MAF 2016 to 2017 information management and information technology management methodology
Table of contents
Methodology overview
The Information Management and Information Technology (IM/IT) combined Area of Management:
- Reflects that information and technology jointly enable program and service delivery and support decision-making;
- Acknowledges current alignment of these functions in departments (two thirds of departments combine the role of Chief Information Officer (CIO) with the Information Management Senior Officer (IMSO)); and
- Recognizes the shift towards a government-wide approach for data, information, and technology to deliver on priorities.
The MAF will provide Deputy Heads and TBS with an organizational and government-wide view of Information and Technology, allowing for the identification and sharing of leading practices.
Objectives:
- Provide an organizational and government-wide view of the state of Information Management (IM) and Information Technology (IT) Management.
- Ensure appropriate stewardship of information and technology resources across the Government of Canada (GC).
- Facilitate alignment of information and technology resources to GC programs and services
- Assess progress against GC enterprise priority milestones.
- Enable departments to strengthen IM/IT management capabilities.
- Establish services performance measures
- Identify and share leading practices to strengthen functional communities and promote continuous improvement.
Note:
- Sources of evidence submitted for the MAF process must be uploaded to the MAF Portal. Evidence cannot be submitted via email to TBS.
- Sources of evidence submitted for the MAF process must be final. Draft documentation will not be accepted by TBS.
Questionnaire
IM stewardship
Outcome statement: Departments and agencies develop and implement strategies and plans to effectively manage information assets to deliver on programs, services and Government of Canada (GC) priority initiatives.
Indicators and Calculation Method (where applicable) | Expected Result | Policy Reference | Evidence Source and Document Limit | Category |
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All organizations are expected to have a Deputy Head approved IM Plan. |
IM Plan Evidence of DH approval Document Limit: 2 |
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The Directive on Recordkeeping compliance deadline was . The compliance threshold is 100%. |
TBS to Provide Response Document Limit: 0 |
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It is expected the percentage of completed planned disposition of paper records in 2015-2016 will be greater than the percentage completed in 2014-2015. | Directive on Recordkeeping, 6.1.3 |
Disposition Plan applicable for fiscal year 2015-2016 Paper Disposition Log / Activity Tracker for fiscal year 2015-2016 Document Limit: 2 |
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It is expected the percentage of completed planned disposition of paper records in 2015-2016 will be greater than the percentage completed in 2014-2015. | Directive on Recordkeeping, 6.1.3 |
Electronic Disposition Log / Activity Tracker for fiscal year 2015-2016 Document Limit: 1 |
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IM program / service enablement
Outcome statement: Information resources are effectively leveraged to support the department’s or agency’s programs and services.
Indicators and Calculation Method (where applicable) | Expected Result | Policy Reference | Evidence Source and Document Limit | Category |
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Completed data inventories were to be released on open.canada.ca on or before . |
TBS to Provide Response Document Limit: 0 |
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It is expected the number of data sets released in 2016-2017will be greater than the number released in 2015-2016. |
TBS to Provide Response Document Limit: 0 |
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Repositories
Indicators and Calculation Method (where applicable) | Expected Result | Policy Reference | Evidence Source and Document Limit | Category |
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Rationale: Provides an overview of the implementation of a designated corporate repository, such as GCDOCS, which enables employees of a department or agency to effectively and efficiently create, retrieve, find, and share electronic records. Also provides insight into maturity of electronic recordkeeping practices. Calculation of measure: Volume in gigabytes (GB) of all designated corporate repositories for unstructured electronic information resources divided by Total volume in GB of all repositories for unstructured electronic information resources Note: The evidence submitted must be the department’s full inventory of repositories covering information in all formats. It must also include details of the size (e.g.GB, meters) of each repository enabling TBS to validate the response for Questions 7.1, 7.2, 7.3, and 8. |
It is expected that organizations are able to report on the full size and scope of their unstructured electronic information holdings. It is expected that organizations manage 100% of their unstructured electronic information resources in designated corporate repositories. |
Inventory of Repositories Document Limit: 1 |
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It is expected that organizations are able to report on the full scope and size of their paper holdings. |
Inventory of Repositories Document Limit : 0 |
Descriptive Statistic |
IT stewardship
Outcome statement: Departments and agencies develop and implement strategies and plans to effectively manage information and technology assets to deliver on programs, services and Government of Canada (GC) priority initiatives.
