Worcester City Council Data Quality Policy

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1 Worcester City Council Data Quality Policy Content: 1. What is Data Quality? 2. Purpose of the Policy 3. Scope 4. Data quality in practice 5. Data quality checks and corrective action 6. Third party data 7. Appendices a. Performance Measure Definition Template b. Annual Return Template c. Data Quality Issues Log Template 1. What is Data Quality? The Audit Commission identified the following features of good quality data: Accuracy: data should be sufficiently accurate for their intended purpose Validity: data should be recorded and used in compliance with relevant requirements Reliability: data should reflect stable and consistent data collection processes across collection points and over time Timeliness: data should be captured as quickly as possible after the event or activity and must be available for the intended use within a reasonable time period. Data must be available quickly and frequently enough to support information needs and to influence service or management decisions Relevance: data captured should be relevant to the purposes for which it is used Completeness: data requirements should be clearly specified based on the information needs of the body and data collection processes matched to these requirements. (Audit Commission 'In the Know' Feb 2008 and 'Nothing but the truth', Nov. 2009)

2 2. Purpose of the Policy The policy sets out Worcester City Council s approach to improving the quality of our data across the organisation. If data is not accurate and of good quality it can undermine attempts to use it to drive change and to improve our performance. Data collected by the Council and our partners is used to assess performance in order to make informed decisions about how we deliver our services and how budgets are spent. We therefore need to have confidence that the information we are using is correct, robust and fit for purpose. Reductions in public funding have further increased the pressure on Councils to ensure our resources are used as efficiently as possible and this can only be achieved if the data on which decision are made is accurate and up to date. Data is also used by external bodies and the public to assess the Council s performance or for the determination of allocation of funding so we need to ensure that it accurately reflects our performance and position. Inaccurate data could therefore pose potential risks to the Council both operationally, financially and to our reputation. In addition, the abolition of Comprehensive Performance Assessment and the disbanding of the Audit Commission have led to greater responsibility being placed on local authorities to put robust data quality processes in place and to regularly assess their own data and performance to ensure quality is maintained and improved. The principles of data quality support the Council s Performance Management Framework and our Corporate Plan priority for Delivering Value for Money and our values; Challenge to Improve and Empowerment with accountability. 3. Scope Data is defined as factual information, especially information organised for analysis or used to reason or make decisions. For the purpose of this policy, we are referring to data that: facilitates performance management in accordance with the Council s Performance Management Framework and/or supports decision-making and resource allocation The policy primarily applies to all performance measures collected and reported by Worcester City Council including corporate and service level measures and management / business intelligence data. However, the principles of the policy can also be applied to other data although there may be specific additional requirements for particular data sets. The policy applies to all Worcester City Council services including any shared or commissioned services hosted by Worcester City Council. For other shared or commissioned services, please see Third Party Data section below.

3 4. Data quality in practice Testing data quality can be a costly and time consuming process and needs to be balanced and proportionate to the importance of that data. Our approach will therefore be to improve the production, recording and reporting of data combined with risk based sample checks for quality. There are a number of principles and practical processes which underpin good data quality: Awareness & Training: everyone understands and recognises the need for good data quality and has the knowledge and skills to produce it. - The Data Quality Policy and guidance will be available to all officers and Members on the Shareportal / Member Portal. - Data Quality will be promoted and supported by the Performance, Improvement & Efficiency (PIE) Team at service support meetings. - Data Quality responsibilities and training needs will be raised by managers at Personal Development Reviews (PDRs). - Those with responsibility for data will have access to the definitions, information and systems required to produce the data and will be fully trained to do so. Ownership and responsibility: everyone is responsible for ensuring that data which they create, receive or act upon is of a high quality. However, some officers have greater responsibility for data than others due to their position/service areas. - The Managing Director has overall responsibility for data produced and distributed by the Council. - The Performance, Improvement and Efficiency Manager has responsibility for developing corporate data quality arrangements and monitoring compliance. - Service Managers have responsibility for the quality of data produced and distributed by their service. - All performance data will have stated owners: o Primary Collection Officer - collects and calculates the data o Secondary Collection Officer collects and calculates the data in the absence of the Primary Collection Officer o Responsible Officer officer with overall responsibility for the quality of the data (usually Service Team Manager) o Responsible Member Member with portfolio responsibility for the quality of data. - The Responsible Officer will be stated in any reports regarding their data to encourage accountability. Definitions: comprehensive definitions are in place for all performance measures so that it is clear what information is to be collected / included. This ensures that accurate data is consistently produced and recorded. - Complete definitions will be produced and available for all performance measures to include a full description, format and details of how the measure is collected and calculated. See template - Appendix A. Data capture: there are procedures in place for how and when data is captured and stored.

