Real-World Data Governance - Tools of Data Governance - Purchased and Developed - Part 2 Developed

Real World Data Governance

Philip On, Sr. Director of Marketing, SAP
December 20, 2012

What Is Information Governance?

Information Governance
A discipline that includes people, processes, policies, and metrics for the oversight
of enterprise information to improve the business value

High Value Information:
Optimized Business Processes
People Process Smarter Business Analytics
Timely Mergers and Acquisitions
Compliance with Laws and
Regulations

Policies & Metrics
Standards

© 2012 SAP AG. All rights reserved. 2

Why is it important to manage your company’s data
effectively?

Poor data quality
is a primary reason for

40%
of all business initiatives failing
To achieve their targeted benefits

Gartner, Inc., Measuring the Business Value of Data Quality, October 2011


What can happen if you don’t improve your company’s
information governance

By 2016,

20%
of CIOs in regulated industries
will lose their jobs for failing to
implement the discipline of information
governance successfully

Gartner Predicts 2012: Information Governance Programs Gain Traction, Published: 23 November 2011


Is your company investing enough for information
governance success?

Through 2016, spending
on governing information
must increase to five times
the current level to be successful

Gartner Predicts 2012: Information Governance Programs Gain Traction, Published: 23 November 2011


Does your company have the right technologies for
proper information governance?

Governance, though focused on
people and process, requires specific
technology to support and enforce its
practices — that is, to ensure
stewardship

The Emergence of Information Stewardship Applications for Master Data, Published: 11 June 2012


What benefits could your company achieve with better
information governance?

Operational Efficiences
Smoother business processes
Standardized and high quality information
Reduced IT costs

Better Business Decisions
Enhanced customer service
Increased marketing effectivness
Increased revenue growth

Risk Reduction
Improved accountability
Better accuracy and consistency
Compliance with internal and external regulations

1. SAP Business Transformation Study, Birmingham City Council; 2. Aberdeen Report, United We Stand, Divided We Fall: the Need for Standardizing and Centralizing Master Data, May
2012; 3. SAP Business Transformation Study, Dabur


What are the top business issues where you need better
information governance?

migration
multi-use-technology

risk
controls
efficiency
metadata legal-hold SFA CRM cost ERP
application-integration organizational-change
Dodd-Frank
SEC

content-management regulation acquisition FCC

analytics

embedded-UI
business-process marketing strategy
breach HCM conversion

SOX
business-user roadmap security
HANA
audit workflow
shared-services big-data
quality
enterprise-standard compliance
traceability


So why is information governance so hard?

Insufficient business involvement

Poor information governance inside
the business process

Lack of integrated technologies to
support the end-to-end needs


SAP Solutions for Information Governance
Can help you extend, transform, and know the value of your information

Extend Transform Know

Improve accuracy and Increase business Improve quality of data
efficiency of business competitiveness sources
processes
Reduce risk of project Increase end user
Reduce IT operations delays or cost overruns productivity
costs
Improve reliability of Improve ROI of analytics
Improve adherence to analytics initiatives
regulations


SAP Solutions for Enterprise Information Management
Run better with complete and accurate information

Before After
Data Quality A
Management
D B
C
Data Master Data
Integration Management
GOVERN

Enterprise Content
Modeling Management

Information Lifecycle
Management


Colgate-Palmolive

“”
With SAP enterprise information management solutions, we can profile,
govern, and measure our enterprise data more effectively. We utilize
packaged and extensible solutions that support our information governance
program, automate compliance, and leverage our investments.
Jian Ming Se, Associate Director, Colgate-Palmolive Company


Market leadership in Enterprise Information Management
Industry recognition and customer success

Rated as a market Leader in Data Quality, Data
Integration, and Enterprise Content Management by
Gartner and other leading analyst research firms

Rated by Forrester as Leader in Comprehensive
Integration Suites and BPM Suite rated Best Suited for
SAP-centric environments by Gartner

SAP Customers, Kraft Foods Inc. and Lexmark
International, are winners of Gartner MDM Excellence
Awards

Scored Highest in Bloor Research Data Profiling and
Discovery Market Report 2012

Rated Number One for Ease of Use & Functionality by
Passionned Research ETL Survey Report 2012

SAP Customer, Peachtree Data, Wins Innovation Award
by Information Management


Real World Data Governance
Webinar 12: Tools of Data Governance
Part 2 - Developed
Monthly Webinar Series Hosted by Dataversity
Robert S. Seiner – KIK Consulting / TDAN.com
December 20, 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 Twitter About This Webinar at #RWDG

Real-World Data Governance
Tools of Data Governance – Abstract

• Tools of data governance come in all shapes and sizes. There are software
products and tools on the market that can be used to enable and bring
success to Data Governance programs.

