promoting the use and sharing of administrative data · zeenat ishmail chief director: strategic...

Zeenat Ishmail

Chief Director: Strategic Management Information (CD:SMI)

Department of the Premier

PROMOTING THE USE AND SHARING OF ADMINISTRATIVE DATA

A guideline for improved data sharing and data quality

© Western Cape Government 2012 |

Presentation outline

1. Introduction and Background

2. Context of working with administrative data

3. Details regarding using administrative data

4. Overcoming obstacles and limitations to using administrative data

more widely

5. Risks associated with using data for strategic management

information

6. Criteria of data quality

7. A proposed model for organising data quality: Administrative Data

Chief Directorate: Strategic Management Information 2






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© Western Cape Government 2012 | 4 Human Settlements

• WCG requires information which accurately reflects the situation in

the province.

• Current and accurate administrative data.

• Administrative data; defined as routine data collected in the

course of fulfilling the mandate of a government.

• Aim to guide custodians in addressing minimum norms and

standards needed to produce high quality administrative data.

Chief Directorate: Strategic Management Information

Introduction

© Western Cape Government 2012 | 5

• Internationally there has been a shift away from using routine data

solely for operational purposes to using routine data to inform

policy and decision making.

• This is evident in work done by Denmark, UK and Sweden which

uses routine data to substitute large scale surveys.

• With continuous strain being put on the government’s budget, the

WCG recognises the need to improve the quality and access of

administrative data.


Background






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Header

Header

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Header

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Prerequisites of administrative data

Context of working with administrative data

Challenges regarding the use of administrative data

Consequence and impact of not meeting these challenges

Working together to overcome these challenges

Responsibilities when working together

Mandate of the CD: SMI regarding sharing administrative data

The process of sharing data



Metadata

must be

recorded and

updated

...


Adoption of

data

governance

model

Role of DotP

in

governance

model

Duplication

and overlaps

must be

avoided

Data must be

collected and

stored in

consistent

manner

Data must

be shared

Frequency

of data

updates

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duplication and overlapping of administrative data. Duplication

relate to the idiosyncratic ways in which data is collected, collated, classified, stored and extracted.

Consistency

of methods

Why not sharing?

• Fears of being unable to account for lack of quality

• Fear of data deficiencies becoming known

• Anxieties about confidentiality of unit – record data

Data

Sharing

9 Chief Directorate: Strategic Management Information

Challenges and consequences regarding the use of administrative data

provincial audits .

have studies informed planning?

Consequences

© Western Cape Government 2012 | WCG-PPT Slide Gallery-01112012.pptx

Requirements

Better data quality

• Define data dissemination processes

• Best practise methods of data sharing

• Roles and in data value chain

• Spatial context of data must be standardised

• Spatial data must be influenced at the origin

• Standards regarding geo – coding of administrative data to be

established

• Coordination of administrative data:

• quality assessments

• standards, concepts and definitions

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Working together to overcome these challenges


Compiling a transversal inventory

Better use

• Understand what purpose each administrative dataset serves

• What information it provides

• Putting in place universal norms and standards for sharing of

administrative data

• Identifying a single point in each department or owner of each

dataset

• Understanding the strategic and functional domains of each

department

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Mandate of CD:SMI regarding sharing of administrative data


Combination of multiple datasets

Better data sharing

• does not happen in an ad hoc manner

• accessing data across domains should not based on

personal/professional relationships

• protocols are adhered

• confidentiality are not breached

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The Process of data sharing


Disorganised data sharing WCG proposed data sharing

model








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Why the Guidelines

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Promote the identification and maintenance of provincial administrative

data sets to be part of provincial data repository.

Identify and

maintain datasets

Promote the avoidance of duplication of data collection Avoid

duplication

Promote a common understanding of data governance terms,

definitions, and standards

Common

understanding of

terms

Promote the application of provincial administrative data for key

statistical information to inform policy with relevant research

Application of

provincial admin

data

Context and purpose of this guidelines



Why the Guidelines

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Promote cooperative relationships between data producers,

custodians, users, and other organs of state

Cooperative

relationships

Promote access to and availability of relevant administrative

databases for sharing.

Access to and

availability of

relevant data

South African Statistical Quality Assessment Framework (SASQAF)

Data Quality Criteria on administrative data as implemented

specifically by the United Kingdom, Netherlands and Sweden.

Outline criteria

for data quality

Promote data security and use of the Minimum Information Security

Standards (MISS)

Relevant policies related to information and data.

