Metadata Use Cases You Can Use

Metadata Use Cases
You Can Use
For

DAMA Chicago
Bob Dein
Metadata Solutions Architect
Allen Systems Group
bob.dein@asg.com

August 15, 2012

Copyright®2012 Allen Systems Group, Inc.

About ASG Software Solutions

• Founded in 1986 by Arthur L. Allen,
President & CEO
• 1,300 employees in over 80 offices
worldwide
• More than 3,400 customers worldwide
• $400 million in revenue annually
• Solutions to meet metadata,
infrastructure/ops management and
cloud challenges
• Expertise in implementing metadata and
data governance solutions
• 85% of Fortune 500 companies
rely on ASG products
www.asg.com
Copyright® 2011 AllenAllen Systems Inc.
Copyright®2012 Systems Group, Group, Inc.

Top Rochade Customers

Banking Insurance Financial

Top Rochade Customers (cont.)

Auctions
Pharmaceutical
Oil and Gasoline

Retail
Health Care
Market Research

Hotels
Software Airlines
Professional
Services

Telecommunications Market Research

Top Rochade Customers (Government)

Defense Finance and Accounting
Service (DFAS)


Data Governance and Information Management Challenges

Problems Governing & Managing Data Cost of Misunderstanding
• Lack of standards– no global codes, • Expensive missteps - Action is taken -
definitions or data format exists only to find out later that information
• Application specific definitions – term was wrong or incomplete
definitions differ across divisions and LOB • Higher costs – unclear change impact
• No single source of truth – unless vetted and creation of redundant processes
its not trusted. and information
• No ownership / governance for the ? • Slow response – lack of information
problem – system and process “work- clarity slows decision process and
arounds” are created. agility for mergers and regulatory
• Difficult to find and understand data initiatives (HIPAA, Sarbanes Oxley,
reliance on key knowledge workers. Basel II)
• Root Cause Analysis-data quality issues • Productivity loss – those who don’t
are time consuming to understand and understand data burden the few that
verify. do


Solving the Problem of Information

Metadata is
the
Makes information usable:
DNA • Supports consistent use of terminology
of information • Describes how information can be used, combined, and shared
technology Optimizes value of existing IT investment:
• Enables broad re-use of information
• Establishes knowledge base of information and assets

Protects corporate reputation:
• Prevents inappropriate exposure and use of information
Who?
• Provides “evidence” for governance and compliance purposes
What?
Minimizes cost of information usage:
How? • Reduces need for users to question information
When? • Minimizes time spent reconciling “inconsistent” information
Where? • Reduces storage costs due to creation and maintenance of redundant data
and complexity
Why?


DMBOK Metadata Management Framework

Data
Architecture
Data Quality Management
Data
Management
Development

Meta Data Database
Management Operations
Data Management
Governance
Document
Data
&
Security
Content
Management
Management Data
Warehousing
Reference
&
&
Business
Master Data
Intelligence
Management
Management © DAMA International 2010


DMBOK Metadata Management 101

Definition: Planning, implementation, and control activities to enable easy access to high quality,
integrated meta-data. Goals:
1. Provide organizational understanding of terms, and usage
2. Integrate meta-data from diverse source
3. Provide easy, integrated access to meta-data
4. Ensure meta-data quality and security

