Specify how measurement data will be obtained and stored.

Explicit specification of collection methods helps ensure that the right data are collected properly. It may also aid in further clarifying information needs and measurement objectives.

Proper attention to storage and retrieval procedures helps ensure that data are available and accessible for future use.

Typical Work Products

1.    Data collection and storage procedures

2.    Data collection tools

Subpractices

1.    Identify existing sources of data that are generated from current work products, processes, or transactions.

Existing sources of data may already have been identified when specifying the measures. Appropriate collection mechanisms may exist whether or not pertinent data have already been collected.

2.    Identify measures for which data are needed, but are not currently available.

3.    Specify how to collect and store the data for each required measure.

Explicit specifications are made of how, where, and when the data will be collected. Procedures for collecting valid data are specified. The data are stored in an accessible manner for analysis, and it is determined whether they will be saved for possible reanalysis or documentation purposes.

Questions to be considered typically include the following:

·   Have the frequency of collection and the points in the process where measurements will be made been determined?

·   Has the timeline that is required to move measurement results from the points of collection to repositories, other databases, or end users been established?

·   Who is responsible for obtaining the data?

·   Who is responsible for data storage, retrieval, and security?

·   Have necessary supporting tools been developed or acquired?

4.    Create data collection mechanisms and process guidance.

Data collection and storage mechanisms are well integrated with other normal work processes. Data collection mechanisms may include manual or automated forms and templates. Clear, concise guidance on correct procedures is available to those responsible for doing the work. Training is provided as necessary to clarify the processes necessary for collection of complete and accurate data and to minimize the burden on those who must provide and record the data.

5.    Support automatic collection of the data where appropriate and feasible.

Automated support can aid in collecting more complete and accurate data.

However, some data cannot be collected without human intervention (e.g., customer satisfaction or other human judgments), and setting up the necessary infrastructure for other automation may be costly.

6.    Prioritize, review, and update data collection and storage procedures.

Proposed procedures are reviewed for their appropriateness and feasibility with those who are responsible for providing, collecting, and storing the data. They also may have useful insights about how to improve existing processes, or be able to suggest other useful measures or analyses.

7.    Update measures and measurement objectives as necessary.

Priorities may need to be reset based on the following:

·   The importance of the measures

·   The amount of effort required to obtain the data

Considerations include whether new forms, tools, or training would be required to obtain the data.