Page 51 - CITP Review

P. 51

Manage
The data would need to be organized into systems, and eventually organized down to the tables or files.
It would also need to be organized at the enterprise level for strategic purposes, such as BI (for example,
a data warehouse). That organization would involve a choice of a platform and software.

The management of the captured data and associated risks would include several key factors, including
the following:

 Proper management of data should provide appropriate access to users. Data should be shared
where it is beneficial and necessary for operations and decision-making, and restricted where data is
not necessary. This aspect is referred to as availability and generally means to make sure access to
information is given to those who need it. Logical access is a key component in managing data, both
in availability and restricted access to data.
 Data should be managed to ensure the quality of data. Data integrity is reliant upon adequate controls
over data input, processing, storage, and output. Controls at the point of data entry are generally
considered more efficient and effective than controls at processing or output phases.
 Timeliness of delivery of data as information is another factor in managing data. Whether it is
information for supervisors in operations or executives planning strategy, information normally has a
time context to it; there is a time window when the information would be useful, and at some point,
the information becomes less useful, possibly useless. For instance, when planning, a scheduling
supervisor in operations may need information on human resources available and man hours
required for a certain week. That information would be needed far enough in advance of that specific
week for the scheduler to make effective decisions. But once the week begins, and possibly before,
the usefulness of that information diminishes.
 Similarly, decisions and tasks of other managers and executives have a time factor, and timeliness
means the information gets to the user when they need it. Therefore, information should be
presented to users when they want it.
 Format is another aspect of managing data, specifically as data is transformed into information and
communicated to users. The format needs to be one that suits the task being performed, and the
person performing the task. For instance, the further up the corporate structure a user is, the more
likely that information needs to be aggregated.
Many times, graphic presentation is more efficient and effective than tabular data or printed reports.
Often a system interface or screen output is more effective. Therefore, information should be presented
to users how they want it.

Utilize

With proper management of data in place, the next step is to provide proper utilization of that data as
information. Users will need access to information, especially users associated with operational or
strategic responsibilities. One key benefit of a database approach is the fact that data can be shared, as
data or as information, with all need-to-know parties. Information management includes delivering and
reporting information timely to the right person.