When deploying StratexPoint, there are two questions that are often asked (and we often ask our customers to consider).
- How much of our data should we aim to automatically extract and load into StratexPoint from Line of Business (LOB) systems vs manually updating data
- What data should we automate vs manually enter.
The simply answer is that as much data as possible should be extracted automatically from Line of Business and/or Data warehouse repositories and loaded into StratexPoint to minimise the cost and time of periodically updating items within your framework.
However, the real answer is a little more involved.
Whilst the general approach should be to automate as many data extracts and updates as possible, typically the items that have the highest level of data automation are indicators, and a general rule of thumb would be that you can expect to automate the extraction of this data and load up to 80% of your indicators. Indicators are generally relatively easy to automate because they are often derived from underlying business data which is routinely captured in an existing LOB system or Data warehouse.
When deploying StratexPoint there are always data sets that make up the strategic management and/or risk management framework which are normally only held in ad hoc spreadsheets. Equally information such as organisational structure and related accountabilities are also often held in spreadsheets or word documents rather than LOB systems. This framework and accountabilities data must be entered/imported manually and maintained. Typically, StratexPoint becomes the system of record of this type of data.
There are many item types within StratexPoint which are typically manually updated, again because the underlying data is not held within LOB systems. These include risks which are assessed using a qualitative, expert-led risk assessment; controls whose effectiveness are manually assessed or where control testing results are added; Initiatives, Actions, Audit Actions, Issues and Audit Issues which all have % Complete status that are typically manually updated. This is data that often doesn’t reside in any LOB system and with StratexPoint in place, StratexPoint becomes the system of record for this type of data.
In addition to extracting and automating the load of data into StratexPoint, data can be extracted from StratexPoint and loaded automatically into other systems. An example from a recent customer project was to use StratexPoint to capture and hold initiative status, initiative risk and control effectiveness data which is periodically extracted and automatically loaded into a corporate project management tool. In this case, StratexPoint provided an integrated suite of management reporting to senior management and the board who wanted to see strategic, operational process and initiative related status, risk and control assessment information within their reporting pack. By sending data back to the corporate project management tool, it also provided initiative status, initiative risk and control effectiveness information back to programme and project managers which enabled them to more effectively execute their individual project plans.
In another project example, StratexPoint was used to capture risk and control assessment data which was then aggregated as business unit level summaries which were automatically sent, at the end of the month, to the corporate data warehouse, enriching the available data for operational reporting.
As a closing recommendation, automate as many data updates as possible, leveraging existing LOB systems and/or data warehouses. For data, which is currently captured within ad hoc spreadsheets or other office documents, and not captured within a LOB system, manually capture this data using StratexPoint and make it, the system of record for this data going forward. And finally, consider how data captured and generated within StratexPoint can be leveraged to enrich operational data warehouses.