Information Management Work Plan Guideline QGEA Information Management Work

information management work plan guideline qgea information management work plan guideline final june 2012 v2.

Information management work plan guideline
QGEA
Information management work plan guideline
Final
June 2012
v2.0.0
PUBLIC
Document details
1.
3.
Security classification
4.
PUBLIC
5.
Date of review of security classification
6.
June 2012
7.
Authority
8.
Queensland Government Chief Information Officer
9.
Author
10.
Queensland Government Chief Information Officer
11.
Documentation status
12.
13.
Working draft
14.
15.
Consultation release
16.

17.
Final version
Contact for enquiries and proposed changes
------------------------------------------
All enquiries regarding this document should be directed in the first
instance to:
Queensland Government Chief Information Office
[email protected]
Acknowledgements
----------------
This version of the Information management work plan guideline was
developed and updated by Queensland Government Chief Information
Office.
Feedback was also received from a number of staff from various
agencies, which was greatly appreciated.
Copyright
---------
Information management work plan guideline
Copyright © The State of Queensland (Department of Science,
Information Technology, Innovation and the Arts) 2012
Licence
-------

Information management work plan guideline by QGCIO is licensed
under a Creative Commons Attribution 3.0 Australia licence. To view a
copy of this licence, visit
http://creativecommons.org/licenses/by/3.0/au. Permissions may be
available beyond the scope of this licence. See www.qgcio.qld.gov.au.
Information security
--------------------
This document has been security classified using the Queensland
Government Information Security Classification Framework (QGISCF) as
PUBLIC and will be managed according to the requirements of the
QGISCF.
Contents
========
1 Introduction 5
1.1 Audience 5
1.2 QGEA Domains 5
2 Why do IM planning? 5
3 Reporting IM initiatives 6
3.1 Work plan template 6
3.2 Example of an IM initiative reported through the Work plan
template 6
Appendix A Developing an IM work plan 9
Appendix B Mapping between IM work plan template and Work plan
template 11
1Introduction
=============
1.
A guideline is not mandatory. This guideline provides advice to
help departments and Queensland Government ICT service providers:
*
develop an information management work plan
*
report information management (IM) initiatives to the Queensland
Government Chief Information Office.
2.
For related obligations including reporting requirements for IM
initiatives see the Information governance policy.
1.1Audience
-----------
3.
This document is primarily intended for use at a departmental
level. It will be of use to the following staff:
*
information champions
*
custodians of information assets
*
information management specialists
*
departmental planning officers
*
information management policy officers.
1.2QGEA Domains
---------------
18.
Classification framework
19.
Domain
Business Process
20.
BP-9.1 Plan for information resource management
21.
BP-9.4 Manage information and data
Information management
22.
IM-1.1 Information governance processes
23.
IM-1.5 Information and IM quality management
24.
IM-1.6 Information and IM strategy and planning
2Why do IM planning?
====================
4.
There are many business reasons both within the department and at
a whole-of-Government level for developing IM work plans. Some of
these reasons include:
*
IM planning underpins a commitment to provide leadership in
information management and quality services and when done properly
it sets IM goals and actions that support the department’s vision
*
developing an IM work plan can lead to greater integration of IM
needs across the department, it also links information management
planning to other planning activities such as business continuity,
ICT planning and human resource planning
*
coordination of IM activities across the government improves
service delivery to clients and the public, for example
identifying single sources of truth for information which can be
shared by other departments
*
IM planning ensures that information assets are managed throughout
the life cycle of the asset, for example, key information assets
are identified registered and assigned appropriate metadata,
custodians are assigned and resourcing for the assets is managed.
3Reporting IM initiatives
=========================
This section provides additional advice and examples to assist
departments and Queensland Government ICT service providers meet their
IM initiative reporting obligations under the Information governance
policy. For information on deriving IM initiatives and developing an
IM work plan, refer to Appendix A.
3.1Work plan template
---------------------
The previous IM work plan template has been replaced with the Work
plan template. As the Queensland Government heads towards a portfolio
view of its initiatives, a consolidated Work plan template has been
provided. This template has been provided as an Excel workbook and
allows the department to maintain a single register of its initiatives
regardless of the initiative type (e.g. security, ICT, business
process improvement). This also enables departments and Queensland
Government ICT service providers to meet their reporting obligations
under the ICT resources strategic planning policy (IS2), including its
supporting Data requirements standard and the Information governance
policy via a single submission. Similarly, it supports an integrated,
whole-of-Government view of initiatives. See Appendix B for a mapping
between the previous IM work plan template and the Work plan template.
3.2Example of an IM initiative reported through the Work plan template
----------------------------------------------------------------------
5.
This section provides an example of an IM initiative reported
through the Work plan template (Plan and Solution inventory sheets
only). This section should be read in conjunction with the Data
requirements standard and Work plan template.
3.2.1Plan sheet
6.
The Plan sheet outlines the details of the initiative including
basic information, scope, timeframes, costs, governance related
information, benefits and dependencies.


