Corporate Information & Data Management Governance Board
(CIDMGB)
Minutes
21st April 2009
3:00 p.m. – 4:00 p.m.
Room 3.15 P/H
Present:
Head of Information & Data Management (Chair)
Governance & Data Quality Manager
Process & Data Manager
Systems
Improvement
Manager
Internal Communications Officer
Customer
Services
Head of Improvement, Innovation & Information
Business
Manager
Improvement
Manager
Apologies:
Interim Customer Services Director
Knowledge
Manager
Calidcot
Guardian
Interim Head Client Management & Performance
Agenda Item
Action
1.
Introductions
D thanked all the members for attending and their efforts in getting the policy
documents reviewed in time for submission to Corporate Board.
Welcome to:
Process & Data Manager; and
Systems Improvement Manager
2.
Minutes of last meeting – the minutes of the Inaugural meeting held on the
12th March 2009, were agreed
3.
Priorities and Action Plan
Elected member champion – Due to the Easter break Cllr David Scott has been
unable to respond to champion Information & Data Management. An update
will be provided at the next meeting.
Policy documents which have been submitted for Corporate Board and Cabinet
approval are:
• Information Security Policy
• Acceptable Use Policy
• Data Quality Standards
• Information & Data Handling Charter
Implementation for the above documents if not called in is the 18th May 2009.
The board agreed to submit the following corporate IDM framework documents
to the Cabinet meeting on the 2nd June 2009:
• Email Management Guidance
• Access Control & User Policy
• Corporate Data Quality Strategy + Appendix 1 – Action Plan
• Corporate Data Quality Policy
CIDMGB Members received and commented on the above documents in the
previous distribution round following the inaugural meeting. Suggested
changes have been incorporated where possible, where it has not been
possible, discussions have taken place with specific CIDMBG Members
concerned. These documents will be forwarded to all CIDMGB members by the
close of business on Friday 24th April 2009, to allow a further 1-week
consultation period, as agreed. Please forward changes to K by the close of
business on Friday 1st May 2009, copying D in on your email. This will allow
time to make any further changes that may be required to the documents before
the deadline for submission of reports, which is the 7th May 2009. Please use
track changes.
Consultation with Directors will run in parallel given the short timescales. The
report and documents will be sent to Directors no later than Monday 27 April
2009. All CIDMGB members will be copied in on the email for information.
Timetable for response in order to meet the Cabinet deadline as listed:
Cabinet Forward Plan
13th May 2009
Corporate Board
7th May 2009
Cabinet Meeting
2nd June 2009
Implementation Date if not called in
15th June 2009
Data Quality Strategy
Discussion around the Data Quality Strategy. The strategy was formulated in
consultation with partners, colleagues for across other local authorities, it is
based on best practice and the Audit Commission recommendations resulting
from the 2008 Data Quality KLOE.
Policy Development
It was felt that there might be step missing in the policy development process
and perhaps we should consider a further level of consultation with DMT’s?
Board agreed:
-
CIDMGB structure (and responsibilities) chart. Approved by Corporate
Board provides that approval process.
-
Directors have committed to the implementation of the CIDMGB
-
CIDMGB members are responsible for ensuring consultation on all
Corporate IDM framework documents is carried out in their agreed areas
of responsibility.
-
This stage is about the approval and implementation of policies
-
Policies will be reviewed annually and could be presented to DMT’s at
this stage.
Equality Impact Assessments (EIAs) were sent to W, these have subsequently
been forwarded to A for consideration. K to provide an update to CIDMGB
members on receipt of feedback from A
D asked if the board are happy with the communication process in respect of
the policy documents. All agreed ok.
P suggested a Forward Plan of policies be developed and policy approval
timetable to enable them to window in appropriate time to review the
documents. D and K will progress this.
The Board agreed to a two-week turnaround time to review all policy framework
documents.
D asked P for an electronic version of the Core HR policies flowchart
Due to the volume of policy documents that will need cabinet approval, Tim
asked if Cabinet could delegate approval to Corporate Board as they see fit. D
explained that this would not be advisable as they would need Cabinet sign-off
and cannot delegate back down to Corporate Board. The purpose of the
CIDMGB structure is to enable the Council to demonstrate commitment to
Corporate Information & Data Management at the very highest levels.
To enable members to scan quickly through the action plan, it was requested
that a brief description be added under each of policies listed in the action plan.
A corporate IDM portal to be developed on intranet for this group. Interim
solution could be to use the IDEA “Communities of Practice”, which works well
for Information Sharing Steering Group (ISSG).
4.
Operations Group
CIDMGB Members have been consulted on the draft Terms of Reference for
the proposed CIDM Operations Group, members requested to see the
document again. Document will be sent 22nd April 2009, deadline for response
Friday 24th April 2009.
Those departments identified in the draft TOR will be consulted with on the
establishment of the operational board and their proposed involvement once the
CIDMGB Members have provided their final feedback on the TOR. Feedback
on this consultation process will be provided to the CIDMGB on completion of
the exercise.
5.
Government Connects Update
P gave overview of progress. Policies and security are paramount. Scope of
the project is only for Housing Benefit at the moment, Social Services may be in
the 2nd phase and other Business Areas, but no phases have been developed
as yet. Impact on service areas and exploring that with services. M and E
should be notified.
6.
Main Agenda Items
11th June 2009 (Room 3.11, 2.00pm – 4.00pm)
• Developing Systems Matrix – Workshop
P to produce list of systems matrix (systems and owners) and to discuss with R
how data is extracted, reported, how and when.
7.
Date of the Next Meeting
Thursday 21st May 2009 - 3.00pm – 4.00pm in room 3.15
Document Outline