• There are templates and tools developed by experience consultants and
practitioners that can add value to successful programs.

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• The first of the two webinars focused on purchasable products and criteria
for the identification of the need for these products.

• This second of the two-part webinar will share Tools of Data Governance
that can be developed and customized internally to meet your company’s
needs and add value to your data governance program.

• Join Bob Seiner and DATAVERSITY for the twelfth in a series of monthly
webinars titled “Real-World Data Governance” that will focus on sharing
knowledge about the Tools of Data Governance – Purchased and
Developed.

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Tools of Data Governance – Review & Ahead

• List of 2012 Webinars • List of 2013 Webinars
– Tools to Enable DG – What is a Data Steward and What Do They Do?
– The Role of Meta-Data in DG – Managing Data and Information as an Asset –
– Non-Invasive DG: the Practical Approach The Governance End Game
– Governing Unstructured Data – Governing Data through Metadata
– Data Governance, Big Data & the Cloud – Comparing World Class Solutions in Data
– Setting Appropriate Business Expectations Governance – Panel of Practitioners Q&A
– Metadata & DG – Governance for Master Data
– MDM & DG – The Data Governance Road Show from DGIQ
– Business Glossaries & DG
– BI Governance & the Governance of BI Data
– Tools of Data Governance - Purchased &
Developed - Purchased Part 1
– Tools of Data Governance - Purchased &
Developed - Developed Part 2

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Tools of Data Governance – Definitions

• Non-Invasive Data Governance™
– The practice of:
• applying formal accountability & behavior
• through non-invasive roles & responsibilities
• to existing and / or new processes
• to assure that the definition, production & usage of data
• assures regulatory compliance, security, privacy, protection & quality.
– Non-Invasive describes how governance is applied to assure
non-threatening management of valuable data assets.
– The goal is to be transparent, supportive, collaborative.

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• What Tools will be covered? Tools 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!

The National Archives

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Tools of Data Governance – One Picture is Worth 1000 Words

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Tools of Data Governance – Operating Model

• Operating Model Tool:
– 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
rts
am

Data Steward Coordinators
pe
Te

Ex

One per Business Unit
m

e
ra

rc
og

ou
Pr

es

Tactical Level - Cross Business Unit
e

R
nc

ct
a

je

Operational Level
rn

b
ve

Su

Operational Data Stewards (existing)
Go

IT

EXISTS
Es
Data Definers, Producers, Users
ta

ca
Da

These people are presently defining,

lat

Co
ion
producing and using data as part of their

m
jobs. Recording of the Operational Data

/A

m
un
pp
Stewards will be an important enabler of

ica
ro
improved communications, coordination

va

t
ion
l
and cooperation among stewards.

Pa
th
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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Two Level?
Function?
Nine Level?
Process?

Operational?
Tactical?

Business SMEs?
Data SMEs?
System SMEs?

Corporate Stewards?
SBU Stewards? 11

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Tools of Data Governance – Common Data Matrix

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

– Assists in Identifying, Recognizing and Recording Stakeholders of Data

– 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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Tools of Data Governance – Work Flow Templates

• Work Flow Templates Tools:
– 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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Tools of Data Governance – Issue Resolution Templates

• Issue Resolution Templates Tools:
– 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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Tools of Data Governance – Communications Matrix

• Communications Matrix Tool:
– 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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Tools of Data Governance – Review

• Tools 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 Tools as a Component of a Successful Governance Program

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

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

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Wrap Up
& Discussion

• Final Summary
– Real-World Data Governance
– Tools of Data Governance
– Thank You for Attending this Webinar

• Real-World Data Governance – Scheduled Webinars
 January 17: What is a Data Steward and What Do They Do?
 February 21: Managing Data and Information as an Asset – Governance End Game
 March 21: Governing Data through Metadata
 Visit Dataversity.Com for More Information

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Wrap Up
& Discussion

Merry Christmas & Happy New Year!

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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Real-World Data Governance - Tools of Data Governance - Purchased and Developed - Part 2 Developed

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