MAF 2017 to 2018 information management and information technology management methodology
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Methodology Overview
The Information Management and Information Technology Area of Management (IM/IT AoM) is the key Government of Canada (GC) assessment tool to support oversight of the management of GC IM & IT. The IM/IT functions support and enable common GC outcomes; with the growing focus on Open and Digital, IM and IT are increasingly interconnected.
At a high level, this integration:
- Demonstrates 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 overall objectives of the IM/IT 2017-18 MAF methodology are to:
- Measure demonstrated activity aligned with government priorities, including mature data management and enabling a single digital policy;
- Promote the increasing alignment of IM/IT projects with business outcomes (IM/IT as a means rather than an end);
- Foster cross-government collaboration to strengthen functional communities and promote continuous improvement; and,
- Encourage innovation in the use of IM to support business decisions, and in the use of IT to support new ways of enabling information reuse.
The outcome statements and the rationale for the indicators are included as part of the MAF questionnaire.
The 2017-18 MAF results will provide the following to the three key audiences listed below:
Deputy Heads:
- Indicate the overall maturity of key IM/IT activities, within departments and across the GC;
- Report on effective stewardship of information, data and technical infrastructure;
- Demonstrate the extent of integration of IM/IT with business functions within departments; and
- Assess the level of departmental alignment with overall government priorities.
Functional Communities:
- Provide opportunities to strengthen management capabilities and support Enterprise Transformation activities;
- Encourage greater alignment with evolving government-wide priorities;
- Highlight leading practices that strengthen functional communities and promote continuous improvement; and
- Help redefine the role of IM/IT to work more holistically in service of business requirements.
TBS:
- Provide information to assess departmental IM/IT maturity;
- Give an overview of assets owned and managed across government (including datasets, applications);
- Identify the state of IM/IT practices and performance across government, including systemic issues and challenges;
- Provide additional contextual information used for analysis and reporting; and
- Provide information related to Shared Services Canada.
The methodology was developed in consultation with the IM\IT community.
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.
Rationale: To assess the extent to which departments/agencies are adopting enterprise solutions for information lifecycle management.
Indicators and calculation method (where applicable) | Expected result | Policy reference | Evidence source and document limit | Category |
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It is expected that organizations manage a growing amount of their unstructured electronic information resources in designated corporate repositories. |
Department to provide response. A standard template to be provided by TBS 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.
Rationale: To assess the extent to which IM programs are supporting data management and Open Government activities.
Indicators and calculation method (where applicable) | Expected result | Policy reference | Evidence source and document limit | Category |
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Departments with data governance structure will ensure that data is effectively managed, : protected, and reused. |
Policy on Information Management 5.2 Directive on Open Government, Open Government Implementation Plan – appendix C |
If yes, the document that supports this statement (in whatever form – plan, deck, etc.) may be shared with all departments via GCtools as a ‘best practice’ to support capacity building. Document Limit: 2 |
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An up-to-date data inventory describes the scope of data holdings, which enables sound decision-making about data to release (prioritization, privacy considerations, clean-up requirements). |
TBS to Provide Response Document Limit: 0 |
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Departments are releasing new content to the open.canada.ca portal on an ongoing basis in support of GC transparency. |
TBS to Provide Response Document Limit: 0 |
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Maintaining and adding to datasets on open.canada.ca ensures the quality, reliability and timeliness of the content, in support of GC transparency. |
If yes, the document that supports this statement (in whatever form – plan, deck, etc.) may be shared with all departments via GCtools as a ‘best practice’ to support capacity building. Document Limit: 1 |
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Departments are more mature in their data management/ configuration capabilities and increase capacity of data usage by others. Useable and shareable data ensures greater potential value, reuse, and transparency. Datasets will be more useful. |
TBS to Provide Response Document Limit: 0 |
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Service standards manage expectations for consumers of open.canada.ca content, building trust and positive experiences for portal users. |
A requirement for service levels is not codified in the Directive on Open Government, but is a good and important practice. |
If yes, the document that supports this statement (in whatever form – plan, deck, etc.) may be shared with all departments via GCtools as a ‘best practice’ to support capacity building. Document limit: 1 |
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IM Internal Services Indicators
Indicators and calculation method (where applicable) | Expected result | Policy reference | Evidence source and document limit | Category |
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Departments and agencies deliver information management services and achieve results in an efficient manner. |
N/A |
TBS to provide response. |
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Departments and agencies deliver information management services and achieve results in an efficient manner. |
N/A |
TBS to provide response. |
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IT Applications
Outcome statement: IT/Business applications and services meet the needs of the program managers and system users.
Indicators and calculation method (where applicable) | Expected result | Policy reference | Evidence source and document limit | Category |
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IT investments are efficient, effective, and responsive to departmental priorities, program delivery, and business needs. |
Policy on the Management of Information Technology 4.1.10 |
TBS to Provide Response - IT Plan Document Limit: 0 |
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IT investments are efficient, effective and responsive to departmental priorities, program delivery and business needs. |
Directive on Management of Information Technology Appendix B |
TBS to Provide Response - IT Expenditures Report Document Limit: 0 |
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The GC has a clear understanding of the existing risk and investment residing in the GC applications landscape and how technology is supporting business outcomes. |
Directive on the Management of Information Technology 12.1.1 |
TBS to Provide Response - Application Portfolio Management Document Limit: 0 |
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A funded remediation plan is in place, articulating the approach and planned resources to implement necessary processes and infrastructure to support mission critical applications with low maximum allowable downtime. |
Policy on the Management of Information Technology 4.1.10 |
TBS to Provide Response - IT Plan and Application Portfolio Management Document Limit: 0 |
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Organizations should have a high system availability percentage for mission critical applications to ensure that critical services and programs for Canadians are not interrupted. |
Directive on the Management of Information Technology |
Department to provide response – showing derived calculation (numerators and denominator values) Document Limit: 1 |
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A funded remediation plan is in place articulating the approach and resources supporting the elimination of applications at the end of their lifecycle |
Policy on the Management of Information Technology 4.1.10 |
TBS to Provide Response - IT Plan and Application Portfolio Management Document Limit: 0 |
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Departments and agencies take an enterprise approach to managing and evaluating the heath of their portfolio of applications on a continual process to determine opportunities for common, government-wide solutions, as well as retire aging and at-risk applications. |
Directive on the Management of Information Technology 12.1.3 |
TBS to provide response - Applications Portfolio Management Document limit: 0 |
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IT Enterprise Architecture
Outcome statement: Departments and agencies make investments in IM/IT solutions that will further the ‘Whole of Government agenda as one Enterprise’.
