What is your data doing for you?

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What is your data

doing for you?

Tools to increase and communicate the value of your data

Northwest Transportation Conference

March 15, 2016

Denise Whitney Dahlke, Information Strategist Oregon Department of Transportation

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What is a Strategic Data Business Plan?

Describes an agency’s vision, goals, objectives, and actions related to data management.

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Collect Store Clean Inventory Share Analyze Report Visualize

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What makes this the right moment for the project?

• Funding has not kept pace with the

expansion of expectations.

• The transportation industry is experiencing a data sea level change.

• Performance based decision making and transparency are expected.

• New agency strategic interests and innovations are adding to data

collection and information development efforts.

• Agencies must now weigh both internal and

external options for meeting data needs.

• The way agencies coordinate with partners

on the collection and management of data is changing.

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Benefits of Data Business Plan

Data Value

− identifies steps towards getting more value from data − builds consensus around most important priorities for

improvement & investment

Efficiency

− identifies opportunities for coordination and collaboration across business units for unified platforms and processes

Awareness

− changes the mindset: data as an agency asset, not belonging to individual divisions or units

− builds understanding of issues and opportunities

Resilience

− establishes roles and skill sets for data management – less dependence on “heroic efforts” by individuals

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What Other DOTs have done Strategic Data Business Plans and why?

Systems Operations Directorate Data Business Plan 2008

Data Business Plan 2010

Data Governance, Standards, and Knowledge Management Alaska Data Business Plan 2009

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Project Work Plan

​ General Tasks

01

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​ Establish Vision, Goals, Objectives

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​ Current Procedures, Gaps, Needs

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​ SDBP and Implementation Framework

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• Project Management and Coordination • Work Plan • Project Steering Committee Meetings • Work Group and

Focus Group Meetings

• Opportunities and Challenges Reporting

SDBP Work Plan, O&C Report

Facilitate the development of Project vision, goals, objectives, and focus areas for the Project.

SDBP Vision, Goals, and

Objectives Report

Select and refine toolkit and identify baseline by

assessing ODOT’s data and information development

practices and capabilities, and identify gaps and needs.

Gaps and Needs Report +

Methodology Report

Develop a SDBP to improve the way data programs serve the Agency.

SDBP and Implementation Framework Report Work with Agency staff to communicate the purpose, benefits, and important decisions of this Project to ODOT leadership teams, stakeholders, and advisory committees. Summary Materials ​ Project Outreach and Communication

09

7

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SDBP Scope and Products

Scope: Agency-wide

Products:

Common vision, goals and objectives

Common “toolbox” for achieving goals and

objectives

ODOT Baseline to help direct the

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SDBP Toolbox

Data mapping and

assessment tools

Provide common picture of data utilization, value, needs and gaps

Data strategy tools

Provide common framework and templates for developing,

prioritizing and implementing data improvements to reach goals

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Assessment Process

Prepare

• Assemble Team • Establish Goals

• Set Scope and Timeline • Select and Modify Tool

Investigate and Assess

• Data map • Data value

• Business area assessments • Data management

• Agency wide assessment • Data-specific assessments

Improve and Monitor

• Consolidate list of initiatives and recommendations

• Prioritize improvements • Update action plan

• Track progress

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A. Data Value Mapping

Shows connection between data and the

business functions that consume it

Shows “information production” from multiple raw

data sources and analysis tools

Can be applied for a business function to show

important data inputs

or

for a single data type to

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B. Data Value Assessment

Technique developed in recent NCHRP Project

Provides structured assessment of data availability,

quality and usability for a selected business function

– focuses on data user perspectives

Produces:

 “excellent-good-fair-poor” ratings by business activity and

data type

 Identified gaps leading to poor ratings

 Strategies to close gaps and improve data value to

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Data Value Assessment

Business Area Availability Quality Usability

Maintenance Management Good Fair Fair

Pavement Management Excellent Good Good

Safety Planning Excellent Good Fair

Performance Management Fair Fair Good

Project Scoping Good Fair Good

Construction Management Good Good Fair

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C. Data Management Assessment

Technique developed in recent NCHRP Project –

uses a maturity model approach

Provides structured assessment of data

management functions – agency-wide or within

individual data program areas

Produces:

 Data management maturity levels (1-5 scale)  Identified gaps

 Strategies to close gaps and advance data management

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Data Management Assessment

Maturity Levels

1-Initial: Ad-Hoc and event driven, success due to heroic efforts of individuals

2-Developing: Recognized need for improvement, pilot initiatives underway

3-Defined: Defined & documented processes not yet stabilized or widely socialized

4-Functioning: Implemented processes - operating and adding value

5-Sustained: Evaluated & improved processes, sustained over time

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Data Management Assessment

Data Program Strategy & Governance Life Cycle Mgt. Arch.& Integration Collab-oration

Quality Overall Level

Agency-wide 2-Developing 3-Defined 2-Developing 2-Developing Not Assessed 2-Developing Traffic

Monitoring

3-Defined 4-Functioning 3-Defined 5-Sustained 4-Functioning 4-Functioning

Crash Data 5-Sustained 4-Functioning 3-Defined 5-Sustained 4-Functioning 4-Functioning Pavement

Inspection

1-Initial 4-Functioning 3-Defined 1-Initial 5-Sustained 3-Defined

STIP/Capital Projects

3-Defined 5-Sustained 1-Initial 2-Developing 2-Developing 3-Defined

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Agency-Wide Data Management Assessment

Process

 NCHRP Tool customized for ODOT to align with SDBP

Goals and Objectives

 SDBP Team assigned initial ratings based on knowledge

from stakeholder input

 Data Program subject matter experts met to review and

rate selected elements

 PSC review and input

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Agency-Wide Data Management Assessment

Elements

Data Strategy and Governance

roles, accountability, decision rights, policies & processes, data asset tracking, workforce

skills

Data Life Cycle Management

update cycles, access control, findability & documentation, backups &

archiving, change control, delivery

Data Architecture and Integration

data standards (spatial, temporal, master data), consistency, integration

Data Collaboration:

internal and external collaboration to avoid duplication and maximize

available data resources

Data Quality Management:

data quality requirements, metrics, measurement, assurance, and improvement

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Agency-Wide Data Management Assessment

Context

Have we as an agency established data management as a priority and put in place structures to support it at all levels?

– Services – Tools

– Policies

– Best Practices – Guidance

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TRB Webinar: Data to Support Transportation Agency Business Needs: A Self-Assessment Guide

TRB will conduct a webinar on Thursday, May 26, 2016 from 2:00PM to 3:30PM ET

Webinar Presenters

• Frances Harrison, Spy Pond Partners

• Jeff Trombly, Leidos

• Stan Burns, Utah Department of Transportation (Retired)

• Greg Slater, Maryland State Highway Administration

Webinar Outline

1. Overview of NCHRP

2. Overview of tools identified in report 3. Test application of tools at Utah DOT

4. Tool customization for Freight Data Assessment 5. AASHTO’s efforts to further pilot the tools

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