Information and data requirements for informed decision ...

Information and data requirements
for informed decision-making and

policy formulation

HIGH-LEVEL MEETING ON STRENGTHENING INTER-
ISLAND SHIPPING AND LOGISTICS IN THE PACIFIC

ISLAND COUNTRIES

UNESCAP IMO PIFS SPC

23 – 25 JULY 2013 @ SPC PASIFIKA CONFERENCE ROOM, NABUA, FIJI

Megan Streeter – Systems Development Adviser



Content

• Overview and Definitions
• Knowledge Pyramid
• DIKW and Records Management
• Communications Management - Social Media

• Resources – HR, hardware & software
• Port data and ICT systems
• Ownership / Stewardship
• Regional data warehouse - EDDIE
• Benefits and Challenges

Knowledge Pyramid

WISDOM

KNOWLEDGE

INFORMATION

DATA

Overview and Definitions

• Data – can be converted into information
– Discrete objective facts of little use by themselves
– eg. Numerical quantities, attributes derived from observation,
calculation or experimentation (cost, speed, time, capacity, etc)

• Information – has meaning and is organised
– Data with relevance and purpose
– Collection of data and associated explanations, interpretations

• Knowledge – originates in the minds of people / based on information
– Experience, values, contextual information, expert insight, intuition
– Embedded in docs, repositories, routines, processes, practices, norms

• Wisdom
– Ability to identify truth and make correct judgements
– Intellectual capital in org wisdom is application of collective knowledge

Relations between data, information,
knowledge and wisdom Source: Adapted from Liebowitz, (2003)

Interesting Facts

• Different studies have shown that:
– Information saves time and money
– Middle managers spend up to 25% of their time
searching for the information required to do their jobs
– Corporate executives spend more than 20 hrs/week looking for
information
– Government agencies primarily engaged in providing
information-based services to citizens, businesses and internal
clients
– A major portion of staff time in general is used for information
gathering, verifying, communicating and preserving for future
use.

Sources: Lachance, 2009; Bailey, 2003; EMC/Documentum Partner; Feldman & Sherman, 2001

One view of the data, information, knowledge,
wisdom (DIKW) hierarchy (D. Clark, 2004)

Records Management

• From creation to disposal / archiving
• Multiple formats and variations in security control
• Electronic Databases – MS excel, access, SQL, sharepoint, etc
• Networked servers – backup, offsite
• Cloud – sovereignty, online capability,
• CONSIDERATION: MUST BE
• Timely, accurate, complete, cost-effective, accessible, useable
• FEATURES COULD INCLUDE:
• Dashboards, mobile applications, reports,
• WHAT TO RECORD, WHY, HOW, WHEN, FOR WHO, RESULT?

Communications

Management

• Plan – implement – monitor and review
communications within organisation and
externally

• Quality management system
• Processes and Procedures – media liaison, helpdesk, hotline
• Monitoring, Evaluating and Reporting
• Visibility (demonstration of achievements) and client

feedback (being part of the solution)
• Specific, Measurable, Achievable, Realistic, Time - SMART
• Focus on RESULTS
• Consider gaps of where we are and where we’d like to be

Social Media

• Easy-to-use (key feature) web tools connecting people (social
networking / social reporting)

• User generated content - collaboration, people interacting
over content [create and share]

• Tools go beyond content to our connection to that content
and each other

• Can be used for development to help turn ideas into action
[find, use, curate, organise and reuse content]

• Access to massive global audience fostering larger networks
• Blogs, podcasts, tweets, videos, instant message, etc (Facebook,

Twitter, Hi5Networks, Myspace, LinkedIn



More Interesting Facts

• In-house information services are a vital resource
- 40 to 84% managers feel that information provided by their
company’s information service leads them to make better
decisions or make them consider a new dimension or handle
some aspect of the decision making process differently
- It is 2.3 times more expensive to provide information from
outside sources than from an in-house information/library
service.
- Organisations without information services/libraries spend
about two to four times as much to acquire information as
organisations with in-house information services/libraries.

Source: Volpe National Transportation Systems Center, 1998

Resource$

• Human – staff capacities and computer literacy

• Regular training and professional development

• Hardware – servers, laptops, desktops, periphery – printers,
monitors etc. in numbers

• Sites – internal and external hosting (servers)
• Technologies used – diversity, bandwidth, etc

• Software – interoperability
– PMTA case study of OnePort solution

• Financial, procurement, assets, HR, payroll, etc
• Storage, traffic, user licenses etc

Port Data & ICT Systems



Ownership / Stewardship

• Regional data/information policies – privacy and security
• Intellectual property of data
• Sharing / User agreements – terms and conditions
• Provision of reports to original data owners
• Regional results – analyses of trends to inform decision-

making and policy formulation
• Uses of value-added information
• Benefits in reduced costs, risks etc

– Cybercrime (theft, fraud, unauthorised copying…)
– Reliability of content

Regional Data Warehouse – EDDIE

Anonymous User Anonymous Login Web Server EDDIE SQL Server
Maritime Member EDDIE Pages Data
Internet EDDIE
Intranet EDDIE Reports Contacts SQL
Data DB

IRIS
Sharepoint

DB

Aviation Member Secured File Server Sharepoint
Energy Member Login & Project
EDDIE Administrator Documents
Intranet & Multimedia Server

IRIS Pages

Benefits and Challenges

• Harmonisation of templates – data collection mechanisms
• Pacific data status – storage and access (EDDIE)
• Spatial representation – GIS, mapping, traffic density, etc
• Multiple devices – rapidly evolving tools (smart phones)
• Management tools – dashboards, regular reports, apps
• Information reciprocation – sharing knowledge
• Continuous improvement – evolving with modern technology
• Use of wisdom in decision-making and policy formulation

Are there any questions?

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Questions?

“It is a capital mistake to theorize before one has data.
Insensibly one begins to twist facts to suit theories,
instead of theories to suit facts.”

Arthur Conan Doyle, Sherlock Holmes

THANK YOU