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OUR METHOD: THE INFORMATION CYCLE

In this section we describe the information cycle, define each step and compare the advantages of ExInsight’s approach over traditional paper-based methods.

1. DIRECTION

DEFINITION
 

All information gathering is a client led activity. The client must clearly define what they intend to discover and what questions they need answering

ACTION

Define the requirement, via:

  • Consultation with the client to establish the purpose of gathering the information

  • Identification of specific questions the client needs answering  

2. COLLECTION

Gathering information from all relevant sources

Once the requirement has been clearly established:

  • Identify what information needs to be gathered, both qualitative and quantitative

  • Identify where information can be gathered from and what methods are required to do so

  • Design collection tools accordingly: survey forms, photography, video and visual aids. Design the collection tools to include as much structured information as possible

  • Identify other sources of information that may be helpful such as state infrastructure, demographics and incident data

  • Gather the information using all appropriate and approved methods

3. COLLATION

DEFINITION

Bringing the information that has been gathered together into a central repository that allows it to be ordered, searched and analysed

ACTION

Once the information has or is being gathered:

  • Create a searchable database to put it in. The database should include all necessary fields to allow an analyst to find and cross reference the information to address the requirement

  • Evaluate the information gathered for relevance and reliability

  • Create backups of the database to ensure data loss is not possible

  • Secure the database to ensure information integrity

4. ANALYSIS

DEFINITION

Analysis ascertains the significance and implications of the information that has been collated with a view to addressing the requirement.

ACTION

Analyse the information to:

  • Design and build an analytical dashboard 

  • Identify patterns

  • Identify the relevance or significance of information and the emerging patterns in order to address the requirement and specific questions identified during 1. Direction

  • Identify the significance of any newly developed knowledge

5. REPORT

DEFINITION

Reports take many forms depending on the needs of the client.

​ACTION

  • Identify what information is to be reported and at what frequency (Daily, Weekly, or upon completion, for example)

  • Prepare reports in line with the client’s requirements and in a manner that they are expecting to see the information

THE ADVANTAGES OF OUR METHOD

Our method can help make your organisation more efficient and effective and can help provide you with assurance and advantage.

1. DIRECTION

TRADITIONAL TECHNIQUES

Once requirements are set and Step 2. Collection begins it is difficult and expensive to change requirements because printed collection tools will have been prepared and disseminated

THE BENEFIT OF OUR APPROACH
 


Project requirements can be altered between the Direction Phase and Collection Phase should they require refining. ExInsight’s collection tools can be amended and disseminated remotely to any device with Wifi or GSM data connections

2. COLLECTION

TRADITIONAL TECHNIQUES

Hand written survey forms are:

  • Sometimes difficult to read 

  • Can be lost or damaged

  • Can be difficult to transport to a location for Step 3. Collation

  • Cannot easily have additional information attached to them (photography, supporting documents)

  • It is not easy to ascertain if information has been gathered correctly and in line with the project’s methodology

THE BENEFIT OF OUR APPROACH
 

  • Due to the structured nature of ExInsight collection tools the information gathered cannot be misinterpreted 

  • Once information is uploaded to our database it cannot be lost

  • Information gathered can be transmitted over the internet instantly

  • Photography and other supporting documents can be added to information gathered via ExInsight’s data collection tools

  • Location and time data can be added to information gathered to ensure that information is being gathered in the correct place at the correct time. Information gathered can easily be attributed to a specific device (phone/tablet/computer) if appropriate privacy policies apply.

  • All of the above advantages are achieved by using ExInsight’s system and with no additional administration

  • Due to the simplicity of ExInsight’s system it is expected that time spent gathering information would be reduced significantly

3. COLLATION

TRADITIONAL TECHNIQUES

Bringing the information that has been recorded on paper forms together into a central repository that allows it to be ordered, searched and analysed has various drawbacks:

  • It can be difficult to transport the information

  • It can be difficult to file it in such a way that it is usable

  • The files are susceptible to damage and loss


Even if back-end computer technology is used to overcome the problems above:

  • It is time consuming and expensive

  • It is difficult to revert to base information if it is felt that there has been a problem with the collation process 

  • It is difficult to identify gaps in information gathering

THE BENEFIT OF OUR APPROACH
 

ExInsight’s system has the following advantages:

  • Information can be moved into the collation database from any location with internet connectivity in near real-time

  • ExInsight’s collation database will update and collate information automatically

  • Information is backed-up and cannot be lost or damaged

  • Collation is conducted automatically by the system and at no addition cost

  • Base information is always accessible should it be required

  • It would be easy to identify gaps in information gathering by using time, location and date information data assigned to the information submitted

  • Information can be ported to other databases easily, if required.

4. ANALYSIS

TRADITIONAL TECHNIQUES

Analysis can be time consuming and expensive .

THE BENEFIT OF OUR APPROACH
 

ExInsight’s system can be setup to:

  • Identify patterns

  • Help Identify the relevance/significance of information in the emerging patterns in order to address the requirement 

  • Display the same information by time, data, location aiding the analysis process

  • Cross reference information gathered against other data sources (demographic, economic, social, state infrastructure)

5. REPORT

TRADITIONAL TECHNIQUES

Report writing can be time consuming and expensive.

THE BENEFIT OF OUR APPROACH
 

ExInsight’s system can be setup to:

  • Automate standardised reporting 

  • Provide graphs and maps to aid report writing

Contact us for a no-obligation conversation on how we can help you.