11 th Open Forum for Metadata Registries May 2008

1. 11th Open Forum for Metadata Registries May 2008 Metadata Management on a Shoe String in the Vietnamese Ministry of Planning and Investment by Michael Colledge Consultant, European Technical Assistance Programme in Vietnam

2. Metadata Management Expenditure Metadata Management Functionality Regular Tools Activities Awareness No Tools Advanced Tools Activities No Awareness Some tools No activities Metadata Management Status

3. Expenditure on Metadata Management Metadata Management Functionality Regular Tools Activities Awareness No Tools Advanced Tools Activities No Awareness Some tools No activities Refinements

4. Metadata Management Expenditure Metadata Management Functionality Regular Tools Activities Awareness No Tools Advanced Tools Activities No Awareness Some tools No activities Basics

5. Ministry of Planning and Investment(MPI) in Vietnam • One of the two most important ministries along with Ministry of Finance • Responsible for: • Planning – macro-economic policy and plans • Monitoring – at macro and micro level • Analysing - at macro and micro level • Forecasting – macro-economic forecasts

6. Ministry of Planning and Investment(MPI) in Vietnam • 1100 staff at Head Office in Hanoi • plus staff in General Statistics Office • 27 departments and centres • Departments of planning and investment in 64 provinces

7. Information, Data and Metadata Problems • Information and data of poor/unknown accuracy • Poor timeliness • Differing versions of nominally the same data • Information and data often acquired and maintained on paper and processed manually • No central source of electronic information, data or metadata

8. Information, Data and Metadata Problems • No notion of metadata • No notion of managing electronic information data and metadata as a resource • No notion of an information officer • No dedicated unit of staff • 27 semi-autonomous departments (fiefdoms)

9. Information, Data and Metadata Problems • No notion of metadata • No notion of managing electronic information data and metadata as a resource • No notion of an information officer • No dedicated unit of staff • 27 semi-autonomous departments (fiefdoms) • Culture of data hoarding not data sharing

10. Note on Terminology • Throughout presentation discussing better management of information, data and metadata • Project terminology • Data – structured information • Information – unstructured information • Metadata – information about information or data • Collectively referred to as informationfor short

11. Note on Terminology • Throughout presentation discussing better management of information, data and metadata • Project terminology • Data – structured information • Information – unstructured information • Metadata – information about information or data • Collectively referred to as informationfor short • Could replace information by metadata pretty well everywhere it is used in general sense as management is mostly effected through metadata

12. Additional Remark • Metadata management is not an end in itself

13. Additional Remark • Metadata management is not an end in itself(except for data management units)

14. Additional Remark • Metadata management is not an end in itself(except for data management units) • In an organisation with no awareness • metadata management has to be marketed • usefulness has to be demonstrated

15. Problem Tree Poor decision making for investments and economic policy Uninformed plans analyses and forecasts Unknown, inaccessible, inaccurate uninterpretable information/data No metadata management

16. Solution Tree Good decision making for investments and economic policy Informed plans analyses and forecasts Known, accessible, accurate interpretable information/data Good metadata management

17. Solution Tree Well Informed Decisions Sound Monitoring Analysis and Forecasting Good Quality Information & Data Good Monitor Analysis Forecasting Tools Skilled Monitors and Analysts Effective Quality Management Effective Info Management Modern ICT Infrastructure Good Analysis Methods Good Training Data Providers Data Enablers Data Users

18. General Approach Information Management Strategy Quality Management Strategy ICT Strategy Information Management Development Plan Quality Management Development Plan ICT Development Plan Systems Procedures Procedures Business process reengineering/ continuous improvement

19. Information Management Strategy Quality Management Strategy ICT Strategy Information Management Development Plan Quality Management Development Plan ICT Development Plan Systems Procedures Procedures Business process reengineering/ continuous improvement

20. ICT Strategy ICT Strategy Implementation Outline 3 Year Plan Annual Plans Multi-year project plans Project plans

21. ICT Strategy ICT Strategy Implementation Outline ICT Master Plan Having established Government wide structure 3 Year Plan Annual Plans Multi-year project plans Project plans

22. Information Management Strategy Quality Management Strategy ICT Strategy Information Management Development Plan Quality Management Development Plan ICT Development Plan Systems Procedures Procedures Business process reengineering/ continuous improvement

23. ICT Master Plan Information Management Strategy Quality Management Strategy Information Management Development Plan Quality Management Development Plan Enhancements to Infrastructure and Systems Procedures Procedures Business process reengineering/ continuous improvement

24. ICT Master Plan Quality and Information Management Framework Quality and Information Management Implementation Outline Enhancements to Infrastructure and Systems Quality Management Infrastructure Information Management Infrastructure Business process reengineering/ continuous improvement

25. Project -- Project 6 Project 5 Project 2 Project 4 Project 3 Project 1 Project -- Quality and Information Management Framework Review and refine business objectives Determine information/data needs Set policies and objectives Quality and Information Management Infrastructure Quality management system Corporate metadata repository Corporate data capture processes ----- Business process reengineering/ continuous improvement

26. Policies and Objectives • Build and implement quality management system • Designate staff • Establish continuous improvement process • Establish information management system • Designate staff • Design and build infrastructure • Integrate metadata and harmonise data

27. DNEI Transformation Process Information/DataOutputs Information/Data Inputs View of a Transformation Process For example: Production of Annual Plan

