Recommendations for Data Utilization: Introducing the Data Utilization Guidelines

Hello everyone! This is the Data Utilization team.
In this post, we will introduce the "Data Utilization Guidelines" created and published by the Tokyo Metropolitan Government.

1. What are the Data Utilization Guidelines?

The Tokyo Metropolitan Government aims to realize digital services that are “values” (=code of conduct) and “methods of creation” (=guidelines) to improve the service standards and quality management of digital services, so that they are “easy to use and highly satisfying” for all residents. One of these “methods of creation” (=guidelines) is the "Data Utilization Guidelines" we are introducing today.

(1) Why "Data Utilization"?

In modern society, where social values are diversifying and becoming more complex, and the speed of change is rapid, it is becoming increasingly difficult to grasp people's needs.
Amidst these changes, we believe it is becoming increasingly important to think and make decisions based on data in our daily work, rather than relying solely on past experience and achievements.
That is where "data utilization" becomes necessary. By promoting data utilization, we aim to realize high-quality administrative services by enabling the formulation of policies that meet needs and the quantitative and objective verification of those policies.

(2) Purpose of formulating the guidelines

Even if you understand the importance of "data utilization," many of you may wonder, "How do I actually use data?" or "Where should I start?" Therefore, we have compiled and published the processes and concepts of data utilization in these "Data Utilization Guidelines."

(3) Concepts introduced in the "Data Utilization Guidelines"

These guidelines introduce a framework called "PPDAC," which is one way to proceed with data utilization. "PPDAC" stands for the phases of Problem, Plan, Data, Analysis, and Conclusion. We will explain the details of each phase below.

・Problem phase
In this phase, we perform the "clarification of the problem" and "construction of cause hypotheses," which are prerequisites for data utilization. Since data utilization is merely a means to solve problems, in the Problem phase, we clarify the issues and consider hypotheses regarding what causes might be behind those problems.

・Plan phase
In this phase, we create a plan to verify the hypotheses established in the Problem phase. To ensure that data utilization is meaningful, we consider what kind of analysis to perform and how to collect the data for that analysis. In particular, since the Tokyo Metropolitan Government is actively working on making data held by the administration open, we also consider in this phase whether the data to be used can be made into open data.

・Data phase
In the Data phase, we collect the necessary data based on the plan established in the Plan phase. In this phase, when using data, we confirm whether we are authorized to use it, such as through usage permissions, and whether the data is organized and in a format readable by computers.

・Analysis phase
In the Analysis phase, we carry out analysis work based on the plans made and data collected so far. We select appropriate analysis methods and graphs depending on the hypotheses and issues being verified. In particular, when performing analysis, it is necessary to pay attention to the difference between causality and correlation, and whether comparisons are being made under the same conditions.

・Conclusion phase
In this phase, we determine whether the verification hypotheses established in the Problem phase were correct based on the analysis results obtained in the Analysis phase. It is important not only to make a judgment but also to think about how to apply those verification results to our work.

By following this framework, procedures become clearer, making it easier even for those new to data utilization to plan data analysis. Furthermore, by being conscious of each phase, you can avoid the common pitfall of planning data utilization where "the utilization itself becomes the goal." It is important to proceed with your efforts while keeping in mind that data utilization is a means, not an end.
In this guideline, we have also provided a "PPDAC Worksheet" as an appendix to make it easier to plan data utilization in your daily work. Please make use of it!!

2. Promoting Understanding Among Staff

So far, we have explained the contents of the "Data Utilization Guidelines."
However, simply creating guidelines is not enough to spread the concepts of data utilization. Therefore, the Tokyo Metropolitan Government plans and implements workshops and e-learning for staff to disseminate the concepts and knowledge introduced in the guidelines. We are also working to improve the guidelines by gathering and reflecting on feedback from staff through surveys conducted during these activities.

3. Conclusion

In this article, we introduced the Data Utilization Guidelines. We hope you understand that we have explained the concepts and processes of data utilization to make it easier for staff to engage with these initiatives.
Moving forward, we will continue to promote data utilization within the agency through improvements to the guidelines and other activities such as staff workshops, and we will continue to strive to improve the quality of administrative services.

Please refer to the following for the "Action Guidelines for the Development and Operation of Digital Services" and the "Data Utilization Guidelines."