Note that if the initiative has an information security focus, the
primary investment type would be Information Security.


3.2.2Solution inventory sheet
The solution inventory sheet uses domain classifications to provide a
clear view of the scope of the IM initiative. For those initiatives
with an ICT component, additional attributes apply (see further the
Data requirements standard).

As shown in the example above this may include non-IM and information
security domains if the initiative has an ICT component.
It is recommended that the initiative is classified to the lowest
level domain possible as this better supports analysis. In addition,
departments and Queensland Government ICT service providers are
encouraged to classify their IM initiatives to as many domains
relevant to its scope.
To classify an IM initiative to multiple domains, enter the initiative
as a row for as many classifications as are required. In the example
above, the initiative has been entered as a row four times as it is to
be classified to four domains.
Indicate what domain is the primary domain, in the example above the
primary domain is Information custodianship.
Refer also to the General checks sheet within the Work plan template
for additional rules relating to IM initiative classifications.
The QGEA classification frameworks (including the Information
management policy classification framework) can be located on the QGEA
website.
Key points:
*
Classify initiatives to the lowest domain possible
*
Classify to multiple domains to ensure the true scope of the
initiative is reflected in the classification
*
Refer to the General checks sheet within the Work plan template
for additional guidance on classifying IM initiatives

Note that share-buy-build and activity type are only applicable for
ICT elements (i.e. application and technology classifications).
A.
Developing an IM work plan
==========================
7.
This appendix provides a suggested approach for developing an IM
work plan.
1.
Establish an IM planning team
-----------------------------
8.
For advice on stakeholder identification for IM planning see the
following sections within the Queensland Government ICT planning
methodology:
*
Part B: Method detail – A1.3 Establish key stakeholders and
participants
*
Part B: Method detail – A3 Activity overview: Profile information
*
Part C: Appendices – Appendix B Stakeholder identification.
9.
Team members should ideally be a mix of information practitioners.
One approach to ensure such a mix is to use the domains of the
Information management policy framework as the basis of
identifying stakeholders. Custodians of key information assets may
also be included.
10.
Ensure that the IM planning team has some overlap with other key
planning teams within the organisation (e.g. business planning,
ICT planning, business continuity planning and or human resource
planning). It may be that the skills of the information profiling
team (which forms part of ICT planning) are used for IM planning
as well. If this is not the case, then ensure that both planning
teams work cooperatively to ensure that IM planning needs are
identified and met.
1.
Communicate IM planning activity to stakeholders
------------------------------------------------
11.
It is essential to communicate the IM planning activity to
stakeholders including the ICT investment planning team and
information asset owners. Early communication in the planning
process ensures support for the process and facilitates future
networking opportunities between stakeholders.
1.
Envision future state
---------------------
12.
This activity provides the business with an opportunity to think
about and envision future business models and approaches for the
department or Queensland Government ICT service provider. It has a
focus on information and its management and can assist with
identifying future IM opportunities and potential IM initiatives.
13.
This activity may be done as part of the organisation’s ICT
planning activities (see section A3.3 Business and Information
Visioning within the Queensland Government ICT planning
methodology – Part B: Method Detail).
14.
However there is likely to be a more targeted approach to IM
planning from the IM planning team. If the IM team membership is
different from the ICT planning team ensure that the IM team is
represented at any workshops run by the ICT planning team. IM
specific focus areas can then be fed into the ICT investment
planning activities.
1.
Identify potential IM initiatives
---------------------------------
15.
In addition to envisioning, there are a number of other inputs
into the IM work plan. These include:
*
results of the department or Queensland Government ICT service
provider’s QGEA alignment self assessment for IM related policies,
including the Information security compliance checklist
*
results of recordkeeping monitoring and assessment activities