Indicators and Calculation Method (where applicable) | Expected Result | Policy Reference | Evidence Source and Document Limit | Category |
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All organizations are expected to provide an annual IT Plan. |
Directive on the Management of IT, currently under revision as part of Policy Suite Renewal |
TBS to Provide Response - IT Plan Document Limit: 0 |
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All organizations are expected to provide an annual IT Expenditure report. |
Directive on the Management of IT, currently under revision as part of Policy Suite Renewal |
TBS to Provide Response - IT Expenditures Report Document Limit: 0 |
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All organizations are expected to provide an inventory of all applications. |
Directive on the Management of IT, currently under revision as part of Policy Suite Renewal |
TBS to Provide Response - Application Portfolio Management Document Limit: 0 |
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All organizations are expected to provide a Sustainability Plan within their IT Plan. |
Directive on the Management of IT, currently under revision as part of Policy Suite Renewal |
TBS to Provide Response - IT Plan and Application Portfolio Management Document Limit: 0 |
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All organizations are expected to provide an End-of-Life Retirement Plan within their IT Plan. |
Directive on the Management of IT, currently under revision as part of Policy Suite Renewal |
TBS to Provide Response - IT Plan and Application Portfolio Management Document Limit: 0 |
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IT program / service enablement
Outcome statement: Technology resources are effectively leveraged to support the department’s or agency’s programs and services.
Indicators and Calculation Method (where applicable) | Expected Result | Policy Reference | Evidence Source and Document Limit | Category |
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All organizations are expected to regularly report the status of IT-enabled projects to appropriate internal governance bodies. |
Policy on Management of Information Technology 6.1.4 |
Departmental response Document Limit: 10 |
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All organizations are expected to identify estimated SSC service costs within their IT Plan. |
Directive on the Management of IT, currently under revision as part of Policy Suite Renewal |
TBS to Provide Response - IT Plan Document Limit: 0 |
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All organizations are expected to regularly inform authorized individuals on expectations for acceptable use; electronic network monitoring practices being applied; and the consequences for unacceptable use. |
Policy on Acceptable Network and Device Use (PANDU); Guideline on Acceptable Network and Device Use |
Departmental Communications Document Limit: 3 |
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Enterprise priorities alignment
Outcome statement: Information and Technology organizations are aligned and actively engaged in collaborative delivery of GC Enterprise priority initiatives
Rationale pertaining to questions below: Provides an understanding of the state of departmental progress on the GC IM/IT Enterprise IT Modernization priorities. Modernization priorities aim to increase efficiency and effectiveness of IT solutions in support of program and service delivery while reducing IT implementation and operations costs.
Indicators and Calculation Method (where applicable) | Expected Result | Policy Reference | Evidence Source and Document Limit | Category |
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This question is included to assess progress toward elimination of all Windows Server 2003 OSIs by . |
N/A |
TBS to Provide Response – Application Portfolio Management Document Limit: 0 |
Management Milestones |
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This question is included to assess overall progress toward completion across the Government of Canada. |
TBS to Provide Response - GC Enterprise Priority lead Submitted evidence Document Limit: 0 |
Management Milestones |
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This question is included to assess overall progress toward completion across the Government of Canada. |
Directive on the Management of IT, currently under revision as part of Policy Suite Renewal |
TBS to Provide Response - GC Enterprise Priority lead Document Limit: 0 |
Management Milestones |
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This question is included to assess overall progress toward completion across the Government of Canada. |
Directive on the Management of IT, currently under revision as part of Policy Suite Renewal |
TBS to Provide Response - GC Enterprise Priority lead Document Limit: 0 |
Management Milestones |
IM/IT leadership and workforce capacity
Outcome statement: Information Management and Technology organizations have the leadership capacity to achieve GC enterprise transformation objectives and address departmental priorities
Indicators and Calculation Method (where applicable) | Expected Result | Policy Reference | Evidence Source and Document Limit | Category |
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As a best practice, 100% of the organization’s IM/IT executives are expected to have completed the IM/IT Talent Management sub-questionnaire |
N/A |
TBS to provide response - OCHRO Executive Talent Management System (ETMS) data Document Limit: 0 |
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As a best practice, 100% of the organization’s IM/IT executives are expected to have completed the IM/IT Talent Management sub-questionnaire |
N/A |
TBS to provide response - OCHRO Executive Talent Management System (ETMS) data Document Limit: 0 |
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As a best practice, 100% of the organization’s IM/IT executives are expected to have completed the IM/IT Talent Management sub-questionnaire |
N/A |
Departments to provide the number of IM/IT executives in place as of |
Descriptive Statistic |
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Organizations are expected to have a strategic succession plan in place for the position of Chief Information Officer. |
TBS to provide response - OCHRO Executive Talent Management System (ETMS) data ETMS Questionnaire: “Do you have a longer term succession plan in place for this position?” Document Limit: 0 |
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Service performance
Outcome statement: Achieve excellence in IT services to ensure they are client-centred and efficient.
