Real-World Data Governance: Build Your Own Data Governance Tools

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Copyright © 2015 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
#RWDG
@RSeiner
Real World Data Governance
Build Your Own Data Governance Tools
Monthly Webinar Series Hosted by Dataversity
Robert S. Seiner – KIK Consulting / TDAN.com
May 21, 2015 – 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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• Real-World Data Governance – Monthly Webinar Series
– June 20, 2015 – Everybody is a Data Steward: Get Over It – 2pm EST
– Third Thursday, Monthly since January 2012
– Register On-Line at DATAVERSITY.net
Upcoming Webinars

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• Non-Invasive Data Governance:
The Path of Least Resistance and Greatest Success
ISBN 9781935504856 / Technics Publishing – September 2014
• KIKConsulting.com
Home of Non-Invasive Data Governance™
• DATAVERSITY Events
Data Governance & Information Quality (DGIQ) Conference 2015
Getting Started with Data Governance (Tutorial 6/8)
Advanced Metadata Requirements for Data Governance (Tutorial 6/8)
Applying Data Governance to Agile Projects (Session 6/9)
Current Events

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• There are many tools available to assist your organization to govern
your data better. The value from these tools is proven and
organizations come to rely on using these tools to deliver high
quality and protected data. Some of these tools are available for
purchase however many can be developed and provided internally.
• This RWDG webinar with Bob Seiner will address the design,
development and deployment of several key instruments of data
governance success. Bob will describe the purpose of these tools,
ways to build these tools and how to deliver value from tools you
can construct with little or no cost.
Abstract

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• In this webinar, Bob will discuss tools focused on:
– Formalizing accountability for governing data definition, production, use
– Recording critical data governance metadata
– Applying governance to existing and/or new processes
– Providing necessary awareness and communications
– Building and improving data understanding
Abstract

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• 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
Relationship Between Definition & Tools

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• What Tools will be covered? Tools associated with …
– Formalizing Roles & Responsibilities
– Formalizing Accountability for Data
– Formalizing Processes
– Formalizing Awareness
• 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!
Tools of Data Governance

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Data Governance Policy

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Data Governance Principles

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• 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
– Pyramid Structure Has Meaning
– Arrows Have Meaning
Operating Model

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• Leverage Existing
Organizational Levels
• Recognize People into
Roles & Responsibilities
• Emphasize Space
• Color Coordinated
with other Tools
• Escalation Path
• Communications Path
Operating Model
EXECUTIVE
TACTICAL
STRATEGIC
OPERATIONAL
PARTNERS
TEAM

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Operating Model

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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
Operating Model

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Operating Model

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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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Common Data Matrix
CUSTOMER
SUPPLIER
PRODUCT
EMPLOYEE
MATERIAL
FINANCE
• Subject Areas
• Sub Subject Areas
• Knowledgeable People
• Systems where Subject
Areas of Data Reside
• Business System Users
• Knowledgeable IT
• Stakeholders in Data

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Common Data Matrix
FINANCE OPERATIONS SALES HR IT
• Organizational Chart
• Business Units
• Business Sub Units
• Stakeholders in Data
• Council Representation
• Coordinators

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Common Data Matrix
CUSTOMER
SUPPLIER
PRODUCT
EMPLOYEE
MATERIAL
FINANCE
OPERATIONS SALES HR IT
USERS USERS USERS USER

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Common Data Matrix

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Common Data Matrix

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Common Data Matrix

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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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• Steps of Methodology
• Do not call it a Data
Governance Process
• Steps Already Exist
• Apply Governance
• Who Does What, When,
How and When
• RASCI
Work Flow Templates
PLAN
DEVELOP
DESIGN
TEST
IMPLEMENT
MAINTAIN

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• Roles of the Data Governance Program
• When Do They Get Involved in Process
• How Much Time
• What Should be Delivered
• RASCI
Work Flow Templates
TEAM COUNCIL STEWARD PARTNER

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PLAN
DEVELOP
DESIGN
TEST
IMPLEMENT
MAINTAIN
TASKS TASKS TASKS TASK
Work Flow Templates

