Artifacts to Enable Data Goverance

Real World Data Governance
Webinar 1: Artifacts to Enable Data Governance
Monthly Webinar Series Hosted by Dataversity
Robert S. Seiner – KIK Consulting / TDAN.com
January 19, 2012 – 2:00 p.m. EST

Robert S. Seiner
KIK Consulting & Educational Services, LLC - KIKconsulting.com
The Data Administration Newsletter, LLC - TDAN.com

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Copyright © 2012 – Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com

Real-World Data Governance
Artifacts to Enable Data Governance – Abstract

• Successful Data Governance Programs often result in the delivery of
“artifacts”, internally delivered by-products from program implementation,
that become the focus and face of the program. Bob Seiner has been
delivering successful programs to his clients for many years and along the
way he has collected and built a series of artifacts that play this exact role.

• Join Bob Seiner and DATAVERSITY as they kick off their new monthly
webinar series titled “Real World Data Governance” with a valuable hour
introducing and demonstrating value of several artifacts, developed
internally, that will add significant value to your Data Governance Program.

• The artifacts that will be discussed focus on common data, governance
activities, communications and process accountability and samples of these
artifacts will be described in detail. This could be the most valuable hour of
data governance content ever. Join us for “Real World Data Governance”.

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Artifacts to Enable Data Governance – Abstract

• What Artifacts will be covered? Artifacts associated with …
– Formalizing Roles & Responsibilities (Operating Model)
– Formalizing Accountability for Data (Common Data Matrix)
– Formalizing Processes (Work Flow & Issue Resolution Templates)
– Formalizing Awareness (Communications Matrix)
• You Are Going to Have to Address
Roles, Accountability, Process and Awareness
You May as Well Find a Way to Formally Record
the Meta-Data About Those Things!

• Quite Possibly the Most Valuable Hour
of Data Governance Content Ever! Maybe?

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Artifacts to Enable Data Governance – Operating Model

• Operating Model Artifact:
– Definition of Roles, Basis for the Program

– Used to Formalize Roles & Responsibilities, Engage, Communicate

– Data Governance (on some level) is Already Taking Place!

– Be Non-Invasive in Your Approach to Identifying People into Roles

– Covers Executive, Strategic, Tactical, Operational & Support

– Pyramid Structure Has Meaning

– Arrows Have Meaning

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KIK Consulting & Educational Services, LLC
“Non-Invasive Data Governance”™ Operating Model
of Roles & Responsibilities

Data Governance Program Team Executive Level

EXISTS
Data Governance Team Manager Data Steering Committee
NEW

Responsible for Administering the Program, Senior-most level knowledge of the program.
facilitating use of the Data Governance Council, Leverage existing business structure as possible.
communicating program components and value to the Organization. If no structure exists, utilize an IT Steering Committee
Executive
Advisory assistance from other levels. or an executive founded board or council.

LEVERAGE
IT Subject Resource Experts Strategic Level
System/Data Resource Experts Data Governance Council
EXISTS

IT Staff including Application Data Governance Sponsors Group
Development, Data Design, or Group of similar participation. One person, plus
Security, and other Data alternate, for each Business Unit represented & IT.
Strategic -
Resource Management. Consider financial services & human resources.
Enterprise

Tactical Level
T)

Data Domain Stewards
GP
(D

Per assigned Subject Areas

NEW
ts
m

Data Steward Coordinators
r
pe
a
Te

Ex

One per Business Unit
m

e
ra

rc
og

ou
Pr

es

Tactical Level - Cross Business Unit
ce

tR
an

ec

Operational Level
rn

bj
ve

Su

Operational Data Stewards (existing)
Go

IT

EXISTS
Es
Data Definers, Producers, Users
ta

c
Da

ala
These people are presently defining,

tio

Co
producing and using data as part of their

n

m
jobs. Recording of the Operational Data

/A

m
un
pp
Stewards will be an important enabler of

ica
ro
improved communications, coordination

va

tio
lP
and cooperation among stewards.

n
at
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Operational Level - Business Unit Specific

Copyright © 2009 - Robert S. Seiner - KIK Consulting & Educational Services, LLC - All Rights Reserved

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• What Should Be Included in the Operating Model:
– Details:
Who Will Participate / How Many People /
What Will They Do / How Much Time

– Activities during Launch of Data Governance

– Activities during Steady State of Data Governance

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Artifacts to Enable Data Governance – Common Data Matrix

• Common Data Matrix Artifact:
– Assists in Inventory of Data, Data Stores, Systems, System of Record, …

– Assists in Formalizing Accountability for Data and Information

– Record Cross Reference of Domains (Subject Areas) and Potential Stakeholders

– Formally Manage Master Data Categories into Domains & Sub-Domains

– Identify Strategic, Tactical and Operational Stakeholders

– Formally Identify and Engage the Knowledgeable IT Resources

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Artifacts to Enable Data Governance – Work Flow Templates

• Work Flow Templates Artifacts:
– Assists in Formalizing Processes and Workflows

