PO02 Process Description

PO02: Architecture Services

1. Description

Creating and maintaining a business information model and ensuring appropriate systems are defined to optimize the use of this information.

2. Control Objectives

Information Architecture Modelling - Information should be kept consistent with needs and should be identified, captured and communicated in a form and timeframe that enables people to carry out their responsibilities effectively and on a timely basis. Accordingly, the information systems function should create and regularly update an information architecture model, encompassing the corporate data model and the associated information systems. The information architecture model should be kept consistent with the information technology long-range plan
Corporate Data Dictionary And Data Syntax Rules - ensure the creation and continuous updating of a corporate data dictionary which incorporates the organization’s data syntax rules
Data Classification Scheme - Establish and maintain a general classification framework for placement of data in information classes (i.e. security categories) as well as allocation of ownership. The access rules for the classes should be appropriately defined
Security Levels - define, implement and maintain security levels for each of the data classifications identified above the level of "no protection required." These security levels should represent the appropriate (minimum) set of security and control measures for each of the classifications.

3. Key Goal Indicators

Faster application development
Decreased time to market for major information systems
Implementation of defined confidentiality, availability and integrity requirements
Reduction of data redundancy
Increased interoperability between systems and applications
Percent of the corporate data dictionary available to users in an automated manner

4. Key Performance Indicators

Percent of IT budget assigned to information architecture development and maintenance
Number of application changes occurring to realign with the data model
Percent of information integrity requirements documented in the data classification scheme
Number of application and system incidents caused by inconsistencies in the data model
Amount of rework caused by inconsistencies in the data model
Number of errors attributed to the lack of currency of the information architecture
Time lag between changes in the information architecture and applications

5. Critical Success Factors

A corporate data administration function is established, at a high enough level, with sufficient authority to administer the corporate data model and information standards
Information architectural standards are documented, communicated and complied with
The data model is simple and clear to all
A corporate data model representing the business is defined and drives the information architecture
Data ownership is allocated and accepted
Data and data models are kept current
An automated repository is used to ensure consistency between the components of the information systems infrastructure, such as information architecture, data dictionaries, applications, data syntax, classification schemes and security levels
Understanding information requirements sufficiently enough in advance

6. Service Maturity Variations

0 Non-existent	There is no awareness of the importance of the information architecture for the organization. The knowledge, expertise and responsibilities necessary to develop this architecture do not exist in the organization.
1 (Initial/Ad Hoc)	Recognizes the need for an information architecture, but has not formalized either a process or a plan to develop one. Isolated and reactive development of components of an information architecture is occurring. There are isolated and partial implementations of data diagrams, documentation, and data syntax rules. The definitions address data, rather than information, and are driven by application software vendor offerings. There is inconsistent and sporadic communication of the need for an information architecture.
2 (Repeatable but Intuitive)	There is an awareness of the importance of an information architecture for the organisation. A process emerges and similar, though informal and intuitive, procedures are followed by different individuals within the organisation. There is no formal training and people obtain their skills through hands-on experience and repeated application of techniques. Tactical requirements drive the development of information architecture components by individuals.
3 (Defined Process)	The importance of the information architecture is understood and accepted, and responsibility for its delivery is assigned and clearly communicated. Related procedures, tools and techniques, although not sophisticated, have been standardised and documented and are part of informal training activities. Basic information architecture policies have been developed including some strategic requirements, but compliance with policies, standards and tools is not consistently enforced. A formally defined data administration function is in place, setting organisationwide standards and is beginning to report on the delivery and use of the information architecture. Organisationwide automated data administration tools are emerging, but the processes and rules used are defined by database software vendor offerings.
4 (Managed and Measurable)	The development and enforcement of the information architecture is fully supported by formal methods and techniques. The process is responsive to changes and business needs. Accountability for the performance of the architecture development process is enforced and success of the information architecture is being measured. Formal training activities are defined, documented and consistently applied. Supporting automated tools are widespread, but are not yet integrated. Internal best practices are shared and introduced to the process. Basic metrics have been identified and a measurement system is in place. The information architecture definition process is proactive and focused on addressing future business needs. The data administration organisation is actively involved in all application development efforts to ensure consistency. An automated repository is fully implemented and more complex data models are being implemented to leverage the information content of the databases. Executive information systems and decision support systems are leveraging the available information.
5 Optimized	The information architecture is consistently enforced at all levels and its value to the business is continually stressed. IT personnel have the expertise and skills necessary to develop and maintain a robust and responsive information architecture that reflects all the business requirements. The information provided by the information architecture is consistently and extensively applied. Extensive use is made of industry best practices in the development and maintenance of the information architecture including a continuous improvement process. The strategy for leveraging information through data warehousing and data mining technologies is defined. The information architecture is continuously improving and takes into consideration non-traditional information on processes, organisations and systems.