The goal of managing DS 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. Data management, like configuration management, is the responsibility of program management and is an integral part of the IMP where security and change management are also very important.
5.1.1 Information Manager
The program manager (PM) will need to assign information management responsibilities. The PM can assign information management to one or more program office members as an "other duty as assigned" or recruit a dedicated Information Manager (IM) 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, at times may require assignment of information management responsibilities as a collateral duty. The PM however, should seriously consider the advantages that a dedicated, professional information manager can offer to the defense system program.
A very small program or one that will acquire a COTS item may not justify a full-time IM. In that case, it may be most appropriate to assign information management duties to one of the other program office members or to share a professional IM with one or more other programs. The designated IM must, in either case have either sufficient experience or training in information management procedures and in information technology to plan and execute an effective information 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 IM. The IM must have both training and experience in establishing a digital, Shared Information Environment in support of MDG operations. An effective IM will be skilled in using traditional information management principles and procedures, digital data acquisition techniques and exchange standards, and the capabilities of information technology.
5.1.2 Contractor Involvement
Increasingly, contractors will not physically deliver data to defense system data repositories; they will deliver data "in-place" at contractor sites and make it available electronically to the defense system users. This will make defense contractors an integral part of the SDE. defense 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 defense system. The level of data support services differs between programs; therefore there cannot be given a general guideline on how best to accommodate this trend other then that from a information management point of view this is just another source of information that needs to be integrated.
5.1.3 Data Management Scheme
An information architecture should be developed that will be in place for its full life-cycle. The information architecture captures the data definitions, the relationships between and among them, and the functions that are supported by the information architecture. The information management scheme is used to manage the use of the information architecture. With regard to the state of the information, four levels should be incorporated into the information 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 organization (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 information 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 be accompanied by indications of intellectual property rights (IPR) (e.g., user rights with this information) and security marking (e.g., security level of the information contained). The information manager must take care about processing the information according to the applicable rules.
Product Information Management and Workflow Management software may be used to provide the control processes necessary to manage the information in the SDE. The information management activities that need to be governed are shown in Figure 5.1.3-1.
Figure 5.1.3-1 Manage the Information
5.2 Input Information
The information management scheme must identify and control who creates data and the acceptance criteria and processes.
5.3 Update Information
The information management scheme must identify who controls requests to update information and how that request is controlled and approved.
5.4 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)
5.5 Store Information
The systems, media and format for the information storage should be an integral part of the information management scheme. The approach to information storage should include considerations of the following:
· Centralized control or centralized storage
· Distributed database control
· Replication
· Archival
· Media
