Information Management at

Information Management at

Tim BrennanData Administration

Tim BrennanData Administration

DAMA-I Symposium & Wilshire Meta Data Conference

May 22-26, 2005

Orlando, Florida

DAMA-I Symposium & Wilshire Meta Data Conference

May 22-26, 2005

Orlando, Florida

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IntroductionsIntroductionsCurrent role

• Data Administrator & Team Coordinator

Experience

• 1996 the data journey began

DAMA-Minnesota

• 2005 President

• 2003-2004 Education Officer

Education

• BS CIS

• MBA (completing)

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)

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

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, ARCP1183783-3

About Mayo ClinicAbout Mayo Clinic

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Setting the StageSetting the StageAgenda

• 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…

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…

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Why IM at Mayo?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

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

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Objectives to get there…

• Coordinated Repository StewardshipTo 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 DefinitionTo 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 IntegrityEnable users to access timely and accurate data, when and where they need it, while maintaining confidentiality and privacy of the data

Objectives to get there…

• Coordinated Repository StewardshipTo 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 DefinitionTo 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 IntegrityEnable users to access timely and accurate data, when and where they need it, while maintaining confidentiality and privacy of the data

Why IM at Mayo? (cont)Why IM at Mayo? (cont)

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Why IM at Mayo?A Typical Mayo Rochester Day

Why IM at Mayo?A Typical Mayo Rochester Day

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

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 dataData, data, & more data

++

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Why IM at Mayo?Why IM at Mayo?

Drivers

•Push to integrate & standardize

•Federal regulations

•Disparate data…

Drivers

•Push to integrate & standardize

•Federal regulations

•Disparate data…

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Why IM at Mayo?Reverse Engineered Architecture

Why IM at Mayo?Reverse Engineered Architecture

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What is IM at Mayo?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.”

“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 RetreatMayo IMTC 2000 Retreat

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What is IM at Mayo?Scope of Framework

What is IM at Mayo?Scope of Framework

Data

Relevance/Context

InformationContextContext Information ManagementInformation Management

ConclusionConclusionKnowledge

DecisionActions

Outcomes

CreateCreate

DecisionDecision

AccountabilityAccountability

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What is IM at Mayo?What is IM at Mayo?IM Program Framework

• Institutional Data Repositories

• Institutional Data Architecture

• Standard Data Infrastructure

• Coordinated Data Stewardship

• Operational Support

• Program Management

IM Program Framework

• Institutional Data Repositories

• Institutional Data Architecture

• Standard Data Infrastructure

• Coordinated Data Stewardship

• Operational Support

• Program Management

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Program Management

PoliciesOrganization -

oversightBest

practicesSelf-

assessmentTacticalplanning

Strategicplanning

Operational SupportShort term plan

- execution -Define & execute

procedures

Education

ResearchCommuni-cations

Standard DataInfrastructure

Datastore

Dataaccess

Datasecurity

Technicalenvironments

Datapreservation

Institutional Data Architecture

Datamodels

Directory ofinstitutionalrepositories

Datadefinitions

Coordinated DataStewardship

Datastewards

Datacustodians

Repositories

Referencedata

Operationaldata

The IM Framework at MayoThe IM Framework at Mayo

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The Data LayerThe Data Layer

DataDataRepositories

ReferenceReferencedatadata

OperationalOperationaldatadata

Operational dataOperational dataDynamic and event-driven data used to supportDynamic and event-driven data used to supportday-to-day operations. Examples include lab results, day-to-day operations. Examples include lab results, patient appointments, surgical supply inventories, and patient appointments, surgical supply inventories, and financial statementsfinancial statements

Operational dataOperational dataDynamic and event-driven data used to supportDynamic and event-driven data used to supportday-to-day operations. Examples include lab results, day-to-day operations. Examples include lab results, patient appointments, surgical supply inventories, and patient appointments, surgical supply inventories, and financial statementsfinancial statements

RepositoriesRepositoriesOrganized Organized collections of datacollections of data

RepositoriesRepositoriesOrganized Organized collections of datacollections of data

Reference dataReference dataEssential data with singular, static institutional Essential data with singular, static institutional definitions that enables integration across the definitions that enables integration across the institution. Examples include unique identifiers of institution. Examples include unique identifiers of location, person, patient, and org. reporting unitlocation, person, patient, and org. reporting unit

Reference dataReference dataEssential data with singular, static institutional Essential data with singular, static institutional definitions that enables integration across the definitions that enables integration across the institution. Examples include unique identifiers of institution. Examples include unique identifiers of location, person, patient, and org. reporting unitlocation, person, patient, and org. reporting unit

