GDPR Data Map. It’s going to be a big.
Although there are programs that produce flowcharts for a GDPR data map, (see our previous article) such as Visio, word etc. at this stage I would keep it off-line on white boards and
flip charts as you’re going to find that you’re not going to fully appreciate the depth of the process on a smaller digital display screen.
Data Map for a HR environemnt?
If you go to the Downloads section and click on the “HR data flow map” (without software, in GDPR folder), you can get a feel for what information may look like. (This is a pretty generic diagram so feel free to use it if it helps). Now keep in mind that all departments will have an equal degree of complexity, some more than others. It will get even more involved, when flows between different departments.
For example, HR has an obvious connection with payroll. No point in employing someone if you are not going to pay them. A lot of the information that goes into a HR system and Payroll is the same and usually sensitive (Bank details etc.) So there is a direct relationship. Yet there will also be a data input from other department such as sales. The sales manager will have to provide a report of sales targets achieved and commissions calculated. This information has to be directly feed into the payroll system for tax and NI purposes so people get paid the right amount. Another input would be under performing sales reps that don’t meet their target and the sales manager recommends their dismissal. This would feed into the HR dep’t in order to update their status and payroll to calculate their final salary. These are two simple dependencies which would need to be mapped. Now imagine all the other departments and the links between the same information, as it transforms along it’s life cycle. It could get quite messy and inter changeable but it is essential you see the interplay between different elements as information moves through the organisation.
Having a large visual format is better is better to see all these links between all different sections rather than on a small screen.
Data Map in 3d.
One of the benefits of having the diagram fully visible is that it allows others to interact with it. Having a large visual map engages staff when they see their section and how it fits in with everything else. The data map can create a community atmosphere as everyone starts making their own contributions. This generates a sharing of information between departments that encourages creative discussions on how to work more efficiently. This is one of the by-products of GDPR. In order to become good stewards of personal information, an organisation must work in a streamlined and organized manner.
Once people see an all-encompassing image of how the organization runs and everyone gains a greater appreciation how other departments function as part of the whole.
Once you have got the map in a close to completion, with most of the links in place, you can then digitise the workflow on Visio or something similar to keep a record.
Next in the series: “Now we add the software”.