POW-072.2 Data & Information Management Strategic Roadmap
North Lanarkshire Council · 29 September 2022
Back to Policy and Strategy Committee — 29 September 2022 and its agenda
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North Lanarkshire Council Report Policy and Strategy Committee Does this report require to be approved? ☐ Yes ☒ No Ref SC/KH Date 29/08/22 PoW:072.2 – Data & Information Management Strategic Roadmap From Head of Business & Digital Solutions Email hassellk@northlan.gov.uk Telephone 07903 096121 1. Background 1.1 DigitalNL and the Council’s approved Digital and IT Strategy both illustrate digital transformation is at the heart of the priorities and ambitions within The Plan for North Lanarkshire. The council is embracing the concept of maximising technology for designing and delivering services to communities and businesses, with the complex DigitalNL programme now underway. For this to succeed however, we must have effective Data and Information Management (IM) governance. Executive Summary During 2019, the Council commissioned its Digital Business Partner (DBP) to assess the capacity of its existing information management (IM) and data governance processes to deliver against the data-driven decision-making model envisaged by The Plan for North Lanarkshire (“The Plan”). The key deliverable from this engagement is the Data and IM Strategic Roadmap. Aspects of the approved Roadmap are already underway through the DigitalNL programme. However, to successfully deliver against the outcomes contained within The Plan for North Lanarkshire, the Council requires an “advancing” data maturity score. This report provides an update on the actions being progressed, through the Roadmap, to support the Council to achieve this score and ensure it positions itself to effectively use data to support its decision making and service delivery arrangements. Recommendations The Committee is requested to: 1) note the completion of the work to date the continuing activities 2) acknowledge the revisions considered necessary, and now underway, for the Council to improve its data maturity score through this strategic data roadmap. The Plan for North Lanarkshire Priority All priorities Ambition statement All ambition statements
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1.2 PwC, as the Council’s Digital Business Partner, were tasked with reviewing our current IM governance, to identify actions required for the Council to effectively manage, store and process its data to ensure that the benefits envisaged from the approved Digital NL business case are deliverable. Through use of a data maturity assessment tool, they identified changes required for the Council to improve its ability to embed positive behaviours and new ways of working, and to ultimately view ‘data as a strategic asset’ to inform decision making. 1.3 As previously reported to the former Transformation and Digitisation Committee in November 2021, these key findings and recommendations are contained within the Data and Information Management Strategic Roadmap and this report provides an update on progress in the delivery of this roadmap. 1.4 The Business & Digital Solutions division includes a Data Intelligence Team, whose role is to support the development and delivery of the Roadmap and one of its key components, the Business Intelligence Hub. This team brings together the three key strands of corporate business intelligence, geographic information through the GIS team and the statutory data custodian role with a clear focus on leading the improvement of data and information management within the council. 2 Report Current position 2.1 To effectively understand our current Data and Information Management landscape, our Digital Business Partner conducted an ‘as-is assessment’ in the autumn of 2019 and determined the council currently sits between the ‘initial’ and ‘basic’ stages of the data maturity curve. 2.2 A ‘basic’ score indicates our data management is ad-hoc and consists largely of reactive reporting and multiple interpretations of the same data, with processes performed in silos to satisfy different service area needs. Our data is not ‘self-service’ in nature, with limited open data sets available, and a heavy reliance on pre-built, static reports. As a result, data is not used effectively as a tool for insight to inform strategic decision making, with significant changes required for it to map to the ‘advancing’ stage of the data maturity curve envisaged within The Plan for North Lanarkshire. 2.3 The Data and Information Management Strategic Roadmap detailed the actions considered necessary for the Council to move from the ‘basic’ to the ‘advancing’ stage of the Data Maturity Curve with a series of recommendations, in the form of a Roadmap, and categorised into five key themes of Vision, Organisation and governance, Culture and skills, Technology and architecture and Processes. 2.4 The roadmap identifies 17 areas for the Council to take forward. All are self-contained by design, providing us with an opportunity to re-assess and re-align with other corporate changes, as appropriate, without having to rework or lose the benefits of earlier successes. The implementation of these separate work packages will be managed by the Data Governance Board supported by the Data Management Team. 2.5 Given the inherent links to the DigitalNL Programme and Business Intelligence Hub (BI Hub), aspects of the Roadmap are well underway with the new website and Customer Services Hub now deployed and Cloud Migration continuing to progress. The Plan for North Lanarkshire however requires an “advancing” data maturity score and therefore continued progression of the overarching roadmap is essential.