Inputs: Activities:
Primary Deliverables:
• Meta-data Requirements 1. Understand Meta-data Requirements (P)
• Meta-data Repositories
• Meta-data Issues 2. Define the Meta-data Architecture (P)
• Quality Meta-data
• Data Architecture 3. Develop and Maintain Meta-data Standards (P)
• Meta-data Models and Architecture
• Business Meta-data 4. Implement a Managed Meta-data Environment (D)
• Meta-data Management Operational
• Technical Meta-data 5. Create and Maintain Meta-data (O)
Analysis
• Process Meta-data 6. Integrate Meta-data (C)
• Meta-data Analysis
• Operational Meta-data 7. Manage Meta-data Repositories (C)
• Data Lineage
• Data Stewardship Metadata 8. Distribute and Deliver Meta-data (C)
• Change Impact Analysis
9. Query, Report, and Analyze Meta-data (O)
• Meta-data Control Procedures
Suppliers: Participants: Tools: Consumers: Metrics:
• Data Stewards • Meta-data Specialist • Meta-data Repositories • Data Stewards • Meta Data Quality
• Data Architects • Data Integration Architects • Data Modeling Tools • Data Professionals • Master Data Service Data
• Data Modelers • Data Stewards • Database Management Systems • Other IT Professionals Compliance
• Database • Data Architects and • Data Integration Tools • Knowledge Workers • Meta-data Repository Contribution
Administrators Modelers • Business Intelligence Tools • Managers and • Meta-data Documentation Quality
• Other Data • Database Administrators • System Management Tools Executives • Steward Representation/Coverage
Professionals • Other DM Professionals • Object Modeling Tools • Customers and • Meta-data Usage/Reference
• Data Brokers • Other IT Professionals • Process Modeling Tools Collaborators • Meta-data Management Maturity
• Government and • DM Executive • Report Generating Tools • Business Users • Meta-data Repository Availability
Industry Regulators • Business Users • Data Quality Tools
• Data Development and Administration Tools
© DAMA International 2010 • Reference and Master Data Management Tools


10 Reasons Why Metadata Solutions Fall Short

1. Lack of Commitment – “Tell me again why we need this?..”
2. Poorly Defined Scope – “Rome wasn’t built in a day..”
3. Poorly Defined Requirements – “What does it do for me?..”
4. Poor Communication – “meta what?..”
5. Reorgs & Personnel Changes - “It’s who, not what you know..”
6. Lack of Business Relevance – “It’s like Google right?..”
7. Lack of IT Relevance – “Our new ETL tool does that..”
8. DIY Mentality – “Don’t buy one, I can build that..”
9. High Level of Complexity – “I don’t get it..”
10. Poor User Experience – “Where’s the app?..”

How Use Cases Can Make a Difference

1. Lack of Commitment – “Now that’s a compelling business case..”
2. Poorly Defined Scope – “That’s all it needs to do for now..”
3. Poorly Defined Requirements – “That’s what it needs to do for us..”
4. Poor Communication – “A picture is worth a thousand words..”
5. Reorganization & Personnel Changes – “Great story, now I get it!..”
6. Lack of Business Relevance – “I’ll use this every day!..”
7. Lack of IT Relevance – “This will make us better, faster, cheaper..”
8. DIY Mentality – “OK, maybe we shouldn’t build that..”
9. High Level of Complexity – “Now I get it..”
10. Poor User Experience – “That was easy..”

Use Cases 101

Use Case - defines a goal-oriented set of interactions between external actors
and the system under consideration (e.g. DMBOK Goals & Activities).
• initiated by a user with a particular goal in mind
• describes the sequence of interactions between actors and the system
• captures who (actor) does what (interaction) with the system, for what purpose (goal)

System – a mechanism that an actor interacts with in order to achieve a goal
(e.g. DMBOK Tools)

Actor - party outside the system that interacts with the system (e.g. DMBOK
Suppliers, Participants and Consumers)

Input/Output – description/illustration of what actors contribute/receive from
the system (e.g. DMBOK Inputs & Deliverables)

Scenario - an instance of a use case representing a single path through the use
case. Use Cases usually have many scenarios.

Example Metadata Use Case: Reporting/Analytics

Scenario
An authorized business user accesses the Business Metadata Repository. The system validates the user credentials and provides
access. Business user searches the Repository for particular business terms or keywords. In addition simple and effective reporting
and analytical tools are also available. The results of the search or a requested report should be displayed with an option to print or to
export to a recognized output format (e.g. CSV).
Use Case: Reporting/Analytics

INPUT ACTOR SYSTEM

Sample data
Authorized user submits a Validates search parameters,
Login screen search to the Business conducts the search and The following table suggests a possible data
Metadata Repository displays results that can be used as part of this Use Case:
1
OUTPUT

