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Information Management at

Information Management at. DAMA-I Symposium & Wilshire Meta Data Conference May 22-26, 2005 Orlando, Florida. Tim Brennan Data Administration. CP1183783-1. Introductions. Current role Data Administrator & Team Coordinator Experience 1996 the data journey began DAMA-Minnesota

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Information Management at

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  1. Information Management at DAMA-I Symposium & Wilshire Meta Data Conference May 22-26, 2005 Orlando, Florida Tim Brennan Data Administration CP1183783-1

  2. Introductions Current role • Data Administrator & Team Coordinator Experience • 1996 the data journey began DAMA-Minnesota • 2005 President • 2003-2004 Education Officer Education • BS CIS • MBA (completing) CP1183783-2

  3. About Mayo Clinic Mission • Mayo will provide the best care to every patient every day through integrated clinical practice, education and research Primary Value • The needs of the patient come first Mayo Group Practices • Jacksonville, FL • Rochester, MN • Scottsdale, AR CP1183783-3

  4. Setting the Stage Agenda • Why Information Management (IM)? • What is IM at Mayo? • How has Mayo implemented IM? • Power, Politics, & Change • Question & Answer My Disclaimer • I’m just like you • Here to talk about a journey… CP1183783-4

  5. Why IM at Mayo? Mission • Ensure the highest standard of data quality Objectives to get there… • Program Governance & Oversight To enable the effective application of the Information Management Program, the Information Management Program’s policies, procedures, standards, and best practices are documented and readily available • Institutional Repositories To enable the effective management of data as an institutional asset, the institution’s data is divided into well-defined, organized collections CP1183783-5

  6. Why IM at Mayo? (cont) Objectives to get there… • Coordinated Repository Stewardship To ensure data usability, data quality, and to enable data to be put in context, formalized stewardship exists for each repository and is coordinated across all repositories • Repository Definition To enable the efficient and accurate use of the institutional repositories, the information defining each repository’s content, structure and relationships is documented consistently and readily available • Data Integrity Enable users to access timely and accurate data, when and where they need it, while maintaining confidentiality and privacy of the data CP1183783-6

  7. New patients 277 Patients treated 3,632 Lab tests 45,386 Hospital admissions 238 Chest x-rays 742 Units of blood used 326 Surgical procedures 202 + Data, data, & more data Why IM at Mayo? A Typical Mayo Rochester Day CP1183783-7

  8. Why IM at Mayo? Drivers • Push to integrate & standardize • Federal regulations • Disparate data… CP1183783-24

  9. Why IM at Mayo? Reverse Engineered Architecture CP1183783-8

  10. What is IM at Mayo? “An institutional discipline that exploits information as an intellectual asset by acquiring, organizing, analyzing and disseminating information to achieve Mayo’s mission.” Mayo IMTC 2000 Retreat CP1183783-9

  11. Accountability Decision Decision Conclusion Relevance/ Context Information Management Context Create What is IM at Mayo?Scope of Framework Outcomes Actions Information Data Knowledge CP1183783-11

  12. What is IM at Mayo? IM Program Framework • Institutional Data Repositories • Institutional Data Architecture • Standard Data Infrastructure • Coordinated Data Stewardship • Operational Support • Program Management CP1183783-10

  13. Program Management Datadefinitions Technicalenvironments Standard DataInfrastructure Institutional Data Architecture Repositories Referencedata Datastore Directory ofinstitutionalrepositories Datapreservation Datamodels Dataaccess Datasecurity Coordinated DataStewardship Education Datastewards Datacustodians Research Communi-cations Short term plan- execution - Define & executeprocedures Organization -oversight Policies Tacticalplanning Strategicplanning Bestpractices Self-assessment The IM Framework at Mayo Operationaldata Operational Support CP1183783-13

  14. The Data Layer • Reference data • Essential data with singular, static institutional definitions that enables integration across the institution. Examples include unique identifiers of location, person, patient, and org. reporting unit Data Repositories Referencedata • Repositories • Organized collections of data Operationaldata • Operational data • Dynamic and event-driven data used to supportday-to-day operations. Examples include lab results, patient appointments, surgical supply inventories, and financial statements CP1183783-12