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2.6 Salient recommendations worthy of highlight, alongside current implementation status include the following: Roadmap Recommendation Status (July 2022) ➢ Formalise and cascade the Council’s data and information management vision, ensuring such aligns with The Plan for NL, DigitalNL objectives, and the approved Digital & IT Strategy. In progress – vision aligned with strategy and objectives. Continued focus on the vision with ongoing oversight through the Data Governance Board (DGB). The Data Management Team has programmed a self- evaluation process which will embed the vision and delivery within the priorities for this group. ➢ Ensure data is viewed and used as an asset by implementing a revised Data Governance and Management framework and appropriately defining and using Business Data Owners, Line of Business Data Stewards and Data Architect roles. In progress – framework agreed. Roles of Business Data Owners and Line of Business Data Stewards defined. Work continues with Critical Data Audit underway and Line of Business Data Stewards within services identified linked to this. As BI Hub development continues the required personas including the Data Architect role continue to be scoped and skill requirements identified. ➢ Within the Data Governance Board, structured around four new key ‘entities’ of Master Data, Customer, Cases, Employees and Place, develop clear oversight of use and quality of data for each. In progress - identification of Business Data Owners for each data entity complete. Mapping exercise for each complete. Current phase of Critical Data Audit for all council data completed and being analysed for consideration by DGB. ➢ Develop a hub and spoke Business Intelligence (BI) Hub, with key roles embedded in directorates, and the core hub based in Business and Digital Solutions. In Progress – Data Intelligence team created and BI Hub in development. Current delivery is Phase 4 (May 2022 – June 2023) as previously reported to Committee. The focus for this phase is on skills and knowledge transfer from the contracted provider to Council staff to ensure the Business Intelligence application can be developed and maintained in-house by Council staff when the current contract expires. ➢ Develop a formalised data quality improvement framework to increase trust in data, facilitate more effective data sharing, and to ultimately use a single source of information to predict future trends and demographics, thereby supporting effective resource allocation and service delivery. In progress - draft quality assessment guidance approved by DGB. First phase Critical Data Audit completed. Line of Business Data Stewards identified. Next stage re Data Quality Audit in development and thereafter quality standards will be agreed and improvement actions identified for each data entity. Next steps 2.7 The implementation of the recommendations, as illustrated in the separate work packages within the roadmap, is anticipated to take 3 years to complete, and will be developed and delivered through the Data Governance and Management framework, with appropriate oversight achieved via regular updates to Committee
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3 Measures of success 3.1 Success can be demonstrated through the outcomes detailed within The Plan for North Lanarkshire being effectively monitored, and the corresponding data being available to the people who need it, when they need it, and in a way for it to be used to improve our decision making and service delivery. 4. Supporting documents 4.1 Not applicable Katrina Hassell Head of Business and Digital Solutions
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5. Impacts 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer- scotland-duty-impact-assessments Yes ☐ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☒ No ☐ Whilst there are approved financial implications regarding the DigitalNL Programme, and development of the BI Hub in particular, there are no new implications arising directly from this report. If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Financial Solutions routinely monitor spend against the DigitalNL Investment model. 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☒ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? The recommendations contained within the Roadmap specify a range of required roles and responsibilities, with such identified at paragraph 2.6. The process for designing and using these roles is being developed in consultation with the People and Organisational Development (POD) division and the Trade Unions, through the BI Hub development, Cloud Migration and/or Digital NL Sprints. 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐
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If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐ 5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? The delivery of the Data and Information Strategic Roadmap is a key supporting component of the delivery of the Digital NL programme and the risk and impact are overseen through the Data Governance Board and appropriate Digital Programme delivery groups e.g. Technical Design Authority and Enterprise Architecture Governance Group. Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☒ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☒ No ☒ If Yes, please provide a brief summary of the impact? There are no immediate environmental implications arising because of this report, however in the longer term, preparing and publishing data via interactive dashboards through the BI Hub will reduce the reliance of paper-based reporting. 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☒ No ☒ If Yes, please provide a brief summary of the impact? As delivery of the Data and Information Management Strategic Roadmap progresses closer alignment will be required with the Communication and Engagement Lead - Digital NL Programme to ensure consistent and effective communication. 5.9 Risk impact Is there a risk impact? Yes ☒ No ☒ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? Improving our Data and Information Management Governance arrangements will positively impact the council’s risk management arrangements, with accurate data and reporting likely to provide greater confidence regarding service demand projections, thereby reducing risks to both the council and its customers. This risk is specifically identified within Business and Digital Solutions Risk Register.