Office of Financial Management
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Open Data Plan

October 2016

The Office of the Chief Information Officer (OCIO) adopted an Open Data Policy that directs state agencies to develop, implement and maintain an open data plan by October 1, 2016.  Agencies also must report to the OCIO at least every twelve months on the status, progress and evolution of their plans.

As part of its core mission, the Office of Financial Management (OFM) performs research and analysis on a vast array of topics.  We are committed to ensuring public access to the data created, received and transmitted by our agency.  By making data available in an open and readily usable format, we facilitate transparency in government and enable the public and policymakers to engage in our work and make better decisions. 

OFM will actively support and promote open data in our work as outlined in this plan.

Principles

OFM commits to these core principles:

Plan Representatives

Stacey Scott, Assistant Director for Data and Technology, is the Open Data Plan representative.  She will guide implementation of this plan and monitor the agency’s progress.  Other OFM employees will have a role in implementing elements of the plan as outlined below. 

In addition, Stacey will facilitate the review and evaluation of this plan on an annual basis.  Revisions will be proposed to the OFM Management Team whenever necessary.

Definitions

This plan is based upon the following definitions provided in OCIO’s open data policy.

Data means final versions of statistical or factual information that:

Data set is a named collection of related records maintained on a storage device, with the collection containing data organized or formatted in a specific or prescribed way, often in tabular form.

Open data means public data that are freely available, machine readable, and structured in a way that enables the data to be fully discoverable and usable by end users.  Open data does not include:

Strategies and Procedures

  1. OFM will incorporate public access when acquiring, redesigning or rebuilding information systems. 
    • Decision packages for information systems submitted for review by OCIO will include open data as a component of the system design.  
    • Project changes or updates discussed and approved at OFM IT Portfolio Committee meetings will include consideration of public access.  
    • We will create a list of our agency’s principal databases, noting whether they provide electronic public access.  (Data and Technology) 

  2. OFM will coordinate technology planning across agency boundaries to facilitate electronic access to state data by:
    • naming the Assistant Director for Data and Technology responsible for overseeing our open data efforts and reporting outcomes and results to OCIO at least every twelve months.  
    • providing oversight of select technology services that interconnect agency systems.  (Data and Technology)
    • compiling and publishing a forward-looking list of significant upcoming data releases and updates.  (Data and Technology) 
    • identifying staff in each OFM division who will be responsible for management of data, including open data or specific data sets.  (All assistant directors) 

  3. OFM will develop processes to determine which information the public most wants and needs by:  
    • engaging strategic partners whenever possible for suggestions on which datasets to prioritize.  (All divisions)
    • tracking the number of hits on select agency webpages.  (Communications)
    • reviewing the dates and topics of public records requests to determine whether the most frequently requested data can be posted online.  (Legal and Legislative Affairs) 
    • maintaining a list of research and data requests received.  (Forecasting & Research)  Note:  ERDC already does this.  

  4. OFM will develop and use the following methods to readily withhold or redact non-disclosable data.   
    • In 2017, all OFM staff will be trained on public records requirements and procedures, including approved methods to withhold non-disclosable data.   (Legal and Legislative Affairs)  
    • The agency will develop standards to apply to datasets before opening those that may contain real or potential personal identifiers.   (Data and Technology)
    • Pursuant to RCW 43.105.365 and Executive Order 16-01, we will continue to examine our data retention practices and retain personal information only as long as needed to carry out the purpose for which it was originally collected or the minimum period required by law.  Our practices also will adhere to the state general retention schedules adopted in 2016 (Version 6.0), which made numerous changes in how data should be handled.   (All employees)

  5. OFM will develop and employ technical mechanisms for posting open data by:>
    • identifying IT tools necessary for extracting, transforming and loading datasets to our websites.  (Data and Technology)
    • publishing and posting a list of open datasets that includes their website locations.  (Data and Technology)
    • requiring assistant directors to name a person in their unit who will be responsible for posting these datasets and communicating updates to the Data and Technology unit for purposes of maintaining the open data inventory.  (All assistant directors/Data and Technology)

Relevant law and resources

OFM Open Data Inventory [Excel spreadsheet]
OCIO Policy 187 - Open Data Planning
Electronic access to public records – RCW 43.105.351