The CDS team, with technical support, will take stock of the data and information management systems and procedures including sharing of data, as well as the capacities to collect and manage these systems. The team will look both at the human resources in place to do this, as well their competencies.
Note : A sound base of information and good analysis is very important to develop a strategy and also to encourage agreement between different stakeholders. This also links strongly to points on data sharing.
This should be coordinated with the capacity building assessment and strategy produced as part of the municipal institutional assessment (sub-phase 1.2).
Sharing data is essential for the success of a CDS. The SC and the CDS team should work with the mayor on ensuring that data is shared internally across departments, and the culture of protecting rather than sharing information is avoided. This will help when budgets are minimal, and will help in integration of activities.
Data is also important for the different stakeholder groups in the city. With reliable information, local businesses, potential investors, families, etc. can make educated and informed decisions. Universities and other research institutions can use the information to execute research that can support policy-making and local government decision-making. The city should share their data and encourage other organizations also to share. Both sides need to see this as beneficial or sharing will not work. To ensure the availability of the data, the local government will have to build the capacity of a variety of institutions to collect and to analyse the data[1].
[1] VNG International, 2010. Municipal development strategy process : a toolkit for practitioners [Accessed 29 August 2016].
The team will then assess the future data collection needs and the capacities to take on this task within the municipality. This assessment may result in a proposal to strengthen capacities to meet these needs. This proposal can suggest ways to improve the knowledge base over the longer term, to build capacity to continue to collect and analyse data in an evolving situation. It will also look at different organisational scenarios for collection and management of data, (i.e. working with internal teams or with a combination of internal and external support) and the costs of these.
The team will reconsider CDS indicators developed during the situation analysis, to ensure that they reflect the local conditions and provide a good measure of change over time. These indicators will be linked to the local monitoring system.
The team will work closely with the departments and local planning institutions to ensure that data management is integrated into their systems. This is particularly important to ensure linking with existing planning processes.
Geographic information systems (GIS) are used extensively to capture, store, manipulate, analyse, manage, and present all types of spatial or geographical data, and will help in linking the CDS to the activities of sector agencies and planning institutions. There are different types of software available, the use of which require investment and a clear strategy on how staff will be using and developing their GIS database. When no GIS is available, traditional maps and plans can be used.