Real-World Data Governance: The Role of Meta-Data in Data Governance

Real World Data Governance
Webinar 2: The Role of Meta-Data in Data Governance
Monthly Webinar Series Hosted by Dataversity
Robert S. Seiner – KIK Consulting / TDAN.com
February 16, 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
The Role of Meta-Data in Data Governance

• Data Governance and Meta-Data share a very important relationship. As
we heard in the previous “Real World Data Governance” webinar, meta-
data stored in accessible artifacts becomes a valuable byproduct of a
successful Data Governance program. But the relationship works the other
way as well. The meta-data itself must be governed.
• Join Bob Seiner and DATAVERSITY for the second in a series of Data
Governance webinars titled “Real World Data Governance” where Bob and
a guest practitioner discuss:
1) the role that meta-data plays in a successful data governance program
2) the level of governance required to collect and deliver that meta-data.

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• In this webinar, Bob will share examples of how data governance programs
leverage meta-data from artifacts and their information management
environments as well as the tactics required to manage and maintain that
meta-data.

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• Definitions:
– Data Governance – Formalized Behavior Associated with Data
Execution and Enforcement of Authority Over the Management
of Data and Data-Related Assets / Processes
– Data Stewardship – Accountability for Data
Formalized Accountability Over the Definition, Production and Use
– Meta-Data – Data About Data
Data, Recorded in IT tools, that Improves Business & Technical Understanding

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Copyright © 2012 – Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com 4


• Regarding Meta-Data … Let’s Break the Mold

• What kind of meta-data are we talking about regarding Data Governance:
– Data about who defines, produces and uses data
– Data about where data is defined, produced and used through process
– Data about how data is defined, produced and used
– Data about what the rules are associated with the data
– Data about when data can be copied, shared, retained, retired

• All of these types of meta-data were collected in the artifacts shared in the
last Real-World Data Governance webinar.

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• It’s Like “Love and Marriage”
– Two-Way Street
– Can’t have one without the other

• Meta-Data is a By-Product of
a Data Governance Program.

• Meta-Data Itself has to be
Governed.

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• What Role does Meta-Data Play in a Data Governance Implementation?
– Increases knowledge / understanding of data and data related assets
– Increases formality of handling of data and data related assets
– Improves quality / effective use of data related assets

• What Governance is required to manage that Data Governance Meta-Data?
– Meta-Data Stewards are required to Define, Produce and Use meta-data
– Meta-Data must have a home, a place to go where people can access
– Processes for Governance Meta-Data Definition, Production and Use

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IT ASSET MANAGEMENT
META-DATA FRAMEWORK

There are a lot IT ASSETS Need process
of different to manage the
DATA GOVERNANCE FRAMEWORK
types of System Asset Data Non-System Asset Data meta-data.
meta-data. Applications
Jobs/Procs
Mainframe Hardware
Mainframe Software
Programs/Scripts Networks
Copybooks, ... SYSTEM NON-SYSTEM Printers
Telephone


Database DATA DATA PC Hardware/Software
Table Space
Table/View Technical Architecture
Need people Column
Index, …
Mission/Vision
Best Practices Need discipline
Policies
to define, Data Model
Entity RELATIONSHIPS
Standards
Procedures
to maintain the
Attribute/Key Methodology
produce, use Domain
Valid Value, ...
Configuration meta-data.
People/Stewards
the meta-data. Reporting Tool
Report/Query
Locations
Timing/Dependencies
Data/Logic Business Rules
Distribution STRUCTURED UNSTRUCTURED Metrics/Measurements
DATA DATA
Relationships between System Relationships between Non-
Infrastruct Data specified above. System Infrastructure Data
Example: Database to Table to specified above. Example: Method
Column to Procedure to Steward

more … Inventory & Audit more … Inventory & Audit

Structured Data Relationships Unstructured Data

Resides in … “Data” Resides in … “Artifacts” if at all Resides in … “Artifacts”
Databases/Tables/Columns Between Assets & the Data Documents (Non Web-Based)
IT Data Management Tools Between System & Non-Sys Data Content (Web-Based)
Business Technology Tools Within System & Non-System Data Desktop Tools
Spreadsheets/Desktop Tools Between Structured & Unstructured Data Video/Graphics/Video
Other Example: Applications (System Asset) to Other
Hardware (Non-System Asset),
Hardware to Software (Non-System Asset) 8



• Traditional Meta-Data Categories:
– Data Definition Meta-Data
• Data Modeling Tools
• Database Catalogs
• Data Dictionaries
• Data Standards
• Data Quality Tools
• Business Rules, …
– Compliance Rules
– Classification Rules
– Privacy Rules
– Security Rules
– Handling Rules, …

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• Traditional Meta-Data Categories:
– Data Production Meta-Data
• Data Mappings Spreadsheets
• Extract Transformation Load Tools, …
– Data Usage Meta-Data
• Reporting Tools
• Scheduling Tools
• Report Catalog Tools
• Ad-Hoc Reporting Tools
• Ownership (?) / Stewardship
• Accountability
• Decision Rights or Authority
• System of Record, …

