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Statistical business process model
Statistics Finland has adopted a process model based on the GSBPM. We also aim to develop our model according to the lines adopted in GSBPM development. In our model however, we have come up with a solution which differs from the GSBPM in two respects: 1. To deal efficiently with the output of the business process, we have divided the end part of the business process into three different processes. These are: 1) the production of basic statistical output, 2) production of ready-made products for specific user groups, and 3) production of tailor-made services for customers. The output of the statistics production process is defined as basic publishing of statistics on the web and production of printed publications, which are intended for general use.
Of these three processes, of course, the statistics production process is the most important. The description of the two other processes aims at using the same method as the description of the statistical business process.
We feel that this solution puts focus on product development and the management of customer service. The main effects of this solution are seen in the content of the Dissemination phase, which in our model is structured in a way different from that of the GSBPM.
2. We have defined archiving as an overarching process with a close connection to metadata development and use. A corresponding solution has been made by some other countries, too.
The model was developed on the basis of our technical production model work on the one hand and on our marketing work and segmentation on the other. In 2009 we were able to link our work to the GSBPM, which has proved to be a useful model and method worth applying.
The process map was authorised on the first level of processes in the beginning of 2009. The process description includes a description of the second level, but it is not formally authorised, because we think it would be better to leave room for flexibility if operating procedures or tools require modification.
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In the near future, the work is aimed at developing a process-oriented management practice in connection with the practices of management by results. It also requires the production of a process handbook containing the most important rules for procedures and quality criteria for the various phases of the processes.
Metadata used/created at each phase
Metadata are used to inform the users of data what the statistics describe and how they are realised. With data descriptions, classifications and definitions of variables it is ensured that statistics are mutually comparable. Quality and methodological descriptions help the user to assess the reliability of the statistics and their suitability to various use purposes.
At the same time, metadata are needed in order to organise production of statistics in an efficient way. Timetables, data concerning the state of the data set and supplementary notes to the data set are necessary in interaction between those involved in the statistics production. Process indicators, such as data concerning the effectiveness of editing, help to focus measures on the right matters.
In the production processes, the same metadata have to be used again in different process stages. For example, variable descriptions needed in table headings can be produced by inheriting them from those descriptions that were made in data planning and that have possibly been updated in the course of the production process.
Persons involved in the production of the statistics at the practical level do not often even realise they are working with metadata. Metadata are processed similarly in the course of work as other information. Metadata exist but they are not necessarily managed and described in the best possible way, so they cannot be exploited to the full.
In future development the importance of metadata and its application will be stressed in every phase of statistical processes. At present, there are information systems which use both statistical and process metadata in all the phases of data production, but it is by no means standard in data production. For example, annual census data are processed by using metadata in every production phase from data collection to data dissemination. As a whole, metadata are mostly used in the data dissemination phase. That is the area where the development of metadata systems has been stressed also because of the wide use of the Internet as a data dissemination medium. The main goal in metadata use in future years will be in the middle phases of data production, namely data processing. This also lays stress on the use of process metadata.
As stated above, the development of metadata and metadata systems will in future be carried out by applying the metadata model processed by Statistics Finland, the CoSSI model. The metadata model consists of modules for different categories of metadata. The challenge in the near future will be creating a module for process metadata and using the modules of document, statistical, classifications and table metadata in new metadata tools.
Metadata relevant to other business processes
There are of course business processes which help the budgeting and the follow-up of the yearly action plans of the statistical units also including the action plan of the statistical office itself.
In personnel administration there are various business processes for managing human resources and their optimal allocation to various projects. For instance, time allocation systems are in place, consisting of work time allocation to different tasks or projects, overseeing absences, etc. (sick leaves, holidays).
These business systems include a great amount of metadata about the projects and personnel. At present, they are not as optimally integrated into statistical process management as they could be, but that could be remedied in the future. For example, document-specific producer information could be obtained straight from the personnel data systems.