Appendix 2
Information & Data Management
Corporate Data Quality Standards
2009
Classification: Internal
Release: Final version 1 Date Created: March 2009
Date of next Review:
Author: Head of Information & Data Management
Owner: Business Services Group Information & Data
2
Document Details
Document Title: Corporate Data Quality Standards
Responsible Officer: Head of Information & Data Management
Author: Head of Information & Data Management
Security Classification: Open
Key Words: Data, Quality, Governance, Standards
Distribution
Name: Position:
Anthony Kemp Director, Business Services Group Graeme McDonald Director, Policy & Performance Helen Harris Director, Legal & Democratic Services
Diane Malpass Head of Information & Data Management (Chair – CIDMGB) Mick Coppard Head of Strategy, Information & Data Management
Chris Ojejinmi Service Ealing, Business Services Group
Marlene Whyte Information & Data Compliance Manager, Information & Data Management
BSG SMT Email: Businessservices_smt
CIDM Governance Board
Diane Malpass Head of Information & Data Management (Chair) Mary Umrigar Social Services (Caldicot Guardian – Member CIDMGB) Tim Moore Interim Head Client Management & Performance, Regeneration
& Housing (Member CIDMGB)
Nick Senior Business Manager, Legal & Democratic Services (Member CIDMGB)
Polly Hicks Head of Improvement, Innovation and Information, Human Resources (core) (Member CIDMGB)
Tim Yarnell Improvement Manager, Policy & Performance (Member CIDMGB)
Alison Reynolds Interim Customer Services Director, Customer Services (Member CIDMGB)
Clementine Adewunmi Knowledge Manager, Information & Data Management Kastur Ashani Governance & Data Quality Manager, Information & Data
Management
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 Management Governance Board
Chair
2009
Contents
Section Description Page
1 Purpose 4
2 Applicability 4
3 Roles & Responsibilities 4
4 Operation of the Standards 6
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 Roles and Responsibilities
Elected Member Champion
Championing Information and Data Management 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 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.
Executive Director of Corporate Resources
Has delegated responsibility from the Chief
Executive for the council’s information resources.
Director of
Business Services Group
Responsibility for Information and Data
Management 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 Management. The Director of Business Services group also acts as the Senior Level Business Champion.
Head of Information & Data Management
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 Management Chairs the Corporate Information and Data Management Governance Board (CIDMGB).
The Head of Information and Data Management 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 Management Department is responsible for the development of the Corporate Information and Data Management Policy
Framework and provides the standards based parameters within which the council will operate.
Corporate
Information & Data Management
Governance Board (CIDMGB)
Agree the policy framework and cascade ratified policy framework documents to their directorate management teams for implementation.
Information Officers 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.
Officers of the Council
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.
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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
Verification
• Systems requiring ongoing verification will be identified and their existence communicated to the Head of Information and Data Management.
• 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.