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• Tribal Knowledge Vs. Formal Knowledge
• Identify & Record the People that Have Responsibility for:
– Defining the Data/Meta-Data Is Necessary to operate the Business
• Are they associated with a specific area of the organization?
• Is there ever more than one person who has the responsibility?
• How do you know who to contact with questions about:
– Origin
– Validity
– Location
– Accessibility, …
• Just because you know who to contact, do other people?
– Producing the Data/Meta-Data Is Necessary to operate the Business
– Using the Data/Meta-Data that is Necessary to operate the Business

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• Discussion Questions Regarding Data Governance Artifacts:
– What Meta-Data is collected in this Artifact?
– How can we use this Meta-Data to benefit the program?
– What can’t we do if we don’t have this Meta-Data?
– Who is responsible for this Meta-Data?
– Where will we store this Meta-Data?
– How will People Use / Access this meta-data?
– Do we need Governance around the management of this meta-data?

• This information is a by-product and the results of the Stewardship aspect
of “Non-Invasive Data Governance”™.

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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
h
Operational Level - Business Unit Specific

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

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• Where Do We Start
– Define Data Domains
• Customer Data
• Product Data
• Vendor Data
• Material Data
• Financial Data
• Human Resource Data • Note that this is a sample list that of
• Transaction Data what companies use.
• Research Data • Beyond this they break the domains into
“aspects of customer data”, “aspects of
• Shared Data
product data”, … very particular to each
company.

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– Define Meta-Data Domains
• Data Definition Meta-Data
• Data Production Meta-Data
• Data Usage Meta-Data
• Privacy, Security, Compliance Meta-Data
• Business Rule Meta-Data
• Hardware Meta-Data • Note that this is a sample list that of
• Software Meta-Data what companies use.
• Technology Meta-Data • Beyond this they break the domains into
“aspects of data definition meta-data”,
• Vendor Meta-Data
“aspects of data production meta-data”,
… very particular to each company.

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– Define Organization Units
• The Organizational Units can be pulled from
an organizational chart or they can be
determined by Company, Division,
Department, Team, …
• If the Organizational Units are defined by
the Company it is often left to the Company to
determine how granular they want to get with their units.
• Insert Tools that are used by the Business Areas to house meta-data.

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• How Do We Populate the Stakeholder of the CDM?
– Naturally! That is the Non-Invasive way!
• By the Data / Meta-Data Steward Coordinator
• Through project management
• Through recall of past projects
• Through existing committees &
working groups
• Through existing tools, glossaries, dictionaries, SharePoint sites, …

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• How Do We Populate the Stakeholder of the CDM?
– Data / Meta-Data Steward Coordinator
• The Data / Meta-Data Steward Coordinator
often has the responsibility of identifying the
operational meta-data stewards for their
business unit by meta-data domain.
• This may require the coordinator to
research and inventory the data that is
being defined, produced and used in their business unit.
• This requires that the domains of data are defined and documented
to the level of detail that will enable the Data Steward Coordinator
to complete this task.

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• The Role of Meta-Data Stewards:

The Definition Meta-Data will not manage itself.
Meta-Data Definers: Responsible for Data Definition Meta-Data
2 Perspectives:
1. Someone has to Identify What Definition Meta-Data in Needed
2. Someone has to Provide the Definition Meta-Data
Operational Data Stewards

The Definition of Meta-Data will not manage itself.

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The Production Meta-Data will not manage itself.
Meta-Data Producers: Responsible for Data Production Meta-Data
2 Perspectives:
1. Someone has to Identify What Production Meta-Data in Needed
2. Someone has to Provide the Production Meta-Data

The Production of Meta-Data will not manage itself.

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The Usage Meta-Data will not manage itself.
Meta-Data Users: Responsible for Usage Data Meta-Data
2 Perspectives:
1. Someone has to Identify What Usage Meta-Data in Needed
2. Someone has to Provide the Usage Meta-Data

The Usage of Meta-Data will not manage itself.

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27



Fill in With Fill in With
Meta-Data Domain Specs
Definition Meta-Data

Fill in With Fill in With
Meta-Data Steward
Location Responsibility

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• Summary
– Real-World Data Governance
– Definitions / The Role of Meta-Data in Data Governance
– Meta-Data and Governance Framework
– Traditional Meta-Data Categories
– Non-Traditional Meta-Data Categories
– Meta-Data in Data Governance Artifacts
– Meta-Data Governance

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Wrap Up
& Discussion

• Real-World Data Governance – Scheduled Webinars
– March 15: Non-Invasive Data Governance – The Practical Approach
– Future Subjects:
– Data and Information Governance: Why the Distinction Matters
– The Data Governance Team: Placement, Size, Skills & Responsibilities
– Setting Appropriate Business Expectations for Data Governance
– Visit Dataversity.Net 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, 9644 (Fax) rseiner@kikconsulting.com, rseiner@tdan.com

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Real-World Data Governance: The Role of Meta-Data in Data Governance

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