NPOKI

Information Audit

 

NPOKI’s info mapping process for multi-office NGOs

What is an information audit?

An information audit is a process that effectively determines the current information environment within an organization by identifying and mapping:

  • What information is currently available
  • Where the information lives
  • How the information is (or is not) delivered or accessed
  • How the information is maintained, revised or deleted

NPOKI’s approach to an information audit is focused on international organizations with regional, field, satellite offices and remote workers. The audit covers the information needs for programs, operations, and development. The audit looks at the flow of unique, reliable information, as well as identifying the gaps, inconsistencies and redundancies. The process facilitates the mapping of information flows throughout the organization and between the organization and its external environment to enable the identification of bottlenecks and inefficiencies.

How long does it take to do an information audit?

Depending on the size of an organization and the level of the survey, interview, and mapping process, the audit can take from one to three months, including the issuance of the final audit report.

What are the results of an information audit? What format is it in?

The results of an information audit are twofold: there is a detailed report which includes:

  • What information do staff acquire? Where from? At what cost? How is it used?
  • What information do staff create? What happens to it? Where does it go?
  • What information is stored and why? What purpose will it serve?
  • What information is passed on or delivered? To whom? For what purpose? In what form?
  • Is there a gap, or a match, between that which is available and that which is needed?
  • What are the skills and responsibilities of the people who carry out these tasks?
  • What equipment and tools do they have available (hardware, software, filing cabinets, web sites, etc)?
  • Are there any control documents, such as policy statements, guidelines, service level agreements, procedures, manuals?
  • Is any of the information (produced, acquired, processed, re-delivered, or stored) superfluous to needs?
  • Are any of the information-handling activities non-productive?

There is also a detailed flow chart:

  • A visual map that show the areas, processes, functions and activities through which information passes, clarifying gaps or faultlines that need to be plugged or bottlenecks and overflows that need to be unblocked

What can we do with the results of an information audit?

An information audit can be used as a baseline for making major improvements to the business process of an organization. It is extremely helpful in the identifying, buying, and implementation of enterprise systems, such as finance systems, portfolio management systems, document management systems, learning and knowledge management systems, etc.

How does NPOKI do an information audit? For members? For partners/clients?

NPOKI employs talented consultants who perform the all the tasks of an information audit. Our consultants are experienced in the unique way in which international organizations work, and use tools and best practices that are designed for this very specific environment. While the method for doing an information audit for members, partners, and clients is the same, the costs are different.

How much does it cost?

NPOKI charges market rates for information audits for partners and clients, using a fixed fee plus expenses contract that guarantees costs in advance of the work done. NPOKI offers a substantially reduced fee for information audits for members, as one of the benefits of membership.

Contact Information

For more information about an Information Audit, please contact Surya Ganguly, our Director of Consulting: sganguly at npoki.org

NPOKI