Rationale pertaining to questions below: Measurement of service performance is essential for maintaining efficient and effective client-centred services that support achievement of program delivery objectives.
Indicators and Calculation Method (where applicable) | Expected Result | Policy Reference | Evidence Source and Document Limit | Category |
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Organizations should strive for short times to repair workplace technology device related incidents. |
N/A |
Departmental Response Document Limit: 1 |
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Organizations should strive to have a high percentage of incidents resolved by 1st level support for workplace technology device related incidents. |
N/A |
Departmental Response Document Limit: 1 |
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Organizations should strive for a high value for health of the inventory of applications |
TBS to provide response - Applications Portfolio Management Document limit: 0 |
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Glossary
- Disposition Plan
- Internally approved documented business processes that outline the methodology for disposing of information resources of business value (IRBV) in all formats. It may also include variations in rules and steps for specific information resources. See: Guidance on Information Management: Disposition
- Disposition Log/Activity Tracker
- Evidence which quantifies progress on the implementation of a department’s or agency’s documented disposition plan for IRBV with expired retention periods and for which the department or agency has the authority to dispose. See : Guidance on Information Management: Disposition
- Corporate Repository
- A designated corporate repository is one that is available to all employees and in which information resources of business value (IRBV) are captured, preserved, and managed throughout the entire lifecycle (e.g. RDIMS, GCDOCS). SharePoint is a collaboration tool, not a corporate repository. See : Guidance on Information Management: Repositories
- Unstructured Information
- Digital information that is often created in free-form text using common desktop applications such as e-mail, word-processing, or presentation applications.
- A “mission critical application”
- A business application that is, or supports, a critical service. A “critical service” is a service whose compromise in terms of availability or integrity would result in a high degree of injury to the health, safety, security or economic well-being of Canadians, or to the effective functioning of the government.
- Enterprise Initiative Priority status
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- Not Participating
- department has opted out of the initiative or is not engaged with the initiative lead with plans for adoption of the initiative
- Participating
- Plans for adoption are approved and resourced or a commitment has been made for adoption based on an agreed to future schedule
- Users onboarded
- All departmental users have access to and are utilizing the functionality considered essential to obtaining the benefits of the initiative on the enterprise solution
- Legacy decommissioned
- systems and infrastructure that the adoption of the initiative replaces have been shut down or repurposed
- Workplace Technology Devices (WTD)
- Includes end-user devices such as personal computers, laptops and tablets and printing products such as printers and scanners. It also includes software for the operation and support of devices, connectivity, office productivity suite and security, to provide the basic functionality needed by users.
- Mean time to resolve (MTTR)
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A service level metric for desktop support that measures the elapsed time from when an incident is reported until the incident is resolved, business hours and not clock hours.
References: ITIL KPIs Incident Management; Mean Time to Resolve
- First level (first-line) support
- is the first level in a hierarchy of support groups involved in the resolution of incidents. Each level contains more specialist skills, or has more time or other resources. First level is the central point of contact for all IT issues.
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