Environment Agency New assessment

Theme

Score

Data management processes

13 / 20

Knowledge & skills

2 / 10

Customer support & engagement

10 / 20

Investment & financial performance

8 / 15

Strategic oversight

8 / 10

Total

41 / 75
Download summary scores

Theme

Activity

Score

Goal

Data management processes

  • Data release process 4 3
  • Standards development & adoption 4 3
  • Data governance 4 3
  • Managing sensitive data 5 4

Knowledge & skills

  • Open data expertise 2 1
  • Knowledge management 2 1

Customer support & engagement

  • Engagement process 3 2
  • Open data documentation 5 4
  • Re-user support processes 3 2
  • Community norms 3 2

Investment & financial performance

  • Financial oversight 4 3
  • Dataset valuation process 3 2
  • Open data in procurement 4 3

Strategic oversight

  • Open data strategy 5 4
  • Asset catalogue 5 4
Download activity scores

Theme

Activity

Answers

Do you have a standardised release process for datasets?

Yes, there is a defined process that we follow to release data

Additional info

Formal guidance available for staff to follow to publish data externally.

How widely adopted is your release process?

The process has been rolled out in support of all key datasets

Additional info

Draft data publishing process used and developed in early 2016, process now formalised as official guidance.

Do you publish a release schedule for your datasets?

Yes, we have a release schedule, but it is only available internally

Additional info

charges removed release schedule & internally available schedule

Has your organisation published any open data?

Yes, we have published at least one dataset under an open licence

Additional info

Release 2000 datasets between 2015 and 2016, over 2000 datasets now available with records on data.gov.uk

How widely adopted are these technical standards in your organisation?

There are organisation-wide standards. These have been adopted for some datasets

Additional info

Creating Datasets guidance produced and published. Metadata standard published. Dataset naming standard published. Documents written on how we should release data.

Have you used technical standards to inform how you publish data or APIs?

Yes, we have identified a set of technical standards relevant to our data releases

Additional info

Technical standards inform publishing of spatial and non spatial data.

Does your organisation use standard code lists when publishing data?

No, we don't have a standard set of codes

Additional info

We have started to define our standard code lists but not formally published and integrated. Systems not always backdated with standards.

Do your dataset assets have a clear owner within the organisation?

Yes, there is a well-defined owner for each dataset

Additional info

Data owners (Custodians) identified and data allocated to them.

How widely adopted are your data governance processes?

The organisation has defined a data governance process and this has been widely adopted

Additional info

Embedded data governance processes since 2010. Broadly recognised and adopted across the organisation.

Do you measure data quality as part of the governance process?

Yes, the organisation has a process for reviewing data quality

Additional info

Data quality operational guidance available and data quality action plan process defined.

Does your organisation have processes for managing or governing datasets?

Yes, there are data governance processes, although they may not be standardised

Additional info

Data management maturity process established and progress assessed at business area level annually. Working on a data lifecycle approach.

Do you engage with re-users of your data to help improve quality?

No, we don't engage with re-users on data quality

Additional info

Our value added resellers clean data and feedback quality issues and engage with us. Reactive engagement. We don't widely engage with other users about data quality.

Do you conduct risk assessments on sensitive datasets prior to release?

Yes, a risk assessment is carried out for all sensitive datasets prior to publication

Additional info

Open data Risk Assessment & Approval for Access

Have you had to remove any sensitive data from a dataset prior to release?

Yes, we have had to remove sensitive data from a dataset prior to releasing it

Additional info

Approval for Access process and Open Data risk Assessment

What is your approach to removing sensitive data?

We have defined standard processes to anonymise and aggregate data, but these are not widely adopted

Additional info

Approval for Access guidance and data protection guidance

Do you regularly re-evaluate the risks of releasing datasets throughout their lifecycle?

Yes, we regularly re-assess datasets

Additional info

Annual review or as needed per dataset or in response to change in legislation

Do you regularly review the processes you use to anonymise data?

No, we are not routinely re-assessing our processes

Additional info

Ad hoc review.

Does your organisation provide any training to support the development of open data related skills?

No, if needs are identified these are handled on an individual basis

Additional info

Will be picked up as part of Defra skills framework

How does your organisation approach knowledge management?

There is no standard approach. Knowledge transfer happens on an ad hoc basis, e.g. at the end of projects or when staff change responsibility

Additional info

Knowledge Management approach is in development. dedicated project team.

Do you attempt to engage with re-users of your data?