28. DNEI Transformation Process Acquisition Process Distribution Process Inputs Outputs Repository Model Showing Acquisition, Transformation and Distribution for a Single Process

29. DNEI Transformation Process 1 Acquisition Process 1 Distribution Process 1 Inputs 5 Year Plan Repository DNEI Transformation Process 2 Acquisition Process 2 Distribution Process 2 Inputs Annual Plan Repository Model Showing Acquisition, Transformation and Distribution for a Two Processes

30. DNEI Transformation Process 1 Acquisition Process 1 Distribution Process 1 Five year Plan Inputs Repository DNEI Transformation Process 2 Acquisition Process 2 Distribution Process 2 Annual Plan Inputs Repository DNEI Transformation Process 3 Acquisition Process 3 Distribution Process 3 Inputs Repository Monthly Report Model Showing Acquisition, Transformation and Distribution for a Three Processes

31. Data Sources Processes Other Ministries/ Agencies Produce Five Year Plan General Statistics Office Produce Annual Plan Provisional Depts Planning Produce Monthly Report MPI Depts and Centres Other process not included above Other sources not included above

32. Data Sources Processes Other Ministries/ Agencies Produce Five Year Plan General Statistics Office Produce Annual Plan Central Acquisition Process Provisional Depts Planning Produce Monthly Report MPI Depts and Centres Other process not included above Other sources not included above

33. Sources Acquisition Transformation Dissemination Recipients Process 1 Process 2 Process 3 Process 4 Process 5 Common Repository Target Data Model

34. Project -- Project 6 Project 5 Project 2 Project 4 Project 3 Project 1 Project -- Quality and Information Management Framework Review and refine business objectives Determine information/data needs Set policies and objectives Quality and Information Management Infrastructure Quality management system Corporate metadata repository Corporate data capture processes ----- Business process reengineering/ continuous improvement

35. Implementation Considerations • Framework covers five years • Programme covers only three years • Other sources of funding • ETV2 Programme can not fully implement strategy

36. Implementation Considerations • Framework covers five years • Project covers only three years • Other sources of funding • ETV2 Programme could not fully implement strategy • Required selective choice of projects

37. Project -- Project 5 Project 2 Project 4 Project 1 Project -- Quality and Information Management Framework Review and refine business objectives Determine information/data needs Set policies and objectives Quality and Information Management Infrastructure Quality management system Corporate metadata repository Corporate data capture processes ----- Business process reengineering/ continuous improvement DNEI Reeng DIAS Reeng

38. Factors Affecting Implementation • Reengineering requires cultural change • hard to get support • International standards are a known good thing • easy to get support • Information technology is a known good thing • easy to get support for database applications

39. Factors Affecting Implementation • Reengineering requires cultural change • hard to get support • International standards are a known good thing • easy to get support • Information technology is a known good thing • easy to get support for database applications • Base policies on international standards and define small scale, practical projects

40. International Standards • Quality Management • ISO 9000 series • Certification according to ISO 9001: 2000 Quality Management Systems mandated by Government Decision • Information Management • ISO 15838: 2003 Information and Documentation: Dublin Core Metadata Element Set

41. International Standards (continued) • Metadata Management • ISO/ICE 11179: Information Technology Metadata Registries • Part 1: Framework • Part 2: Classification • Part 3: Registry metamodel and basic attributes • Part 4: Formulation of data definitions • Part 5: Naming and identification principles • Part 6: Registration

42. ISO/ICE 11179 • Part 1: Framework • Helpful but does not explain Part 3 particularly well • Geared to Edition 1 • Part 2: Classification • Does not say much • Part 3: Registry metamodel and basic attributes • Helpful, but difficult to understand • Part 4: Formulation of data definitions • Helpful

43. ISO/ICE 11179 • Part 5: Naming and identification principles • Helpful • Part 6: Registration • Helpful - probably the most useful part • Other problems • Finding advocates and demonstration sites managing information similar to MPI • Finding free software

44. International Standards (continued) • Data and metadata management • ISO/TS 17369:2005 Statistical Data and Metadata Exchange (SDMX Version 1) • Promoted Version 2 • Problems: • No free software readily available • No demonstration sites • Cannot expect MPI to be development site • Approach: • Use SDMX Version 2 as model

45. Implementation Notes • Study tours for senior managers • To help start cultural change • Australian Bureau of Statistics • Data and metadata management • UK ONS: data and metadata management • Metadata Technologies: SDMX • Organisation for Economic Cooperation and Development (OECD): • Metadata management • SDMX commitment

46. Reengineering Projects • Identified the two key departments • National Economic Issues (DNEI) • Five year plan preparation and monitoring • Annual macro-economic reporting and forecasting • Investment Appraisal and Supervision (DIAS) • Appraising, monitoring all major investments • Building database applications • Project 1: DNEI database application • Project 2: DIAS database application • Accompanied by business process analyses

47. DNEI User Requirements DIAS User Requirements DNEI Database Application DIAS Database Application

48. DNEI User Requirements DIAS User Requirements DNEI Database Application DIAS Database Application Corporate Metadata Repository

49. Corporate Metadata Repository • Minimal scale development for • Data elements • Classifications • Specialised terms (concepts) • Using ideas from 11179 • Compatible with SDMX

50. Hurdles still to jump • Ensuring users load all data and metadata • Ensuring users feel ownership of data and metadata in their new location • Ensuring users accept need for process reengineering • Ensuring database maintenance