MGI Policy Draft Implementation Strategy Presentation to IM Forum June 2, 2005

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MGI Policy Draft Implementation
StrategyPresentation to IM ForumJune 2, 2005

• Lynda Morrissey
• Chief Information Officer Branch

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MGI Policy Implementation Strategy Project

• Objective
• To determine costs and identify phased strategies
  for the implementation of the MGI Policy to
  support good management of information practice
  across government
• Challenge
• Insufficient data (work already underway,
  existing information)
• MGI Policy requirements do not translate into
  tangible activities

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MGI Policy requirement 1

• 1. To deliver programs, services, and information
  cost-effectively and consistent with the needs of
  Canadians, institutions must
• a.        ensure the quality, consistency and
  availability of information across delivery
  channels to respect Canadians' official language
  of choice and their preferred means of accessing
  information and of communicating with government
  
• b.        organize information to provide
  clarity, context, and convenient access to
  relevant, comprehensive, and timely information
  and services
• c.        re-use and share information to the
  greatest extent possible, in accordance with
  legal and policy obligations and in a manner that
  protects personal information and the privacy of
  individuals
• d.        document decisions and decision-making
  processes
• e.        preserve the integrity of information,
  particularly when it is used in collaborative
  endeavours with other federal government
  institutions, other governments, or
  non-governmental organizations
• f.         ensure the appropriate security,
  protection, and disposition of information.

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MGI Policy interpretation - Example requirement

• 1. To deliver programs, services, and information
  cost-effectively and consistent with the needs of
  Canadians, institutions must
• a.        ensure the quality, consistency and
  availability of information across delivery
  channels to respect Canadians' official language
  of choice and their preferred means of accessing
  information and of communicating with government
  
• Need to translate into tangible activities led
  to the development of the MGI Policy Compliance
  Readiness Indicators

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Developing the Readiness Indicators - process

• analysis of each statement in the MGI Policy
• Division of each statement into component parts
• Development of corresponding indicators of
  compliance readiness (366 statements much
  duplication - varying levels of precisions and
  detail)
• Normalized to a shorter list of 128, 104 -
  finally 81 indicators
• Statements assessed for common themes
• Categorized into a list of 7 major activities
• Consultation May Sept. 2004
• IM Forum, (IMPC), MGI officials, IMLI, ATI
  community, ARMA, RMI, presentations to
  conferences and individual GoC institutions
• Validation focus group Oct. 2004
• MGI Officials Nov. 2005 (rating criteria)

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Requirement 1a component parts

• institutions must ensure information quality and
  consistency
• institutions must ensure information availability
  across delivery channels and preferred means of
  accessing information and communicating with
  government
• institutions must respect Canadians official
  language of choice

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Readiness Indicators Information Quality and
Consistency

•  Guidelines defining information quality criteria
  are available for reference
• Quality assurance processes exist across the
  institution
• The institutional audit and evaluation program
  assesses quality, consistency and integrity of
  information
• Measures exist to resolve quality issues
• A vehicle exists for Canadians to provide
  feedback related to quality and consistency of
  information

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Readiness Indicators Major Category
activities

• 1. Information Management Governance and
  Accountability
• 2. Information Access and Use
• 3. Information Life Cycle Management Program
• 4. Information Identification and organization
  and
• 5. Electronic Repository
• 6. Information Management Training and Awareness
• 7. Information Management Auditing and Evaluation
•  

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Readiness Indicators - summary

• Interpret MGI requirement statements into
  tangible activities or support mechanisms
• Checklist against requirements of MGI Policy
• Does not measure capacity - indicates conditions
  or provisions that demonstrate an organizations
  readiness to comply with policy to support good
  IM
• Identify directives, procedures, tools, processes
  and organizational and technological requirements
  to support compliance with MGI policy
• Identify Interdisciplinary responsibility
  supporting coordination
• Future
• Lead to identifying central agency vs. individual
  institutional responsibilities
• To measure progress in MGI Policy Implementation
• Feed into audit tool for monitoring and
  evaluation

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• Translating the Indicators into Implementation
  Strategy
• Need to identify priority of activities
• Development of rating scale to identify priority
  of activities
• (Service delivery, Accountability, Transparency,
  Compliance, Dependencies)
• Distinguish between Central Agency vs. individual
  institution responsibilities
• Rating the indicators
• Identify Implementation strategy - activities
• Immediate, short-term, medium-term

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Priority Indicators

• Priority 1
• relate to maintaining and protecting government
  records
• Guidelines and procedures for maintaining
  business records regardless of media or format
• Processes to safeguard information from
  destruction and tampering
• Information sharing agreements with external
  partners ensuring maintenance of comprehensive
  records and appropriate disposition of
  information

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Priority Indicators

• Priority 2
• again relate closely to the maintenance of
  government records
• Training and awareness program outlining employee
  obligations with respect to maintaining
  government records
• Guidelines to address IM requirements for new or
  modified programs and services
• Guidelines to address IM requirements for new or
  modified technology based systems
• Electronic repository for managing electronic
  information
• Comprehensive and structured identification or
  classification system(s) for organizing and
  locating information (formula 2)

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Priority Indicators

• Priority 3
• relate to mechanisms to improve accessibility to
  information and strengthening support for the
  management of information
• An inventory of information assets (preferably
  electronic)
• Process to support appropriate sharing of
  information
• Interoperability between technology based systems
  
• Allocation of appropriate resources to IM
  activities
• Adequate training and development programs to
  support IM specialists

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PROPOSED IMPLEMENTATION STRATEGY

• Immediate
• Government-wide directive advising government
  employees of, and equipping them to meet, their
  basic obligation in IM
• - i.e. outlining basic responsibilities and
  providing simple guidelines for retaining and
  managing government records

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PROPOSED IMPLEMENTATION STRATEGY

• Short-Term
• Strategy for government-wide Automated,
  Electronic - Information Management Capability,
• - initial priority - to address requirements for
  the appropriate management of government records,
  including - e-mail records
• 2. Include IM requirements in Audit and
  Evaluation Program

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PROPOSED IMPLEMENTATION STRATEGY

• Medium-Term
• Commence deployment of Automated Capability
• Strategy for recruitment and training of IM
  specialists

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Current Status Next Steps

• Report given to CIO, Deputy CIO
• Consultation process
• beginning with IM forum
• IMPC June 14
• MGI Officials (tbd)
• IM Lead Agencies
• Refinement of the Implementation Strategy
• Finalization of MGI Policy Implementation
  Strategy and development of action plan and
  communications strategy
• Distribution of Implementation Strategy

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