Information management and data management are two related strategies for transforming data into useful information that can inform agency decision making.
Information management is defined by the Association for Project Management (APM) as “the collection, storage, dissemination, archiving and destruction of information.”14 Federal Highway Administration (FHWA) Transportation Performance Management (TPM) Toolbox defines data management as “… encompass[ing] a set of coordinated activities for maximizing the value of data to an organization. It includes data collection, creation, processing, storage, backup, organization, documentation, protection, integration, dissemination, archiving and disposal.”15
Data management is necessary, but not sufficient, to inform decision making in the absence of closely related information management strategies. As described in NCHRP Research Report 920 – Management and Use of Data for Transportation Performance Management: Guide for Practitioners: “For many agencies, the problem is not a lack of data; it is a lack of capabilities to transform available data into useful information. This requires deliberate effort at all stages of the data life cycle, from specification through analysis to make sure that data is of sufficient quality; and that it can be integrated, visualized and used to provide insights. Having people with the right skills and experience to carry out these activities is essential.”
In this guidebook, we include strategies for information technology (IT) management under the “information management” umbrella because IT management improvements are integral to getting more value from data and information.
Information and data management strategies ensure the effective and efficient use of information and data to inform agency decision-making and outcomes. These strategies include the processes, systems, policies, practices and procedures associated with managing the agency’s critical information and data throughout their lifecycle.16
By actively managing its information and data, the agency can ensure good data stewardship, and valid, reliable and accessible information for fully informed decision making across the organization.
Information and data management strategies include:
• Strategic planning for IT initiatives
• Information Technology and data governance
• Data integration platforms and processes
• Data services for enabling access to data that exists in various locations
• Business intelligence and analytics solutions and services for data visualization, analysis and communication
• Agile software development methodologies
• Cloud solutions such as software-as-a-service
• IT project and service portfolio management tools and processes to track and prioritize efforts
Table 3.4 includes examples of the subcategories of information and data management, along with the associated activities and the mission critical capabilities that are built using them
Table 3.4 Information and Data Management Strategies
| Strategy subcategory | Sample Activities | Capabilities Addressed |
|---|---|---|
| IT Strategic Planning | Creating an IT strategic plan linked to the agency strategic plan | Aligning Skills to Needs Agility & Resilience Technology Adoption Transparency Operations Focus |
| IT and Data Governance | Establishing information- and data-related governance structures and processes | Agility & Resilience Technology Adoption Transparency Operations Focus |
| Enterprise Data Integration/Data Services | Creating a data warehouse Creating Application Programming Interfaces (APIs) for open data access | Agility & Resilience Technology Adoption Transparency Operations Focus |
| Business Intelligence/Analytics | Establishing an Analytics Center of Excellence to provide services and training to business units | Aligning Skills to Needs Agility & Resilience Technology Adoption Transparency Operations Focus |
| Agile Development | Establishing Agile software development processes featuring a series of incremental “sprints” based on prioritized user stories. | Agility & Resilience Technology Adoption |
| Cloud Solutions | Pursuing software as a service (SaaS) and platform as a service (PaaS) solutions for selected applications to provide flexibility and facilitate maintenance and updates. | Agility & Resilience Technology Adoption Transparency Operations Focus |
| Project and Services Portfolio Management | Tracking the status of technology projects and services and prioritizing additions based on business needs and available resources. | Agility & Resilience Technology Adoption Transparency |
Texas DOT (TxDOT) has developed a comprehensive data and information management system and collaborative performance implementation approach to overcome siloes that limited information-sharing in the past and to address MAP-21 performance requirements in collaboration with its MPOs.
The agency’s Information Management Division provides innovative IT and strategic information resource planning services.
Their “OneDOT Data Shop” provides a coordinated inventory of information and data sets used by the agency and its MPOs for collaborating on planning and decision making. This resource includes:
• State and federal financial information
• Census data
• Economic trends
• Letting and work plans
• Program reports
• Project statuses17, 18