Summary

Specify how measurement data is obtained and stored.

Description

Explicit specification of collection methods helps to ensure that the right data are collected properly. This specification can also help further clarify information needs and measurement objectives.

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

The supplier agreement specifies the measurement data the supplier must provide to the acquirer, in what format they must be provided to the acquirer, how the measurement data will be collected and stored by the supplier (e.g., retention period of data), how and how often they will be transferred to the acquirer, and who has access to data. Some supplier data may be considered proprietary by the supplier and may need to be protected as such by the acquirer. Also consider that some acquirer measurement data (e.g., total project cost data) may be proprietary and should not be shared with suppliers. An acquirer should plan for the collection, storage, and access control of sensitive data.

The acquirer should ensure that appropriate mechanisms are in place to obtain measurement data from the supplier in a consistent way. It is critical for the acquirer to insist in the supplier agreement on accurate data collection by the supplier for the acquirer’s measurement and analysis.

Example Work Products



  1. Data collection and storage procedures
  2. Data collection tools


Example Supplier Deliverables



  1. Recommendations for data collection and storage procedures


Subpractices



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



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 what, how, where, and when data will be collected and stored to ensure its validity and to support later use for analysis and documentation purposes.

 

Questions to be considered typically include the following:
  • Have required data collection requirements and applicable procedures been specified in supplier agreement standards and related documents?
  • 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 points of collection to repositories, other databases, or end users been established?
  • Who is responsible for obtaining 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 can include manual or automated forms and templates. Clear, concise guidance on correct procedures is available to those who are responsible for doing the work. Training is provided as needed to clarify processes required for the collection of complete and accurate data and to minimize the burden on those who provide and record data.

Create mechanisms to transfer data and process guidance from the supplier to the acquirer as appropriate. Data collection from a supplier can be integrated with periodic monitoring and review of supplier activities. Applicable standard report formats and tools to be used for reporting by the supplier should be specified in the supplier agreement.



5. Support automatic collection of data as appropriate and feasible.



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 data. They also may have useful insights about how to improve existing processes or may be able to suggest other useful measures or analyses.

Review data collection and storage procedures with potential suppliers throughout the solicitation. Update data collection and storage procedures, as appropriate, and obtain supplier commitment to collect and store measurement data and reference procedures in the supplier agreement.



7. Update measures and measurement objectives as necessary.