Manage Information Through Life

The goal of managing the information is to provide the correct information to the right user when it is needed, where it is needed and in the form it is needed in. Data management, like configuration management, is the responsibility of program management and is an integral part of the IMP where security and change management is very important.

General Considerations

Data Manager

The PM will need to assign data management responsibilities. The PM can assign data management to one or more program office members as an "other duty as assigned" or recruit a dedicated Data Manager (DM) to the team. In making this choice, the PM should remember that timely and accurate information sharing among the program office members will be a major factor in the success of the program. Program size and acquisition strategy may at times require assignment of data management responsibilities as a collateral duty. The PM should, however, seriously consider the advantages that a dedicated, professional DM can offer to the Defence System program.

A very small program or one that will acquire a COTS item may not justify a full-time DM. In that case, it may be most appropriate to assign data management duties to one of the other program office members or to share a professional DM with one or more other programs. The designated DM must, in either case, have either sufficient experience or training in data management procedures and in information technology to plan and execute an effective data management.

A large program or one with complex interactions (typically a developmental program with high technical or other risk) will justify a full-time, professional DM. The DM must have both training and experience in establishing a digital, Shared Data Environment in support of MDG operations. An effective DM will be skilled in using traditional data management principles and procedures, digital data acquisition techniques and exchange standards, and the capabilities of information technology.

Increasingly, contractors will not physically deliver data to Defence System data repositories; they will deliver data "in-place" at contractor sites and make it available electronically to the Defence System users. This will make defence contractors an integral part of the SDE. Defence System management will become increasingly dependent on contractor data sources and contractors will find increasing requirements for data support services that extend well past delivery of the Defence System. The level of data support services differ between programs; therefore there cannot be given a general guideline on how best to accommodate this trend other then that from a data management point of view this is just another source of information that needs to be integrated.

Data Management Scheme

A data architecture should be developed for the program that will be in place for its full life cycle. The data architecture captures the data definitions, the relationships between and among them, and the functions that are supported by the data architecture. The data management scheme is used to manage the use of the data architecture. There are – with regard to the state of the information - four levels of information that should be incorporated into the data management scheme:

1. Working: Information in draft form that has not been submitted for approval.
2. Submitted: Information that has been formally submitted to the appropriate organisation (e.g. change control board, government program office).
3. Accepted: Information that has been received. It is typically time-stamped and validated as being in the proper form. This level of data management is usually a contract requirement.
4. Approved: Information that has been formally approved as being correct and in the proper form(s).

Furthermore, information should possible be accompanied by indications of IPR (e.g. user rights with this information) and security marking (e.g. security level of the information contained). The data management must take care about processing the information according to the applicable rules.

Product Data Management and Workflow Management software can be used to provide the level of data management required to manage the information in the SDE.

Input Information

The data management scheme must identify and control who creates data and what the acceptance criteria and processes are.

Update Information

The data management scheme must identify who controls requests to update information and how that request is controlled and approved.

Access/Distribute Information

The controlled access and distribution of information should address the following areas:

• Type of Access (ad-hoc query, transfer, report)
• Format(s) (ASCII, image, video, IETM, etc.)
• Type of distribution (distribution, subscription, on-demand)
• Media (telecommunications, magnetic, optical)

Store Information

The systems, media and format for the information storage should be an integral part of the data management scheme. The approach to information storage should include considerations of the following:

• Centralised control or centralised storage
• Distributed database control
• Replication
• Archival
• Media