Data to Support Transportation Agency Business Needs: A Self-Assessment Guide (2015) / Chapter Skim
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10 Overview This chapter outlines the tasks and activities associated with preparing for an agency data selfassessment and focusing the effort to best meet agency needs. Key preparation activities include the following: 1.
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Phase 1: Preparing for the Assessment 11 • Arranging for staff support to assist with meeting arrangements, meeting invitations, note taking and recording of meeting proceedings, documenting results, and preparing the action plan developed during the Improve and Monitor phase of the assessment process. • Sharing the results of the process and action plan strategies with senior management and the business units that will be involved in implementing improvement strategies and actions.
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12 Data to Support Transportation Agency Business Needs: A Self-Assessment Guide A second activity that could help to establish focus areas is to identify upcoming initiatives that could benefit from the data assessment. The assessment process can piggyback on or feed into existing data and IT improvement initiatives.
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Phase 1: Preparing for the Assessment 13 • Option 3: Data Value Assessment for one or more priority business areas • Option 4: Data Value Assessment for one or more priority business areas combined with data management assessment for related data categories -- may also include an agency-wide data management assessment. Each of these four options is described further below.
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14 Data to Support Transportation Agency Business Needs: A Self-Assessment Guide only, the data value and data category-specific data management elements of the Assess phase are "greyed out" in Figure 2. Option 1.
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Phase 1: Preparing for the Assessment 15 project scoping, and maintenance budgeting)
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16 Data to Support Transportation Agency Business Needs: A Self-Assessment Guide Identifying Candidate Focus Areas If Option 2, 3, or 4 is selected, you will need to identify specific focus areas for the data value and/or data management assessments. Selected focus areas should be manageable.
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Phase 1: Preparing for the Assessment 17 Step 5: Assemble the Planning Team and Finalize Scope The next step is to assemble a planning team of 3 to 6 individuals to help set direction, review findings and results, and oversee action planning. The planning team can refine assessment goals, identify priorities and specific issues or questions to be addressed, and set the scope and timeframe for the assessment process.
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18 Data to Support Transportation Agency Business Needs: A Self-Assessment Guide Note: A group with a similar membership composition may already exist (e.g., a data governance group or an IT investment review board)
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Phase 1: Preparing for the Assessment 19 business areas and/or data programs from among the candidates identified by the champion. Several factors may be considered in this process: • Alignment with Agency Priority -- the degree to which the data program or business area supports a priority area for the agency and the degree to which data improvements are critical for making progress toward established objectives • Impact -- the degree to which an assessment would be likely to bear fruit (e.g., support actions to improve agency efficiency and effectiveness)
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20 Data to Support Transportation Agency Business Needs: A Self-Assessment Guide Step 6: Identify Assessment Participants Once business areas and/or data programs have been identified and scheduled, assessment participants can be identified. Each group should have a minimum of 4 and a maximum of 15 participants.
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Phase 1: Preparing for the Assessment 21 Substantive Knowledge • Understanding of agency business processes and data -- enough so that participants do not need to spend a lot of time explaining the basics of their program or business function to the facilitator. • Sufficient experience with data management practices and concepts to be able to understand the terminology used in the assessment and explain it in terms that participants will understand (this is particularly important for data management assessments, but helpful for data value assessments as well)
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