  15. Program Management Institutional Data Architecture Repositories Referencedata Dataaccess Datasecurity Education Datastewards Datacustodians Research Communi-cations Short Term Plan- Execution - Define & ExecuteProcedures Operational Support Organization -oversight Policies Tacticalplanning Strategicplanning Bestpractices Self-assessment Architecture & Infrastructure Datadefinitions Technicalenvironments Standard DataInfrastructure Datastore Directory ofinstitutionalrepositories DataPreservation Datamodels Operationaldata The framework that defines repository scope, repository structure, and includes a directory of institutional repositories. Institutionally approved tools and technical environments necessary to store, access, maintain, and communicate data, such as data stores, data archives, as well as data access, data integrity, and data recovery tools. Coordinated DataStewardship CP1183783-14

  16. Program Management DataInfrastructure Repositories Referencedata Dataaccess Datasecurity Coordinated DataStewardship Education Datastewards Datacustodians Research Communi-cations Short term plan- execution - Define & executeprocedures Operational Support Organization -oversight Policies Tacticalplanning Strategicplanning Bestpractices Self-assessment The Data Stewardship Layer The management of data through the use of common role definitions for data stewards and data custodians to ensure usability, accessibility, and quality. Technicalenvironments Data architecture Datastore DataPreservation Operationaldata CP1183783-15

  17. Program Management Datainfrastructure Repositories Referencedata Coordinated DataStewardship Education Datastewards Datacustodians Research Communi-cations Short term plan- execution - Define & executeprocedures Operational Support Organization -oversight Policies Tacticalplanning Strategicplanning Bestpractices Self-assessment The Operational Support Layer Datadefinitions Technicalenvironments Data Architecture The ongoing activities and functions of the Information Management Program: communication, training, research, and education. Directory ofinstitutionalrepositories Datamodels Operationaldata CP1183783-16

  18. Program Management DataInfrastructure Repositories Referencedata Dataaccess Datasecurity Coordinated DataStewardship Education Datastewards Datacustodians Research Communi-cations Short term plan- execution - Define & executeprocedures Operational Support Organization -oversight Policies Tacticalplanning Strategicplanning Bestpractices Self-assessment The Program Management Layer Technicalenvironments Accountable for strategic planning, direction, guidance and operational oversight, and administration of the Information Management Program using tools such as plans, policies, and best practices. Data architecture Datastore DataPreservation Operationaldata CP1183783-16

  19. Clinical Practice Committee Rochester Administrative Council Education Committee Research Committee Information management coordination & oversight Department ofFacilities and Systems Support Services Institutional Repository Coordinating Groups* Existing IT Organizational Structure • Custodians • Data Architects • Repository Developers • Data Base Administrators • Data Center Operations etc Information Management ProgramCoordinator Program Management Membership Membership Membership Institutional Repository Coordinating Groups* CP1183783-17

  20. Program Management Datadefinitions Technicalenvironments Standard DataInfrastructure Institutional Data Architecture Repositories Referencedata Datastore Directory ofinstitutionalrepositories Datapreservation Datamodels Dataaccess Datasecurity Coordinated DataStewardship Education Datastewards Datacustodians Research Communi-cations Short term plan- execution - Define & executeprocedures Organization -oversight Policies Tacticalplanning Strategicplanning Bestpractices Self-assessment The IM Framework at Mayo Operationaldata Operational Support CP1183783-13

  21. Journey for IM at Mayo Destination 1: Generating Framework • IM Committee Destination 2: Acceptance • IM Committee • IT Management Council Destination 3: Implementing • Project Management 101 Destination 4: Destiny? • ERP & Decision Support CP1183783-22

  22. Journey for IM for Mayo Down in the valley • 4 yr to generate • Power, politics, & change • Lots of work Top of the hill • Focused subgroup to finalize framework • Right time & right place • Business area demand • Paradigm shift has started CP1183783-23

  23. Power, Politics, & Change $ S • Economics 101 • Key executive stakeholders • Timing & opportunity • Managing workplace relationship D Q CP1183783-18

  24. Journey for IM at Mayo “Leading Change” – by John P. Kotter • Sense of urgency • Guiding coalition • Vision • Communication • Empowering broad based action • Positively reinforcing desired behavior • Consolidate gains • Anchor new approach in culture CP1183783-19

  25. What to Bring Home… Key Points • Answer “why” with muscle • Define a framework that works for your company • Always be prepared • Don’t underestimate the power of communication & education • Manage relationships CP1183783-3

  26. Questions & Discussion Contact Information Tim Brennan 200 First Street SW (OE 5-70) Rochester, MN 55905 (507) 538-0061 brennan.timothy@mayo.edu CP1183783-20

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