Yes, we make some attempts to engage with re-users

Additional info

Dedicated (limited) resource to engage with reusers of data. Engage through twitter and social media. Independent Data Advisory Group set up to assist engagement.

Do you have a standard process for engaging with external re-users?

No, outreach is done on an ad hoc basis

Additional info

Standard process for engaging with known users but not for engaging unknown users.

Do you have a means by which re-users can request data for release?

Yes, we have a well-defined contact point for data requests

Additional info

Data.Info email account for data requests and Area Customer Engagement teams. Data Advisory Group members can also make requests.

Do you have a check-list or standard template that guides the creation of dataset documentation?

Yes, we have an organisational standards, although these may be tailored to the needs of specific datasets

Additional info

Metadata guidance and additional guidance on documentation.

Do you publish a standard set of metadata alongside the documentation?

Yes, we have defined a set of metadata which accompanies releases

Additional info

GEMINI standard metadata

Does your publication process include both the creation and ongoing maintenance of both metadata and documentation?

Yes, we have a work flow for maintaining documentation and metadata

Additional info

Included in data management maturity model and metadata update frequencies defined. we are beginning to audit updated frequency compliance.

How well documented are the datasets you have released?

All the key, high-value datasets are accompanied with metadata and documentation

Additional info

All large, complex/ popular data are well documented

Do you invite re-users to provide feedback on documentation to help guide improvements?

No, we review and maintain this documentation ourselves

Additional info

data,gov includes a facility for feedback.

Do you try to include some level of documentation when releasing data?

Yes, an appropriate level of documentation accompanies each dataset

Additional info

Metadata records for all data published. Some datasets have additional customer documentation accompanying.

Is the level of support available for a dataset clearly indicated to re-users?

No, we don't communicate any expectations around our support operation

Additional info

No formal support offered.

Do you provide any support for re-users?

Yes, we offer some support to re-users

Additional info

Part of overall engagement process with data users. Local queries managed at local level. No formal data support offered.

Do you acknowledge all datasets your organisation uses, regardless of whether this is required by licensing?

No, we only attribute as required

Do you have a standard process to ensure that you have the right to publish data provided by or derived from third parties as part of your open data?

Yes, we have a process of reviewing rights and ensure that our usage complies with those rights

Additional info

Third party IP is considered as part of Approval for Access process.

Does your organisation use any third-party open data?

Yes, we are consuming one or more open datasets

Additional info

Some open data standards used. Open datasets consumed also, e.g. ordnance survey data.

How are open data releases funded within your organisation?

Open data publication is routinely included as part of project funding and operational costs

Additional info

part of business as usual

Does your organisation track the financial costs and benefits of open data publication & re-use across projects?

No

Additional info

ad hoc collection of use examples

Does your organisation attempt to assign a value to datasets?

Yes, we make some attempts to identify or describe how our open data is valuable

Additional info

Financial value of data we previously sold is quantified. We also define value in use by others to gain environmental benefits

When do you assign a value to datasets?

Only after release, e.g. as part of identifying the value generated and as justification for ongoing investment

Additional info

We will be quantifying the cost of responding to information requests as a way of valuing release of data.

What is your approach for publishing open data when your rights in the data are unclear?

We retrospectively clear the rights so that we can open the data

Have you begun tailoring contracts or procurement activities to address data licensing issues?

Yes, we try to avoid the need to retrospectively clear rights

Additional info

guidance in place for procurement and project managers. also covered in data management maturity assessments. varied application of guidance.

Do you use open data capabilities as a differentiator between suppliers in procurement exercises?

Yes

Additional info

set out in project criteria.

Has your organisation drafted standard clauses for inclusion in contracts and ITTs that specifically relate to re-use rights and open data?

No

Has the organisation set measurable targets for assessing performance against strategy?

Yes

Additional info

embedded in data management maturity model. target for secretary of state open defra challenge. corporate scorecard measure.

Is there understanding around how open data publishing aligns with your organisation's strategy?

The organisation has a defined open data strategy

Additional info

some business units have identified and documented strategic benefits.

Is there clear responsibility and budget support for delivering the open data strategy?

Yes

Additional info

nominated leads and part of leadership on data overall

Does the organisation have a process for reviewing the alignment of its open data strategy with wider goals?

No

Does your organisation attempt to catalogue its data assets?

Yes, we attempt to catalogue our data assets

Additional info

Metadata catalogue and national dataset list

How widely are data assets catalogued?

There is an organisation wide asset catalogue and key data assets are listed in there

When planning new products/services is there a process of reviewing existing data assets before creating/acquiring new ones?