Data security

and use of MISS

Context and purpose of this guidelines







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Header

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Details regarding the use of administrative data


Approach taken

Key principles for this guideline development

Understanding data governance and data quality

Promoting the use of administrative data for policy purposes

Promoting cooperative relationships

Promoting Accessibility

Promoting Data Quality


• International organisations including: the OECD, University of

Chicago, University of Oxford, and Stats Canada

• Administrative data, if they are collected according to norms and

standards, contain a wealth of information

• Data challenges/obstacles where survey data cannot possibly

meet demands of the vigorous policy context

• Administrative data will need to play an integral role in WCG

future efforts to monitor and evaluate the outcomes of policies

and programmes


Approach taken

WCG-PPT Slide Gallery-01112012.pptx

PSO 12; defines efficient and transparent institutional governance.

• Policy, standards, strategy;

• Data quality;

• Privacy/Compliance/Security

• Architecture/Integration

• Data warehouse & BI

• Management alignment

General principles

Data Governance

Statistics SA; “fitness for use” Eight dimensions ;

• Relevance

• Accuracy

• Timeliness

• Interpretability

• Coherence

• Methodological soundness

• Integrity

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Understanding data governance and data quality

Data Quality


Provincial databases

Use

• Central provincial database of Performance/Management

information

• Building historical administrative records

• Key provincial administrative data sources to be identified for

statistical data

• Provincial database/data register for statistical use

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Promoting the use of administrative data for policy purposes


Negotiate appropriate inter-departmental agreements

Departmental

agreement

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Negotiate agreements in which departments retain adequate authority over any

request related to policy research or required evidence. Data authority

Develop protocols that protect the confidentiality and integrity of the data

Protocols to protect

confidentiality

The dissemination of data should be at a level where individual records are

protected Dissemination of data


To avoid operational issues



Avoid duplication of data production and cost to all spheres of government

Avoid duplication

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Share all relevant datasets collected or developed through public funding to

serve as research–ready administrative data. Share datasets

Make their conceptual data models available to the other departments Availability of data

model


To facilitate data sharing



Access fundamental concept in the exchange of data Exchange of data

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Defined concepts, definitions and metadata provide the user with information

that facilitates the process and interpretation of the data Data standards

Standards on security measures are critical to avoid loss, unauthorised access,

modification and disclosure of personal data

Standards of security

Access to information holds the government accountable Accountability


Promote Accessibility

Information is valuable when it becomes accessible to users


Requirements

Absence of data quality policy

• Data are accurate and current

• Quality and resolution of their data sources meet the needs of

their intended users

• Data are free from ambiguities

• Administrative records disseminated are derived from the latest

base data sources.

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Promoting data quality






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Norms and standards are in place regarding data collection, storage

and dissemination,

Principles of good data governance are fully understood and

implemented

Way in which data are accessed and used can be controlled

Fear around

misuse of data

Data at the level of unit records containing confidential information is

not required for strategic management information;

Aggregated or anonymous data are required

Personal details can be stripped out of the data to be shared

Fears around

data

confidentiality

Data security concerns are less likely to be a problem.

Data security


Concerns

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For the collecting, disseminating and using administrative data Absence of norms

and standards

Inadequate quality and integration of project programme data Inadequate data


Risks associated with using data for SMI

Lack of

transversal

access

Limited transversal access to administrative data and limited data-

sharing

Duplication Duplication of data collected

Lack of

development Lack of development of research-ready data






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Adopt SASQAF

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Relevance reflects the degree to which it meets the real needs of the

policy areas

concerned with whether the available data and information shed

light on the provincial policy areas.

Relevance

Accuracy is the degree to which the output correctly describes the

phenomena it was designed to measure Accuracy

Timeliness refers to the delay between the reference points.

Point to which the information pertains and the date on which the

information becomes available

Punctuality of release

Timeliness

Accessibility refers to the ease with which data can be obtained

Ease with which the existence of information can be ascertained from

departments

Suitability of the format or medium through which the information

Accessibility


Dimensions of quality


Interpretability refers to the ease with which the users understand data

Include metadata, design ect. of the statistical information Interpretability

Coherence ; degree to which it can be successfully brought together

with other statistical information

Broad analytical framework and over a period of time.

Coherence

Application of international, national, or peer-agreed standards,

guidelines,

Practices to produce the data and information.

Methodological

soundness

Refers to the values and related practices that maintain users’

confidence in the data producer and the data source

Integrity


Dimensions of quality






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Key considerations for

assessing data quality

Administrative data

sources

Concepts of data

quality

Model for organising data quality


An example of how quality dimensions are used to assess

provincial databases developed for policy purposes

Model for aligning data quality dimensions to administrative data

Tel: Fax:

www.westerncape.gov.za

Contact Us

Zeenat Ishmail

Strategic Management Information

+27 (0)21 483 8709 +27 (0)21 483 5447

Zeenat. [email protected]

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