4 - A clear timetable will be produced at the start of each year stating when data is to be collected and where it will be reported. - Data will be collected in accordance with definitions and the corporate timetable. - A corporate performance management system will be in place so that data is collected once and stored in a single system to avoid duplication and double entry. Data will be date stamped so that entry can be audited. - Data will be verified for accuracy before input onto the system to ensure it is right first time and does not require cleansing. Controls: procedures are in place to validate data as close to point of input as possible Collection systems will include controls to avoid invalid data entry, e.g.: o forced entry in correct format o limited data ranges o set time periods o drop-down menus. - Officers receiving or entering data will check for and query abnormal data. Systems: are suitable, secure and accessible. - A centralised corporate performance management system will be in place for collecting and storing performance data. - All systems used for producing data will be: o fit for purpose and regularly reviewed o accessible to those who need it but also secure through password protection and controlled permissions etc. o include appropriate controls as described above (see Data Quality Strategy for Systems for more information). - Systems will be regularly audited to ensure they remain fit for purpose and support good data quality. Reporting: data is reported regularly both internally and externally in a format that is complete, easily understood and accessible. - Service will report performance at regular team meetings to monitor progress, utilise information for managing the service and to identify potential issues. - Corporate reports will be aligned with the Corporate Plan priorities and produced in accordance with the Performance Management Framework. - Regular corporate reports will be produced in a standardised template to ensure scrutiny and challenge of data and performance and to enable performance data to be used to aid decision making processes. - Performance reports will be published on the Council s website to improve transparency. - End of year data will be reported in the Annual report. 5. Data quality checks & corrective action Although the Council s approach will focus on improving data collection and handling in order to prevent data quality issues, there is still a need for assurances that these processes are in place and are effective. It will therefore be necessary to undertake regular in-depth spot checks of a sample of data from each service area to determine

5 quality and identify any areas of concern. Checks will be formally undertaken by the PIE Team but Team Managers are encouraged to undertake their own additional checks. A checklist will also be required for annual data returns to draw together information on the target-setting rationale, results and verification. See template Appendix B. Any issues identified, will be logged and corrective actions and timescales agreed with the appropriate service manager. See Appendix C for Data Quality Issues Log template. Corrective actions may include cleansing data sets, training, amending procedures or revising collection systems. Progress against the corrective actions will be monitored at regular meetings between PIE Link Officer and service teams. Escalation - if the data quality issue poses a significant financial or reputational risk or may negatively affect service delivery or planning, it will be reported to CMT and/or Cabinet along with the proposed corrective actions and timescales. Third party data Data is increasingly being received by and shared with third party organisations as a result of the Council s involved in partnership working, shared service initiatives and commissioning. This could dilute accountability and pose potential risk to data quality. The Council must work constructively with partner organisations to enable them to produce data of an acceptable quality in accordance with an agreed data sharing protocol in the form of a standard clause in contracts, Service Level Agreement etc. When entering into contracts with service providers, comprehensive requirements and guidance regarding the definitions, accuracy and timeliness of data should be provided at the earliest opportunity. We must also be clear with contractors regarding their responsibilities for data quality and how we will be checking the information they provide. It will be the responsibility of the service team within the Council which is in receipt of the data to ensure it is verified and accurate. There should be a named contact from both the Council and the contractor for all shared data. Any issues with quality must be raised, addressed and regularly reviewed with the contractor and documented using the Data Quality Issues Log (Appendix C). Escalation procedures will apply as per internal data quality issues above. It is accepted that it might not always be possible to alter existing contracts. In these instances the data must be treated as high-risk and more in-depth checks put in place by the Council officers to ensure confident in the data. Appendices A B C Performance measure definition sheet End of year checklist DQ Issues log

6 APPENDIX A Performance Indicator Definition Sheet Code and Title Purpose / rationale Corporate Plan Priority supported Full Definition Collection methodology Formula (if applicable) Worked Example (if applicable) Data Source Addition guidance Format Collection frequency Polarity Cleaner and greener city Safer and stronger communities Economic prosperity Customer service and communications Delivering value for money Number / percentage / date / kg / days Monthly / quarterly / biannually / annually Cumulative / stand alone figure Good performance is: Higher figure / Lower figure Responsible Service Team Primary Collection Officer Secondary Collection Officer Responsible Officer Is any data used for calculating this measure provided by a third party? If yes, please state contact for third party organisation.

7 Is there a Data Sharing agreement in place with the third party regarding the quality and timeliness of the data? If yes, please attach.

8 APPENDIX B End of Year Performance Checklist 2012/13 To be completed by the Collection Officer and authorised by the Responsible Officer Code and Title Is a complete definition available for this measure? Has this measure been collected in accordance with the definition? Have the Collection Officers received guidance and training for collecting this measure? Has the measure changed for or during this year? - definition - collection method - collection officer How is the data collected and calculated? What systems are used? Please provide evidence, e.g. link or print out What checks have been made to ensure accuracy? e.g. sample checks, system checks? Has the measure been subject to an official audit? What were the findings? Is any data used for calculating this measure provided by a third party? If yes, please provide details of data sharing protocols and/or quality checks Annual target and rationale for target setting If yes, please provide details. End of year return Numerator Denominator Return - % difference between target..% and return Please provide a brief explanation if difference over 10%. Additional comments (to be included in Annual Report) Collection Officer Responsible Officer

9 APPENDIX C Data Quality Issues Log Data details (Code and title if applicable) Collection period(s) affected Nature of data quality issue Systems used to produce or store data Does the data feed into other measures? Is any of the data in question provided by or to a third party? Potential risks associated with issue If yes, please provide details e.g. performance assessment / formal returns, bids or applications / planning / decision making / budget / political / partnership / reputation? Please provide details. Proposed corrective action To be completed by Review date(s) Responsible Officer

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