Recommendations

from a Comprehensive BI Data Audit.

data audit

A Division within a Federal Government Department was not fully aware of all critical data assets which could be utilised for Business Intelligence. This stemmed from a culture of decentralised data management, whereby each Branch/Section felt solely responsible for their own data.

Consequently, the Division was unable to develop and execute a holistic strategy which harnessed the true value of its data.

We provided 3 overarching recommendations and 5 accompanying Branch-level implementation specifics
to maximise value extraction in line with business goals.
These were delivered after generating a detailed view of the Division’s data landscape in three key phases;

Information discovery

Over seventy face-to-face interviews with stakeholders across the Division were conducted to document business processes, map data flows and lineage, create a comprehensive data inventory (which included business-critical Excel spreadsheets) and understand the roadmap to information management maturity.

metadata analysis

We created a user-friendly Power BI Application which leveraged the metadata extracted to produce three interactive views of the Division’s data.

The solution allowed individuals to understand which teams utilised certain data sets, quickly spot information gaps and search business/technical keywords to uncover data assets; accelerating the search, location and retrieval of information.

data profiling

Data assets sitting outside of core systems were ranked on value, risk, source, frequency and purpose to better understand impacts on operations and prioritise for future consolidation.

These results fed directly into our future state data architecture visualisation and Branch-specific recommendations.

The Independent Review of the APS 2019 recommended the urgent need of a comprehensive ICT Audit to understand the Government’s data landscape and harness APS community insights.

Our final report provided recommendations to:

  • Consolidate and report on Division-wide data
  • Increase data reuse
  • Strengthen digital governance

Our human-centred approach
worked with 5 Branches and 23 sections over 3 months
which ensured the user community was closely involved from start to finish
and achieved the following outcomes:

Uncovered 93 spreadsheets used by the Division as critical information assets (many of which contained unique data not held in any other location).

Increased the Return on Investment of data holdings as data could be located and reused (through identification of data assets sitting outside of core systems).

Easier access to data and critical pathways to answer common questions were established through our Power BI Application.

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