Data

This survey seeks to gain information about workflow, data management and reporting at your organization.

Organization

1

Organization Name

Information Management

2

Data leader

There is an identified owner, or Data Leader,  for the organization's data system(s).

?

A Data Leader for an organization takes ownership for leading the organization toward being data-driven. This role includes helping various departments and staff better understand their systems and their data and how it can inform decision-making. A Database Administrator can fulfill this role, especially if they perform a leadership function for the organization or regularly interact with leadership.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
3

Data inventory

The organization has an inventory of data systems and sources that are in use across departments.

?

Optimally, data systems and sources are reviewed annually to keep the inventory up-to-date. 

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
4

Centralized decision-making

The organization has a framework for centralized, cross-departmental decision-making regarding data systems.

?

For example, the organization works to break down silos between departments and information within departments and encourages working collaboratively to select systems and integrate different systems where appropriate. 

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
5

Software supports business processes

Software applications support business processes and are optimized to minimize re-entry of information in multiple systems.

?

Example: Staff are generally able to enter information directly into an appropriate application, there is a minimal amount of information in isolated systems and paper records are seldom used.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
6

Comments

Please add any comments you have regarding the Information Management section.

Data Collection & Usage

7

Data systems training

Staff receive suitable, job-appropriate levels of training on data systems.

?

Upfront and continuous training to improve skills on use of systems and analysis of data from those systems is optimal. 

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
8

Data collection process and governance structure

There is a clear framework in place and established standards on agency-wide data collection.

?

The organization maintains central oversight on all sources of data. This includes any systems or personal processes (e.g. spreadsheets) that may be exist alongside any central systems. Data collection forms are developed to ensure that required data is gathered in the correct format, and that a central system serves as a "single source of truth" for the organization.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
9

Data management

Data management is an ongoing process and data is regularly reviewed to ensure integrity.

?

Data is entered and managed in ways that ensure quality and reliability. 

For example: There is an process in place for routinely auditing and "cleaning" data. 

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
10

Comments

Please add any comments you have regarding the Data Collection section. 

Regulations & Compliance

11

Compliance with regulations

The organization complies with all appropriate regulations and industry standards relating to the types of data it collects, transmits and stores.

?

Example: Health care information under HIPAA, PCI compliance for credit card information, data privacy protections for children, and/or social security numbers or other data, depending on context.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
12

Confidentiality

The organization has considered and taken steps to ensure confidentiality of sensitive information.

?

If sensitive information such a Protected Health Information (PHI), credit cards, social security numbers or other confidential information is collected, cybersecurity measures are in place to protect the information. 

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
13

Backups

The organization has ensured that backups are being conducted.

?

Important information is backed up and the backups are tested regularly for viability. If data systems are cloud-based, the organization is aware of how data could be accessed and restored in case of an emergency or outage.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
14

Governance Structure

The organization has an appropriate framework, or governance structure in place, to allow for for centralized decision-making regarding data.

?

Data Governance refers to policies and processes that are established to ensure that data is collected and managed appropriately. Data Governance is generally overseen by the Data Leader or one or more staff members who have explicit responsibility for ensuring that policies are adhered to and modified when necessary.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
15

Comments

Add any comments about the Regulations & Compliance section.

Reporting

16

Relevant reports

Staff are able to access relevant and timely reports directly from the system(s).

?

Staff are able to access up-to-date data and reports on a self-service basis. Staff do not rely on exports that are generated and then provided in an external format (e.g. Excel).

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
17

Systems integration

If the organization utilizes multiple data systems, the systems integrate in such a way that information is available across systems for data verification and reporting purposes.

?

Example: Information is not isolated in "silos" within each department/application, but is available across departments/applications. Select 5 from the scale if your organization does use not multiple data systems. 

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
18

Success metrics

Staff identify metrics to measure progress and success in their department(s) or area(s).

?

Staff have been involved in a process of identifying KPI (key performance indicators) by which their progress in their specific areas can be measured. KPIs are used by staff to track progress as well as indicate when a process may need to change.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
19

Success metrics for policy setting

At the leadership level, the organization reviews success metrics, and "KPIs" or "key performance indicators", to inform policy setting, evaluation and planning.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
20

Comments

Please add any comments you have regarding the Reporting section.

Data Culture

21

Management buy-in

The organization has Board and Executive Leadership are aware of and support the organization's data strategy.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
22

Staff buy-in

Staff at all levels understand the significance of and buy in to the importance of data as an organizational resource.

?

Staff view data as an organizational resource. People responsible for entering data understand the importance of reliable data, and have an understanding of how data fits into the "bigger picture" of the organization's success.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
23

Data champions

The organization has identified staff to serve as data champions across different departments. 

?

Data Champions are often the "go to" people within a department or area. They are available to support new or struggling staff, and understand that data is an organizational resource that needs to be cultivated.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
24

Process improvements

Staff use data for decision-making, and regularly review metrics to gain insights and identify process improvements. 

?

Leaders and staff engaging in conversations about data and seek to learn and adapt based on insights gained from data. Data insights become a means of conducting "small experiments" to test assumptions or re-engineer existing processes.

Strongly Disagree
1
 
2
 
3
 
4
 
5
 
Strongly Agree
N/A
 
25

Comments

Please add any comments you have regarding the Data Culture section.

26

Magic wand question

If you could wave a magic wand and change ONE thing about your organization's data management, what would it be?

How would it help you? How would it help your organization?

28

Your Name

Please provide your  name

* Answer required