– Record Cross Reference of Process Steps and Governance Roles

– Formally Identify Accountability for Steps of the Process

– Specify RASCI – Responsible, Accountable, Supportive, Consulted, Informed

– Cross Reference for Methodology, Project, Risk Management, Requests

– Specify Outcomes, Deliverables, Milestones, Timelines, …

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DATA GOVERNANCE ACTIVITY MATRIX©

MASTER DATA IT DATA DOMAIN / LOB/FUNCTIONAL AREA
DEVELOPMENT
OPERATIONAL DATA STEWARDS
LIFE CYCLE DATA DOMAIN DATA STEWARD
SYSTEM SMEs DATA SMEs
(MDDLC) STEWARD COORDINATOR DATA
DATA DEFINER DATA USER
(or designee) PRODUCER

Coordinate and manage all Coordinate and manage all Activity initiated re: this domain, Activity initiated re: this domain, Participate in data Participate in data Participate in data
INFORMATION technical aspects of system technical aspects of data Data Domain Steward is involved Steward Coordinator is involved in definition information production usage information
GATHERING information gathering with Data information gathering with Data in identifying and recording info identifying Operational Stewards gathering as needed. information gathering gathering as needed.
Domain Stewards and Steward Domain Stewards and Steward related Domains, Systems, in this LOB/FA that should as needed.
(DOMAIN, SYSTEM, Coordinators. Assure appropriate Coordinators. Assure appropriate Stewards per issue or task. participate in this work flow.
STEWARDS) technical meta-data is recorded. technical meta-data is recorded. Assure appropriate business
meta-data is recorded.
Coordinate and manage all Coordinate and manage all Coordinate activities of Provide definition Produce user
technical aspects of system technical aspects of data Operational Stewards including requirements & requirements. Use
ASSESSMENT & assessment & requirements assessment & requirements project timelines, status reporting, gathering document. data needed to
gathering with Data Domain gathering with Data Domain tactical decision making. Assure Define data needed to operate business &
REQUIREMENTS
Stewards and Steward Stewards and Steward appropriate business meta-data is operate business & report results.
Coordinators. Coordinators. recorded. report results.

Coordinate and manage all Coordinate and manage all Coordinate tasks associated Provide data Provide data usage
technical aspects of system technical aspects of data planning conducting planning and analysis definition guidance to guidance to build the
PLANNING & planning and analysis with Data and analysis with Data Domain steps. build the appropriate appropriate solution.
Domain Stewards and Steward Stewards and Steward solution.
ANALYSIS
Coordinators. Coordinators.

Coordinate system design with Coordinate data design with Data Coordinate tasks associated Propose alternatives Propose alternatives Propose alternatives
Data Domain Stewards and Domain Stewards and Steward conducting planning and analysis for data definition for data production for data usage
Steward Coordinators. Coordinators. steps. Accept or Resolve solution solution that best fits that best fits with the solution that best fits
SOLUTION DESIGN from the Steward Coordinator. with defined data definition with defined
requirements. solution and defined requirements.
requirements.

Coordinate and manage all Coordinate and manage all Coordinate activities of all Provide input to the
technical aspects of system technical aspects of data solution individuals related to development development of the
SOLUTION solution development. Assure development. Assure that work including timelines, status, data production
that appropriate technical meta- appropriate technical meta-data is tactical decision making. solution.
DEVELOPMENT
data is recorded. recorded.

Perform EIS system testing. Perform EIS data testing. Assure Coordinate business tasks Coordinate activities of the Test data solution Test data solution Test data solution
Assure that appropriate technical that appropriate technical meta- associated with solution testing Operational Stewards related to from a definition from a production from a usage
meta-data is recorded. data is recorded. steps. testing work including timelines, perspective. Assure perspective. Assure perspective. Assure
SOLUTION TESTING status, tactical decision making. that appropriate that appropriate that appropriate
business meta-data is business meta-data is business meta-data is
recorded. recorded. recorded.

Coordinate and manage all Coordinate and manage all Coordinate business tasks Coordinate activities of the
technical aspects of system technical aspects of data solution associated with solution Operational Stewards related to
SOLUTION solution implementation. implementation. implementation. solution implementation including
timelines, status, tactical decision
IMPLEMENTATION making.

Coordinate and manage all Coordinate and manage all Coordinate business tasks Coordinate activities of the As part of daily job, As part of daily job, As part of daily job,
technical aspects of system technical aspects of data solution associated with solution Operational Stewards related to identify operation identify operation identify operation
SOLUTION
solution monitoring & monitoring & maintenance. monitoring & maintenance. solution monitoring & data issues pertaining data issues pertaining data issues pertaining
MONITORING & maintenance. maintenance including timelines, to their domain of to their domain of to their domain of
MAINTENANCE status, tactical decision making. data. data. data.

