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CMI 318 Task 1: Understand the reasons for collecting data and information.

The collection of data and information is an essential tool for sound decision-making in our lives. This occurs both in our personal and professional lives. With a good understanding of the rationales behind collecting data and information, we will be sure that we collect the right kind of data to apply them to a certain advantage.

AC 1.1 Explain the reasons why organizations collect data and information.

Organizations collect data and information for several purposes, including the following:

• For informed decision-making: It makes them use the right decisions based on an understanding of trends, patterns, and associations. That way, they recognize their problems and opportunities to make the optimum resource utilization.
• Data and information may be used to gauge an organization’s performance in respect to its set goals and objectives. Organizations thus get enlightened on areas in which they are performing well and areas they need to improve upon.
• Using data and information to understand the customers: Letting firms know better about their customers, their needs, and how they behave will be possible through data and information. It will make it possible for an organization to develop better products and services that appeal to the customers as well as market them more effectively.
• Some data and information are collected to help organizations comply with laws and regulations. For example, most organizations should collect data relating to their employees, customers, or suppliers in compliance with the anti-discrimination or anti-corruption laws.

CMI 318 Task 2: Know the types and use of data and information used by organizations.

AC 2.1 Explain the differences between data and information.

Identify between primary and secondary data and information sources in research.

• Primary sources are firsthand accounts of an incident or experience. In other words, raw evidence comes directly from the source. These include eyewitness testimony, official records, and personal correspondence.
• Secondary sources are analyses or interpretations of primary sources, such as biographies, and history books. Sometimes a combination of both kinds of sources has to be used for information to be both clear and full.

In other words, when investigating a historical occurrence, one will begin with a summary obtained through a secondary source account to get an overview of the event before using primary sources like diaries or letters in a search to understand more intimately what actually took place. In this manner, scholars may benefit from a more comprehensive understanding of their chosen subject matter when they utilize both primary and secondary sources.

AC 2.2 Explain the types and use of quantitative and qualitative data and information.

Quantitative data is measurable data. This type of data includes aspects like height, weight, or temperature; it is basically data that can be measured and quantified. The uses of quantitative data include mainly measuring population growth and possibly economic activity.

Qualitative data cannot be easily measured or quantified, such as opinions, attitudes, or behaviors. It often serves to understand customer satisfaction and employee morale.

Both quantitatively and qualitatively, knowledge about the world is deeply accrued. Quantitative data helps to understand the world by giving us objectivity over facts and figures. Qualitative data assists in handling subjective experiences and perceptions.

CMI 318 Task 3: Know how to manage data and information.

AC 3.1 Explain the legal and organizational requirements for managing data and information.

Legal requirements in respect of data and information handling:

There are a number of legislations that detail how data and information should be dealt with. Some of these include:

• The Data Protection Act 1998 – This Act has stipulated the rules regarding the collection, use, and protection of personal data.
• The Freedom of Information Act 2000 – This Act allows people the right to request information from public bodies.
• Environmental Information Regulations 2004– These Regulations grant a right for any individual to request environmental information from public bodies.
• Organizational needs for managing data and information:

Apart from legal requirements, there are also the rules and procedures of an organization governing the management of data and information. Because organizations might have different opinions on how to manage data and information, they could be said to have some form of data retention policies or security protocol for their procedures.

AC 3.2 Identify organizational roles and responsibilities for managing data and information.

Different organizations will have several roles and responsibilities regarding managing data and information. Such roles can be assigned to specific individuals or teams, or they may fall under the remit of a general manager. Typical roles and responsibilities include:

• Data entry – Responsible for inputting data into the organization’s systems
• Data storage – responsible for ensuring that data is stored securely and can be retrieved when needed.
• Data Security ensure no illicit acquisition or view of data. 
• Data analysis is responsible for analyzing data for insights or decision-making. 
• Data Reporting generates reports from data analyses.

Here are a few of the common roles and responsibilities that come along with data management. The particular roles and responsibilities would depend on the size, structure, and nature of data an organization deals with.

AC 3.3 Outline approaches for checking data and information against organizational needs.

There are a number of ways that organizations ensure data and information meet their needs. Of these, these include:

• Data audits – Regular scrutinization of data to verify its accuracy and completeness.
• Data Cleansing – This could include the data cleansing process involving identifying and rectifying errors in data.
• Data quality assessment –  quality assessment refers to the act of measuring data against a set of standards.

These would enable the organizations to ensure that the data they are using is of the highest quality and meets their needs.

AC 3.4 Discuss methods used to organize data and information.

There are different ways of data and information categorization. These include:

• Data classification-The procedure of categorizing data into categories
• Data tagging– It refers to adding metadata to data so that it can be made more searchable.
• Data Normalization-Standardization of data to make it as consistent as possible.
• Data aggregation– It refers to an amalgamation of data obtained from several sources.

These approaches allow organizations to handle and understand their data better.

AC 3.5 Outline challenges of managing data and information.

Some of the challenges which are associated with data and information management include the following;

• Data growth – the amount of data being created is growing at a very high rate, making its management challenging
• Quality of data-with so much data, it could be difficult to ensure all data collected is of good quality and up-to-date.
• Data security – with more data being stored electronically, there is a higher risk of it being stolen or lost.
• Data governance – with more data being shared across organizations, this becomes somewhat tricky to ensure proper usage

The above challenges may make it uneasy to solve the data management problem facing organizations. However, there are numerous steps that can be taken to mitigate these challenges, such as forming an effective system and process of data management.

CMI 318 Task 4: Know how to interpret data and information and communicate findings.

AC 4.1 Summarise methods for examining and interpreting data and information.

There are different ways of studying and interpreting data and information. Among these methods include:

• Visualization: charts, graphs, as well as other forms of visual presentation in order to provide a fuller understanding of the data
• Data mining– the use of algorithms to discover new patterns within data and trends as well as correlations.
• Statistical analysis – the application of statistical methodology to analyze data.
• Qualitative analysis– the process of using qualitative methods for understanding data.

These methods can help you understand your data better and make more informed decisions.

AC 4.2 Explain the advantages and disadvantages of tools used to communicate findings to a target audience.

There are quite a variety of tools used to communicate findings to a target audience. These include the following:

• Presentations– these can be used to communicate to a large audience and concisely and visually
• Reports – they can be used to report to a wider audience in more detail
• Infographics – these can be very useful in communicating the findings to the broad public through abridging to the important points and making them visually appealing.