# Data element Value Comments
Search results 1 Search “Revenue” The system should display
keyword all business terms that
contain the requested
keyword
Authorized user submits a
2 Report All business terms The system should display
request for report to the Validates report parameters
parameters within a category, all business terms with the
Business Metadata and generates the report
Repository e.g. Finance requested category in a list
Management format
OUTPUT 3 Export CSV file The system should
parameters generates a CSV file that
contains the contents of
Requested report the report


Metadata Use Case Contexts

Corporate Finance

Sales

Conceptual /
Line of Logical Business
Business Mgr Physical /
Revenue
IT Dept
Deployed

App Dev
Business
Analyst

Note: Automated discovery, relationship
DBA mapping, and lineage of the physical context.


Business Metadata Context

Contextual
Corporate Domain(s)/Group(s) Finance

Compliance Definition /
Standards / Description /
Measures Value Domain Sales

Conceptual /
Models Revenue
IT Dept
Deployed

App Dev
Business
Analyst

DBA


Technical Metadata Context

Contextual
Corporate Domain(s)/Group(s) Finance

Measures Value Domain Sales

Conceptual /
Models Revenue
IT Dept
Deployed

Process Report
(Appl / ETL / etc)
Database /
Table / View /
App Dev
Column
Business
Analyst



Full Contextual Representation = Governance

Corporate Contextual Finance
Domain(s)/Group(s)

Value Domain Sales
Measures

Line of Conceptual /
Business Mgr Logical Business
Physical /
Models Revenue
IT Dept
Deployed

Process Report
(Appl / ETL / etc)
Database /
App Dev Table / View /
Column Business
Analyst



Metadata Use Case: Desktop Metadata Accessibility

Scenario
An authorized user highlights some text (a single word or a combination of words) while on a Windows desktop or in any of the
applications (e.g. Microsoft Word, PowerPoint, browser, etc.) and uses a combination of function keys to retrieve and view the
Business Term definition from the Business Metadata Repository. The Business Term definition is displayed in a pop-up window (as
in IBM’s BG Anywhere).

Use Case: Desktop Accessibility

INPUT ACTOR SYSTEM

Highlighted text and Authorized business user
Validates user and retrieves
combination of keys highlights text and presses
Business Term definition
combination of function keys
1 Sample data
OUTPUT
The following table suggests a possible data
Business Term definition is
displayed in a pop-up
that can be used as part of this Use Case:
window

1 Business Term Highlighted
name word on a
desktop, e.g.
“Revenue”
2 Business Term Business Additional attributes may be
definition Term retrieved from a pop-up window
definition,
name and
short
description



Corporate Finance

Sales

Line of
Business Mgr

App Dev
Business
Analyst
Custom
App
DBA



Highlight the business term
“Revenue”
Corporate Finance

Sales

Line of
Business Mgr

App Dev
Business
Analyst
Custom
App
DBA



Pop-up Glossary Terms With
Name Containing “Revenue”
Corporate Finance

Sales

Line of
Business Mgr

App Dev
Business
Analyst
Custom
App
DBA


All Information Available Via Intuitive Search

Get quick …drill down for
definitions availability of …link directly to the
and related detailed metaGlossary
business context, metrics, and For full details
concepts… implementations


Metadata Use Case: Governance Workflow

Scenario
An authorized user (in a role of Author), say Data Steward, enters a Business Term in the Business Metadata Repository. The system validates Author’s identity
and saves the Business Term definition in “CREATED” status. Author submits the new Business Term definition for approval. The status is changed from
“CREATED” to “SUBMITTED.” A notification of the new submitted term is sent to all users granted the Approver role. An approver receives a notification vie
email, enters Business Metadata Repository and reviews and approves the new Business Term. The system creates a production version of the term with
status “APPROVED”. Other users of the Business Metadata Repository can view only those Business Terms that have “APPROVED” status.