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Artifacts to Enable Data Governance – Issue Resolution Templates

• Issue Resolution Templates Artifacts:
– Assists in Formalizing Processes and Workflows

– Record Cross Reference of Issue Resolution Steps and Governance Roles

– Formally Identify Accountability for Steps of the Process

– Specify RASCI – Responsible, Accountable, Supportive, Consulted, Informed

– Cross Reference for Specific Activities to Resolve Data Issues

– Specify Outcomes, Deliverables, Milestones, Timelines, to Resolve Issue

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• Data Quality Methodology
– Qualify & Prioritize Data Issue
– Identify Affected Data Domain
– Identify Affected Data Stewards
– Conduct Data Systems & Data Resource Discovery
– Conduct Root Cause Analysis
– Conduct Cost-Benefit Analysis
– Analyze & Recommend Resolution
– Gain Approval, Funding, Resources
– Resolve Data Issue

• Cross Reference DQ Methodology & Resources
– Who does What and When?

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Subject Manager Manager

Business Information
Program Manager

Project Manager

Data Producer
Data Definer
Meta-Data Action Plan

Data User

Modeling
Mapped to Roles

Process Step Outcome / Deliverables

1. Develop Conceptual Model / X X X X X Conceptual Model
Data Taxonomy of Taxonomy

2. Further Develop Logical Model Attributed Logical Model of
Including Attribution of Entities X X X X X Taxonomy

3. Specify Which Taxonomy Attributes Will Be X X X X X Data List Per
Included in the Repository Business Requirements

4. Conduct Data Analysis of Attributes Using Data Analysis for Data Listed in
Data Analysis Template X X X X X Step 3

5. Map Sources of Source Data to X X X X X Mapping of Source Data to
Repository Data Structures Data

Change Control, Versioning &
6. Assess Change Control, Versioning, Security X X X X X Security Requirements

7. Selection of the “Best” Source X X X X X X Documentation Validating
for the Data “Best” Source

8. Design and Develop the Data Movement, User Interface
Data “Engine” and User Interface X X X X X & Functional Development

9. Validate and Test Data X X X X X X Sign Off of Data Validation
in the Repository

Legend: Gray Block w/Bold X = Active Participant, Block w/Dull X = Optional Participant, * See Appendix for Template

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Artifacts to Enable Data Governance – Communications Matrix

• Communications Matrix Artifact:
– Assists in Formalizing Communications & Awareness Required Content

– Record Cross Reference of Content and Governance Roles

– Formally Identify Communications & Awareness Checklist

– Identify Audience, Content, Message, Media, Timing, …

– Message and Delivery May / Will be Different Depending on Audience

– Specify When / If Refreshes are Necessary

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Florida Department of Education
Information Governance Communications Plan Matrix

FLDOE OTIS & ARM DEPARTMENT & POLICY DIVISIONS

COMMISSIONER, PROGRAM DIRECTORS, POLICY STEWARDS
INFORMATION TECHNOLOGY CHANCELLORS & AUTHORATATIVE CORE DATA DIRECTORS, DATA STEWARDS
GOVERNANCE TEAM GOVERNANCE COMMITTEE DEPUTY COMMISSIONERS GROUP STEWARD COORDINATORS SYSTEM STEWARDS
(SUPPORT LEVEL) (SUPPORT LEVEL) (EXECUTIVE LEVEL) (STRATEGIC LEVEL) (TACTICAL LEVEL) (OPERATIONAL LEVEL)

INFORMATION
GOVERNANCE
INTRODUCTION

INFORMATION
GOVERNANCE
POLICY

DATA GOVERNANCE
INTRODUCTION
& VALUE ADD

AUTHORITATIVE
CORE GROUP
INFORMATION

DATA GOVERNANCE
ROLE-BASED ACTIVITY
TRAINING

DATA GOVERNANCE
ALERTS &
TRIGGERED EVENTS

DATA GOVERNANCE
METRICS &
MEASUREMENTS

INFORMATION
GOVERNANCE
DOCUMENTATION
TOOLS

Developed by KIK Consulting for internal use only at FLDOE. Last Updated 02-12-2010

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Artifacts to Enable Data Governance – Review

• Artifacts Can Be Internally Developed
– Formalize Roles & Responsibilities

– Formalize Accountability for Data and Information

– Formalize Processes Associated with Governing Data

– Formalize Awareness of Data Governance Activities

– Use Artifacts as a Component of a Successful Governance Program

– Artifacts Become the “Face” of Your Data Governance Program

– Formalize How This Meta-Data is Recorded and Made Available

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Wrap Up
& Discussion

• Final Summary
– Real-World Data Governance
– Artifacts to Enable Data Governance
– Thank You for Attending this Webinar

• Real-World Data Governance – Scheduled Webinars
– February 16: The Role of Meta-Data in Data Governance
– March 15: Non-Invasive Data Governance – The Practical Approach
– Visit Dataversity.Com for More Information

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Wrap Up
& Discussion

• Robert S. Seiner
KIK Consulting & Educational Services – KIKconsulting.com
The Data Administration Newsletter - TDAN.com
Post Office Box 112571, Pittsburgh, Pennsylvania 15241
412.220.9643, 412.220.9644 (Fax)
rseiner@kikconsulting.com, rseiner@tdan.com

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Artifacts to Enable Data Goverance

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