Indicators and calculation method (where applicable) | Expected result | Policy reference | Evidence source and document limit | Category |
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Departments and agencies have a structured approach to identify and describe business needs and the information, applications, and technology that are required to enable them. |
Directive on the Management of Information Technology |
TBS to Provide Response via evidence submitted by departments in response to CIOB survey. Document Limit: 0 |
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Information Technology is fully aligned with business strategies and has a structured approach to identify and describe business needs the information, applications and technology that are required to enable them. |
Directive on the Management of Information Technology |
TBS to Provide Response via evidence submitted by departments in response to CIOB survey. Document Limit: 0 |
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IT Enterprise Priorities Alignment
Outcome statement: Information and Technology organizations are aligned and actively engaged in collaborative delivery of GC Enterprise priority initiatives.
Indicators and calculation method (where applicable) | Expected result | Policy reference | Evidence source and document limit | Category |
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SOA capability will enable the ability to exchange data and information between enterprise systems, departments and governments. |
Directive on the Management of Information Technology 5.1.2 |
Department to provide evidence: Departmental SOA standard (reference link or document) Document Limit: 1 |
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Interoperable APIs will enable the exchange of data and information between enterprise systems, departments, and governments. |
Directive on the Management of Information Technology 5.1.2 |
Department to provide evidence: List of APIs and their high level descriptions Document Limit: 1 |
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Implementing integrated, standardized solutions across departments will facilitate the retrieval, use and sharing of information and data that can be leveraged to help departments achieve their business objectives. |
Directive on the Management of Information Technology |
TBS to Provide Response - GC Enterprise Priority lead – CIOB IM/SSC Document Limit: 0 |
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IT Infrastructure and Operations
Outcome statement: Departments are proactive, gaining efficiencies and service quality, and are implementing technologies and processes that optimize costs and improve efficiencies.
Indicators and calculation method (where applicable) | Expected result | Policy reference | Evidence source and document limit | Category |
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The use of enabling technologies offers more innovative and responsive services to Canadians. |
Directive on the Management of Information Technology 5.2.4 |
TBS to Provide Response - Application Portfolio Management |
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Cloud pilot projects will test-drive requirements and determine the most suitable platform to meet government business, information, and security needs. |
Directive on the Management of Information Technology 5.2.4 |
Department to provide evidence: Service name; service type (based on NIST SP 500-292); and Lessons Learned Document limit: 3 |
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IT service portfolios and service catalogues clearly articulate service expectations for the services offered. |
Directive on Management of Information Technology 6.1.3 |
Departments to provide a Service catalogue as evidence Document limit: 1 |
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IT service portfolios and service catalogues clearly articulate service expectations for the services offered. |
Directive on Management of Information Technology 6.1.3 |
Departments to provide a Service catalogue as evidence Document limit: 1 |
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IT service portfolios and service catalogues clearly articulate service expectations for the services offered. |
Directive on Management of Information Technology 6.1.3 |
Departments to provide a Service catalogue as evidence Document limit: 1 |
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Departments maintain efficient and effective departmental IT management practices and processes |
Directive on Management of Information Technology 6.1.3 |
Department to provide evidence: A list of all Service Level Agreements and 3 SLA documents Document limit: 4 |
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Departments maintain efficient and effective departmental IT management practices and processes |
Directive on Management of Information Technology 6.1.3 |
Department to provide evidence: A list of all Service Level Agreements and 3 SLA documents Document limit: 4 |
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Departments maintain efficient and effective departmental IT management practices and processes |
Directive on Management of Information Technology 6.1.3 |
Department to provide evidence: A list of all Service Level Agreements and 3 SLA documents Document limit: 4 |
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Departments maintain efficient and effective departmental IT management practices and processes |
Directive on Management of Information Technology , 6.1.1, 6.1.3 |
Department to provide evidence: Signed SLA by business owner Document limit: 3 |
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Shorter resolution times lead to increased workforce productivity to deliver on programs and services. |
Directive on Management of Information Technology 6.1.1 |
Department to provide evidence: A fiscal year Incident Report as evidence (2016-17) Document Limit: 1 |
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Higher resolution rates by 1st level support leads to shorter issue resolution times and lowers overall support costs. |
Directive on Management of Information Technology 6.1.1 |
Department to provide evidence: A fiscal year Incident Report as evidence (2016-17) Document Limit: 1 |
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IT Internal Services Indicators
Indicators and calculation method (where applicable) | Expected result | Policy reference | Evidence source and document limit | Category |
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Departments and agencies deliver information technology management services and achieve results in an efficient manner. |
N/A |
TBS to provide response. |
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Departments and agencies deliver information technology management services and achieve results in an efficient manner. |
N/A |
TBS to provide response. |
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Acronyms
Acronyms | Spelled Out |
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MAF | Management Accountability Framework |
EX | Executive |
ADM | Assistant Deputy Minister |
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