Yes

Additional info

We have corporate data acquisition plans and data flow mapping available as processes. Adoption of processes are varied.

Is there a review process that looks for efficiency savings by reducing overlaps between assets?

No

Additional info

Potential through data flow mapping, although not realised yet. Some work in progress to put in place a data acquisition model.

Theme

Activity

Improvements

Do you publish a release schedule for your datasets?

Yes, we have a release schedule, but it is only available internally

  1. Publicly share your release schedule to help re-users track when new and updated data will be available.

How widely adopted are these technical standards in your organisation?

There are organisation-wide standards. These have been adopted for some datasets

  1. Define a plan for increasing adoption of standards across the organisation. For example by making a review of suitable standards a part of the data governance and release processes.

Does your organisation use standard code lists when publishing data?

No, we don't have a standard set of codes

  1. Review your published and unpublished data to identify standard codes and identifiers that are common across the datasets.
  2. Publish any codes and identifiers that are specific to your organisation as open data.

Do you engage with re-users of your data to help improve quality?

No, we don't engage with re-users on data quality

  1. Review your existing communication channels to gather unused feedback and act upon it.
  2. Explicitly request existing re-users to give you feedback on the quality of your datasets.

What is your approach to removing sensitive data?

We have defined standard processes to anonymise and aggregate data, but these are not widely adopted

  1. Produce a plan for increasing adoption of standard processes internally.

Do you regularly review the processes you use to anonymise data?

No, we are not routinely re-assessing our processes

  1. Incorporate a review of risk assessment procedures and evolving best practices as part of the regular review of your data governance process.

Does your organisation provide any training to support the development of open data related skills?

No, if needs are identified these are handled on an individual basis

  1. Review the types of training and support that have already been provided internally, to identify the range of skills needed.

How does your organisation approach knowledge management?

There is no standard approach. Knowledge transfer happens on an ad hoc basis, e.g. at the end of projects or when staff change responsibility

  1. Identify the key pieces of information vital to ensuring that a dataset is well managed.
  2. Identify the key pieces of information vital to ensuring that a dataset is correctly used.
  3. Define ways to capture and share that information throughout the lifecycle of a dataset and project.

Do you have a standard process for engaging with external re-users?

No, outreach is done on an ad hoc basis

  1. Identify where in the process of releasing and updating your open data, engagement with users would be useful.
  2. During your release process, incorporate steps for communicating with re-users, and for ongoing follow-up subsequent to the release of a dataset.

How well documented are the datasets you have released?

All the key, high-value datasets are accompanied with metadata and documentation

  1. Identify ways to add basic documentation and metadata to all data as it is released.

Do you invite re-users to provide feedback on documentation to help guide improvements?

No, we review and maintain this documentation ourselves

  1. Identify how re-users can contact you to provide feedback on dataset documentation.
  2. Invite re-users to provide you with feedback on your open data documentation.

Is the level of support available for a dataset clearly indicated to re-users?

No, we don't communicate any expectations around our support operation

  1. Ensure that the support available for datasets is clearly documented, e.g. contact points are well signposted and that the appropriate expectations are set for turnaround times for requests for support.

Do you acknowledge all datasets your organisation uses, regardless of whether this is required by licensing?

No, we only attribute as required

  1. Be transparent about all of the open data your organisation uses, especially those from the public domain that may not legally require attribution.

Does your organisation track the financial costs and benefits of open data publication & re-use across projects?

No

  1. Ensure that financial costs of data releases are a standard part of the financial planning for all projects.
  2. Review the actual costs associated with open data releases to provide a baseline for future projects and releases.

When do you assign a value to datasets?

Only after release, e.g. as part of identifying the value generated and as justification for ongoing investment

  1. Review the data you are planning to release and ensure business cases and prioritisation are being driven by the expected value of the data.

Has your organisation drafted standard clauses for inclusion in contracts and ITTs that specifically relate to re-use rights and open data?

No

  1. Create standard clauses relating to re-use rights and open data to be used, as appropriate, in contracts and invitations to tender.

Does the organisation have a process for reviewing the alignment of its open data strategy with wider goals?

No

  1. Institute a regular review of your open data policies and strategy to ensure that it aligns with organisational goals.

How widely are data assets catalogued?

There is an organisation wide asset catalogue and key data assets are listed in there

  1. Produce a plan to extend the survey to include all data assets, not just the most important datasets.

Assessor:Lisa Allen

Completed on Monday, 21st November 2016

Started on Friday, 18th November 2016