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Architecture & InfrastructureArchitecture & InfrastructureProgram Management

PoliciesOrganization -

oversightBest

practicesSelf-

assessmentTacticalplanning

Strategicplanning

Operational SupportShort Term Plan

- Execution -Define & Execute

Procedures

Education

ResearchCommuni-cations

Standard DataInfrastructure

Institutional Data

Architecture

Coordinated DataStewardship

Repositories

Referencedata

Datamodels

Directory ofinstitutionalrepositories

Datadefinitions

Datastore

Dataaccess

Datasecurity

Technicalenvironments

DataPreservation Operational

data

Datastewards

Datacustodians

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.

Program Management

PoliciesOrganization -

oversightBest

practicesSelf-

assessmentTacticalplanning

Strategicplanning

Operational SupportShort term plan

- execution -Define & execute

procedures

Education

ResearchCommuni-cations

DataInfrastructure

Data architecture

Coordinated DataStewardship

Datastewards

Datacustodians

Repositories

Referencedata

The management of data through the use of common role definitions for data stewards and data custodians to ensure usability, accessibility, and quality.

The Data Stewardship LayerThe Data Stewardship Layer

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Operationaldata

Datastore

Dataaccess

Datasecurity

Technicalenvironments

DataPreservation

Program Management

PoliciesOrganization -

oversightBest

practicesSelf-

assessmentTacticalplanning

Strategicplanning

Operational SupportShort term plan

- execution -Define & execute

procedures

Education

ResearchCommuni-cations

Datainfrastructure

Data Architecture

Coordinated DataStewardship

Datastewards

Datacustodians

Repositories

Referencedata

The ongoing activities and functions of the Information Management Program: communication, training, research, and education.

The Operational Support LayerThe Operational Support Layer

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Operationaldata

Datamodels

Directory ofinstitutionalrepositories

DatadefinitionsTechnical

environments

Program Management

PoliciesOrganization -

oversightBest

practicesSelf-

assessmentTacticalplanning

Strategicplanning

Operational SupportShort term plan

- execution -Define & execute

procedures

Education

ResearchCommuni-cations

DataInfrastructure

Data architecture

Coordinated DataStewardship

Datastewards

Datacustodians

Repositories

Referencedata

The Program Management LayerThe Program Management Layer

Operationaldata

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Datastore

Dataaccess

Datasecurity

Technicalenvironments

DataPreservation

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.

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Institutional Repository

Coordinating Groups*

MembershipMembership

Institutional Repository

Coordinating Groups*

Informationmanagement

coordination &oversight

RochesterAdministrative

Council

ClinicalPractice

Committee

ResearchCommittee

EducationCommittee

Department ofFacilities and Systems Support Services

Existing IT Organizational Structure

CustodiansData Architects Repository DevelopersData Base AdministratorsData Center Operations etc

Information Management

ProgramCoordinator

Mem

bersh

ip

Mem

bersh

ip

Mem

ber

ship

Mem

ber

ship

Program Management

Program Management

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Program Management

PoliciesOrganization -

oversightBest

practicesSelf-

assessmentTacticalplanning

Strategicplanning

Operational SupportShort term plan

- execution -Define & execute

procedures

Education

ResearchCommuni-cations

Standard DataInfrastructure

Datastore

Dataaccess

Datasecurity

Technicalenvironments

Datapreservation

Institutional Data Architecture

Datamodels

Directory ofinstitutionalrepositories

Datadefinitions

Coordinated DataStewardship

Datastewards

Datacustodians

Repositories

Referencedata

Operationaldata

The IM Framework at MayoThe IM Framework at Mayo

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Journey for IM at MayoJourney 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

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

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Journey for IM for MayoJourney for IM for MayoDown 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

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

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Power, Politics, & ChangePower, Politics, & Change

• Economics 101

• Key executive stakeholders

• Timing & opportunity

• Managing workplace relationship

• Economics 101

• Key executive stakeholders

• Timing & opportunity

• Managing workplace relationship

$$

QQDD

SS

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Journey for IM at MayoJourney 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

“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

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What to Bring Home…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

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Questions & DiscussionQuestions & Discussion

Tim Brennan

200 First Street SW (OE 5-70)

Rochester, MN 55905

(507) 538-0061

brennan.timothy@mayo.edu

Tim Brennan

200 First Street SW (OE 5-70)

Rochester, MN 55905

(507) 538-0061

brennan.timothy@mayo.edu

Contact InformationContact Information