Use Case: Workflow Support

INPUT ACTOR SYSTEM

Validates and saves new
Business term Authorized business user
working version of Business
definition (Author) creates Business
Term definition with CREATED
1 Term in Repository
status

Author submits new System updates status of
2
Business Term for approval working version of term to
SUBMITTED

Notification message to
3
Approvers
Sample data
4
Approver enters Repository
and approves new
System creates production
version of term and sets status
The following table suggests a possible data that can be used as
BusinessTerm to APPROVED
part of this Use Case:
Authorized users can view
5 new Business Term
1 Business Term Attributes of Business
definition Term
2 Business Term CREATED See Use Case steps for status changes
status SUBMITTED 
APPROVED



VP of Dir of
Finance Acctg /
Compliance

Financial IT
Architect
Controller Quality
Mgr
Governance
Mgr

Membership

Business
Analyst

IT
Architect



Financial IT
Architect
Controller Quality
Mgr
Governance
Mgr

Membership

Business
Analyst

IT
Architect


Metadata Use Case: Business/Technical
Metadata Integration
Scenario
Business and technical metadata resides in the Business Metadata Repository. An authorized user (in a role of Author), say Data Architect, edits a Business
Term in the Business Metadata Repository and links it to a technical metadata object (e.g. Table or Column). The system creates a working version of the
Business Term change with “MODIFIED” status. Author submits the Business Term alignment change for approval. The status is changed from “MODIFIED” to
“SUBMITTED.” A notification of the submitted term change is sent to all users granted the Approver role. An approver receives a notification vie email, enters
Business Metadata Repository and reviews and approves the Business Term alignment change. The system creates a production version of the term with
status “APPROVED”. Other users of the Business Metadata Repository can view only those Business Terms that have “APPROVED” status.
Use Case: Business/Technical Metadata Integration

INPUT ACTOR SYSTEM
Authorized business user
(Author) looks up and links a Validates and saves new
Business term
definition Business Term to a working version of Business
Term definition with MODIFIED
Sample data
1 Technical Metadata Object
stored in the Metadata status
The following table suggests a possible data that can
Repository
be used as part of this Use Case:
Author submits change to System updates status of
2
Business Term for approval working version of term to
SUBMITTED

Notification message to
3 # Data element Value Comments
Approvers
1 Business Term definition Business Term attributes, such as
Approver enters Repository System updates production
Name, Short Description, Long
4 and approves Business Term version of term and sets status Description, etc.
change to APPROVED 2 Technical Metadata Technical metadata elements, such as
definitions entities, attributes, tables, columns,
Authorized users can view
5 Business Term lineage
records, fields, etc.
change 3 Business Term Status MODIFIED SUBMITTED  See Use Case
APPROVED steps for status
changes


VP of Dir of
Finance Acctg /
Compliance

Financial IT
Architect
Controller Quality
Mgr
Governance
Mgr

Membership
Ext Docs,
URLs, etc.

Business
Analyst Models Applications DW

BI Reports
Databases
ETL
Metadata Repository

IT
Architect



Global Business Definition

Valid Values
Code DESC
3 Haz of Lead Coverage: exp only
7 Lead Law/Lead Liability
9 Cover for Haz, Full Policy Limits

Physical Deployment: the where and how is it used in our IT Systems


Metadata Use Case: Integration With Technical Metadata

Business Term
definitions, stewards
and where this
certified term is used
in the IT environment


Conclusions

Good Use Cases are Crucial to Metadata Projects:
• Pre-Requisite for trial and evaluation of metadata solutions
• An efficient means of capturing functional metadata requirements
(Requirements & Relevance)
• Promotes user involvement (Commitment)
• User and goal oriented (Commitment & Relevance)
• Specifies all the different ways to use the metadata solution (Scope)
• Written in an easy-to-understand structured narrative (Simplicity &
Communication)
• Help close the gap between functional requirements and testing
(Quality)
• Represent the solution benefits supporting a metadata business case
(Commitment, Communication & Relevance)

Use Case
Demonstration


Documentation

Client Success Cases +
Examples


Why ASG ?

The Data Warehousing Institute’s Best
Practice Award in the category of
25+ Years of Data “Data Governance”

Management experience

Recognized leader in the Hundreds of the world’s
management of largest organizations
metadata for data, trust ASG for solutions to
process, and technology help manage their data


Metadata Use Cases You Can Use

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