Commission standards: Accuracy - Ideally data should be captured once ( right first time ) close to the point of activity. Validity Data should be compliant with rules and definitions to ensure consistency. All data should be collected, input and provided using a methodology. Reliability Directors and Managers should be confident that information provided tells an accurate story and not one influenced by inconsistent or inaccurate data collection methods. Timeliness Data should be captured and reported while still current to inform real time management. Completeness Data should reflect the whole picture not part of it and incomplete or missing data needs to be flagged up and dealt with. Relevance Data is appropriate and fit for purpose. 3 Principles and objectives of the data quality policy 3.1 Good quality data is achieved by seven Critical Success Factors, each of which is dependent on its predecessor. Sequentially, these are: a) Data awareness Data quality is the responsibility of every employee entering, extracting or analysing data into or from any of the University s information systems. Each employee should be aware of their responsibilities with regard to data quality. The commitment to data quality will be communicated clearly throughout the institution. Data Awareness Objective: To ensure that all employees are aware of this policy and of the responsibility they have to ensure the highest possible standards of data quality Data Quality Policy (effective from April 2010) page 3 of 5

4 through effective management of that data. These should be reflected, where appropriate within role descriptions and individual performance objectives. b) Data definitions All employees should know how their data contributes to the total outcomes of the University, including statutory returns, financial and funding repercussions and calculation of performance indicators and understand also how lapses can either lead to errors or delays in reporting. Clear definitions of how items of data are used for these purposes will minimise the risk of mistakes and will ensure that employees are motivated to maintain quality within their areas of responsibility. Data Definition Objective: To ensure that all employees are aware of how data that they input, handle or manage are used to achieve the benefits outlined in this policy. c) Data input Collecting and inputting data first time with 100% accuracy provides the best value for money solution. Processes and templates will be designed to ensure that this is achieved. Data collection should also be timely because this enables us to provide effective services and information to students and also allows us to provide real-time data and performance reporting. Data Input Objective: To collect and input data within the University in a timely and accurate manner, without duplication and with the highest standards of accuracy. d) Data verification Errors will inevitably occur, but can be expensive to correct. Undertaking a process of verification where data has been input or imported can reduce this risk. The level of verification should be appropriate, being assessed as a cost/benefit analysis taking account of the level of risk. Data Verification Objective: To have in place appropriate verification procedures in all key areas of data input and production. e) Data systems Data will be collected, measured and managed using the University s core systems. These systems are to be auditable, with data held securely and confidentially. The University s core data systems are developed to support our data quality needs and change control measures exist to ensure that upgrades and the development of new functionality does not compromise quality or availability of high quality data. Data Systems Objective: To provide core business systems that fulfil all of our data quality requirements and that are available when required. f) Data output The University s performance strategy outlines both the manner and measures by which the University uses data to manage its performance. That same data allows us to make informed decisions around risk and resource allocation. A number of our external stakeholders have clearly defined requirements for our statutory returns or contract returns. They include measures of accuracy through validation, as well as completeness and deadlines. Our data is used internally and externally for a variety of registered purposes. Maintaining confidence in the quality of data outputs and information, as well as safeguarding the risk of inappropriate disclosure or reputational damage, means that key data returns and performance indicators may be controlled through a sign-off process. Data Output Objective: The release of key performance data and external returns will be controlled via a sign-off or authorisation procedure by an appropriate senior manager within the University. Data Quality Policy (effective from April 2010) page 4 of 5

5 g) Data presentation Where appropriate, the source of reported information should be identified, especially where third party data is used. Good data quality needs to be balanced with the cost and effort of collection, importance and intended use of the data concerned. In some cases data may be considered fit for purpose in spite of known limitations. Data Presentation Objective: Performance and other data reporting should be provided with appropriate references to source and stating any assumptions or limitations appropriate to its interpretation. 4 Third party data 4.1 This policy applies to Buckinghamshire New University employees. The University expect, however, that the quality of data provided by external third parties, including partners, will be of a high standard. It remains however (see section 5 below) the responsibility of the University s employees to ensure that quality, in respect of data produced in the form of reports, statutory returns and performance indicators, is maintained where it originates from a third party, and that it is validated and processed to the University s high standards. 5 Responsibility 5.1 The Deputy Vice-Chancellor will have overall responsibility for ensuring that this policy is implemented effectively and through the performance strategy ensure that key areas of data quality are monitored effectively. 5.2 Directors of service and faculty managers will be responsible for the quality and management of data coming into and out of their area. This will include the responsibility for ensuring that adequate training, processes, quality checks and sign off exists where appropriate. 5.3 All employees should however strive for the highest possible standards of data input, handling and reporting and are encouraged to seek advice from other colleagues to improve efficiency and develop a consistent approach. 6 Monitoring and review 6.1 Data managers are responsible for carrying out their own reviews of data quality and management within their areas of responsibility. The level and frequency of reviews should take consideration of known control gaps, experience of employees, volume or value of output. 6.2 Issues identified should be reviewed and dealt with and any significant increase in risk exposure be reported to a member of the Senior Management Team who will advise accordingly and include it in the regular strategic risk assessment. 6.3 Specific data quality actions and objectives identified within Faculty or Service Directorate delivery plans will be reviewed within those plans. This policy will be reviewed for its relevance every three years by the Deputy Vice-Chancellor. Prepared by: Director of Business Planning Date April 2010 Final Approval by: Audit Committee [May 2010] Review Date: Reviewed and updated November Operations Board Next review: November 2017 Buckinghamshire New University Data Quality Policy (effective from April 2010) page 5 of 5