Guidance

Scenario 4 process: proposing an existing or new taxonomy be adopted across government

Updated 29 November 2023

Applies to England

Identifying the need for a taxonomy for common usage

Step

Representatives from one or more departments identify an existing taxonomy in use by a public sector organisation or create a new taxonomy for common adoption across government.

Description

Either:

• One or more departments identify a potential data standard for common adoption through a particular use case/project.
• The Taxonomy Oversight Group (TOG) identifies an existing taxonomy or use case whereby a new taxonomy needs to be identified. It secures the support of an appropriate lead department or departments. For example, the Geospatial Commission or Geo6 body for geospatial standards. This department or departments act as the lead or challenge owner. The TOG cannot act as a lead on a proposed taxonomy. Its role is to ensure that owners for taxonomies endorsed by the group are identified.

Step

The lead/challenge owner completes a proforma developed by the DSA [D.N add link to the proforma]

Description

The proforma helps leads describe the problem and the full background to the taxonomy, alongside any reference implementation or the specific problem that is looking to be addressed by creating a new taxonomy.

The proforma must be submitted to the TOG via [D.N. add email address], where the group will discuss and prioritise the proposal. Proposals for taxonomies will be assessed against the Taxonomy Best Practice Framework.

Proposals for taxonomies will be overseen by the TOG. Small task groups will be set up on a time-limited basis to assess existing taxonomies or create new ones.

Active work on taxonomies under the oversight of the TOG will be added to the DSA Standards catalogue.

All proposed work on taxonomies for common adoption need to be communicated to representatives from departments to:

• test the proposal
• garner initial views
• start building the stakeholder mapping and consultation plans

Leads are asked to conduct a short presentation to the Peer Review Group and raise awareness of the proposal.

Research and review

Step

Developing the proposal.

Description

The lead/challenge owner should carry out some stakeholder mapping to identify interested parties at a policy/business objective and technical level within the public sector and external parties.

The TOG recommends setting up a working group on a time-limited basis. This ensures the existing taxonomy or work on a new taxonomy fully considers a range of departmental, wider public sector and external views. In addition, leads may wish to use existing cross-sector groups/governance bodies wherever they are already in place.

Step

Documenting the proposal.

Description

Once the lead has carried out research, reviewed input from stakeholders and developed a proposal for a standard for common adoption in government, work should begin to document the proposal in further detail than the initial proforma.

If it is determined that the standard should proceed to the consultation stage, the standard and its documentation should be submitted to the DSA for inclusion in its standards catalogue.

Consultation

Step

Proposal goes for public consultation, targeted at experts with a close interest in the subject matter.

Description

All proposals for taxonomies must be subject to consultation with a wide range of experts and interested parties within and outside the public sector.

Leads should get the support of any relevant domain or function-level governance/expert groups. For example, support from the Geospatial Board for geospatial data. Gaining this support helps build the case that the standard has been reviewed by experts and is fit for purpose.

Leads must work with the TOG and DSA to publicise the consultation through relevant communities and networks, such as:

• PRG
• GDAC
• policy networks
• external networks

Leads should take time to respond to stakeholder comments and build consensus on the proposed standard. The proposal should not continue beyond this stage if substantive concerns and insufficient support exist.

Approval

Step

Obtaining approval for a taxonomy.

Description

The taxonomy must be reviewed by the TOG, who will either approve or reject the taxonomy. If rejected, the TOG will provide reasons why and will set out what work may be required to meet the best practice requirements set out in the framework.

When a taxonomy is approved by the TOG, it’s presented to the Peer Review Group for information before submission to the DSA Steering Board for formal endorsement. In addition, the lead will be required to draft a short summary paper [D.N include link to template].

The Steering Board will then consider the taxonomy at its next scheduled meeting (or via correspondence in exceptional circumstances with timetabling issues). The role of the Steering Board is to check whether the lead/challenge owner has exercised satisfactory due diligence on the proposed taxonomy. Members may decide to comment on the specific taxonomy and reject it if they feel sufficient consultation hasn’t taken place or failed to consider their department’s view. If the Steering Board declines to endorse the standard, the reasons are communicated to PRG and the TOG.

Publication and monitoring

Step

Publication, compliance and review.

Description

Once a taxonomy is endorsed, it’s published in the taxonomy catalogue, with the TOG and PRG informed.

The DSA will advise the lead/challenge owner and support any communications activity via their existing channels, such as the Data in Government blog or weekly email summaries.

The lead/challenge owner is expected to keep the taxonomy under review.

Once the standard has been included in the catalogue as an endorsed standard, the CDDO’s delegated spend controls apply to its adoption by departments and are assessed against relevant service assessments.

Leads/challenge owners are expected to keep taxonomies under review. The DSA recommends carrying out assessments with stakeholders after 2 years or formal DSA endorsement.