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DATA DEFINER
DATA
PRODUCER
DATA STEWARD
COORDINATOR
DATA GOVERNANCE ACTIVITY MATRIX©
MASTER DATA
DEVELOPMENT
LIFE CYCLE
(MDDLC)
INFORMATION
GATHERING
(DOMAIN, SYSTEM,
STEWARDS)
OPERATIONAL DATA STEWARDS
DATA USER
DATA DOMAIN
STEWARD
(or designee)
DATA DOMAIN / LOB/FUNCTIONAL AREA
ASSESSMENT &
REQUIREMENTS
PLANNING &
ANALYSIS
SOLUTION DESIGN
SOLUTION
DEVELOPMENT
SOLUTION TESTING
SOLUTION
IMPLEMENTATION
SOLUTION
MONITORING &
MAINTENANCE
Activity initiated re: this domain,
Data Domain Steward is involved
in identifying and recording info
related Domains, Systems,
Stewards per issue or task.
Activity initiated re: this domain,
Steward Coordinator is involved in
identifying Operational Stewards
in this LOB/FA that should
participate in this work flow.
Assure appropriate business
meta-data is recorded.
Propose alternatives
for data definition
solution that best fits
with defined
requirements.
Provide input to the
development of the
data production
solution.
Provide definition
requirements &
gathering document.
Define data needed to
operate business &
report results.
Test data solution
from a definition
perspective. Assure
that appropriate
business meta-data is
recorded.
Produce user
requirements. Use
data needed to
operate business &
report results.
Coordinate activities of
Operational Stewards including
project timelines, status reporting,
tactical decision making. Assure
appropriate business meta-data is
recorded.
Provide data
definition guidance to
build the appropriate
solution.
Provide data usage
guidance to build the
appropriate solution.
Coordinate tasks associated
conducting planning and analysis
steps.
for data production
that best fits with the
data definition
solution and defined
requirements.
for data usage
solution that best fits
with defined
requirements.
Coordinate tasks associated
conducting planning and analysis
steps. Accept or Resolve solution
from the Steward Coordinator.
Coordinate activities of all
individuals related to development
work including timelines, status,
tactical decision making.
SYSTEM SMEs
IT
DATA SMEs
Test data solution
from a production
perspective. Assure
that appropriate
recorded.
Test data solution
from a usage
perspective. Assure
that appropriate
recorded.
Coordinate activities of the
Operational Stewards related to
testing work including timelines,
status, tactical decision making.
solution implementation including
timelines, status, tactical decision
making.
solution monitoring &
maintenance including timelines,
status, tactical decision making.
Perform EIS system testing.
Assure that appropriate technical
meta-data is recorded.
Perform EIS data testing. Assure
that appropriate technical meta-
data is recorded.
Coordinate and manage all
technical aspects of data solution
development. Assure that
appropriate technical meta-data is
recorded.
technical aspects of system
solution development. Assure
that appropriate technical meta-
data is recorded.
Coordinate system design with
Data Domain Stewards and
Steward Coordinators.
Coordinate data design with Data
Domain Stewards and Steward
Coordinators.
planning and analysis with Data
Coordinators.
technical aspects of data planning
and analysis with Data Domain
Stewards and Steward
Coordinators.
assessment & requirements
gathering with Data Domain
Coordinators.
technical aspects of data
assessment & requirements
gathering with Data Domain
Coordinators.
technical aspects of data
information gathering with Data
Coordinators. Assure appropriate
technical meta-data is recorded.
information gathering with Data
Coordinators. Assure appropriate
technical meta-data is recorded.
Participate in data
definition information
gathering as needed.
Participate in data
production
information gathering
as needed.
Participate in data
usage information
gathering as needed.
solution implementation.
solution monitoring &
maintenance.
implementation.
monitoring & maintenance.
Coordinate business tasks
associated with solution testing
steps.
associated with solution
implementation.
associated with solution
monitoring & maintenance.
As part of daily job,
identify operation
data issues pertaining
to their domain of
data.
identify operation
to their domain of
data.
identify operation
to their domain of
data.
Work Flow Templates

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Work Flow Templates

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Work Flow Templates

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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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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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• What need to be
Communicated?
• Orientation,
On-Boarding,
On-Going
• Communications
Specialist
• Communications
Planning
PROGRAM
ROLE BASED
COUNCIL INFO
TRIGGERS
DOCUMENTATION
METRICS

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• Roles of the Data Governance Program
• When Do They Get Communicated to?
• How Much Time
• What Should be Delivered
• Who will Develop and Deliver the Communications (CX)

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PROGRAM
ROLE BASED
COUNCIL INFO
TRIGGERS
DOCUMENTATION
METRICS
CX CX CX CX
CX CX CX CX
CX CX CX CX
CX CX CX CX
CX CX CX CX
CX CX CX CX

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Review

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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
• In this webinar, Bob discussed tools focused on:
‒ Formalizing accountability for governing data definition, production and use
‒ Recording critical data governance metadata
‒ Applying governance to existing and/or new processes
‒ Providing necessary awareness and communications
‒ Building and improving data understanding
• Questions & Answers

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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
@RSeiner
Wrap Up
& Discussion

Real-World Data Governance: Build Your Own Data Governance Tools

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