(e.g. Queensland State Archives’ Recordkeeping Maturity Model and
Roadmap and Surveys)
*
results of an information management maturity assessment
*
results of IM related audits by the Queensland Audit Office or
internal audits
*
gathering existing initiatives and activities within the
organisation that have an IM component
*
derivation of IM initiatives and activities from the department or
Queensland Government ICT service provider’s business as usual
planning processes (e.g. business and ICT investment planning as
mentioned earlier).
These inputs can be used to derive IM initiatives. For example, if a
department had a low level of alignment with the QGEA’s information
asset custodianship policy (IS44), the department may identify a
potential initiative to implement information asset custodianship.
5.
Document the draft IM work plan
-------------------------------
16.
The IM work plan will contain the details of IM initiatives
current and planned for the next 4 years.
17.
See the Data requirements standard, Work plan template and earlier
sections of this guideline for an explanation of the elements of
an IM work plan.
1.
Prioritise IM initiatives
-------------------------
18.
Provide the department or Queensland Government ICT service
provider’s portfolio management office with the draft IM
initiatives as documented in the draft IM work plan. The portfolio
management office takes responsibility for prioritising each
initiative using standard attractiveness and achievability
criteria (see the Queensland Government Portfolio Management
Methodology).
19.
The IM planning team should then update the IM work plan based on
the outcomes of the prioritisation process conducted by the
portfolio management office.
20.
The IM planning team may also want to rank the initiatives. See
the Queensland Government ICT planning methodology, Part C:
Appendices – L4 Understanding the significance of ranking
initiatives.
1.
Validate and seek approval of the IM work plan
----------------------------------------------
21.
Various approaches can be taken to validate the IM work plan. The
Queensland Government ICT planning methodology suggests the use of
workshops or interviews with appropriate stakeholders. This
validation process is important as it will help identify any
inaccuracies or missing initiatives. It is essential to obtain
feedback on the work plan from stakeholders and workshop attendees
and, if necessary, amend the plan accordingly.
22.
It is important that the work plan is approved and that there is
commitment by executive management. This endorsement will ensure
that IM planning activities are integrated with other plans as
well as strategic direction of the organisation.
1.
Communicate and operationalise the plan
---------------------------------------
23.
Communicate the IM work plan to appropriate stakeholders.
B.
Mapping between IM work plan template and Work plan template
============================================================
This appendix provides a mapping between the previous IM work plan
template and the current Work plan template. Note that:
*
there are several additional attributes in the Work plan template
that are not outlined below.
*
requirements to report attributes in the Work plan will depend on
whether the initiative is an activity, project or program and if
there are ICT components (see the Data requirements standard and
Work plan template for details).
IM work plan template (incl. attribute description if available
in italics)
Work plan template
Comments
Domains
Solution inventory sheet: domain-classification (level 2)
Sub domains and maturity requirements
Solution inventory sheet: domain-classification (level 2)
Champion
This activity needs to be championed by a senior executive
responsible for agency information.
-
Although not required, a contact is useful. Please consider
including this in the Agency reference attribute.
Priority
Immediate, Short term, Long term
Priority
See the Data requirements standard or Work plan template as the
scale is different.
Responsibility
Identify the staff responsible for the day-to-day management of
the initiative
-
Although not required, a contact is useful. Please consider
including this in the Agency reference attribute.
Resources
Identify the staff to undertake the initiative and any other
resources required (e.g. new skills).
-
Budget
Is there a budget item required for this activity? What about
any sub-activities?
Plan sheet related attributes:
*
Funding source
*
Funding-status
*
Cumulative-cost-to-date
*
Costs ($)
*
Total estimated expenditure ($)
*
Ongoing cost per annum ($)
*
ICT proportion of total cost (%)
Benefits
List here the benefits of the activity
Benefits
Earned value
Earned value tracks the completion of projects. In terms of cost
it measures the percentage of budgeted costs actually of work
actually performed.
-