Best Practices for Meeting State Data Management Objectives
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The document outlines best practices for data management in Texas state agencies, emphasizing the importance of eliminating data silos, reducing costs, protecting confidential information, and ensuring compliance with data management policies. It discusses the role of ER/Studio in facilitating these practices through collaborative tools and strategic planning, helping agencies align their objectives with state strategic goals. The document also highlights the need for improved intra-agency cooperation and transparency to enhance data quality and accountability.
Best Practices for Meeting State Data Management Objectives
- 1. Best Practices for Meeting State Data Management Objectives How ER/Studio Helps Texas Agencies Achieve Strategic Plan Goals
- 2. 2 Agenda • Data Management Defined • State Strategic Plan Overview • Planning for Data Management • Enterprise Planning and Collaboration • Overview
- 3. 3 Data Management Defined • According to Data Management Association • “The development and execution of architectures, policies, practices, and procedures that properly manage the full lifecycle needs of an enterprise”
- 4. 4 State Strategic Plan - Background • Why is Data Management important? • Emphasis from State CIO Karen Robinson that state agencies plan for data management growth and institute best practices • State Strategic Plan Background • Texas DIR developed Top 10 priorities that will affect all technology decisions • IT’s role to deliver quality services to residents continues to grow • How to best prioritize agency and statewide technology investments Source: http://publishingext.dir.texas.gov/portal/internal/resources/DocumentLibrary/2014- 2018%20State%20Strategic%20Plan%20for%20Information%20Resources%20Management.pdf
- 5. 5 State Strategic Plan - Background • There are several current practices in the Texas Government that support best practices and sound data management: • Agencies are required to develop controls to ensure confidentiality, integrity and availability of data • Agencies implement internal data governance structures to guide agency-wide policies • The Texas Legislature requires agencies to develop a standard format for data sets for public accessibility, as well as to develop a Records Management Program Source : http://publishingext.dir.texas.gov/portal/internal/resources/DocumentLibrary/2014- 2018%20State%20Strategic%20Plan%20for%20Information%20Resources%20Management.pdf
- 6. 6 Planning for Data Management • Key Areas Addressed by ER/Studio • Eliminate data silos • Reduce costs through data reuse & standardization • Protect confidential info • Decrease likelihood of security incidents due to improper data classification • Ensure compliance with data record management policy
- 7. 7 Eliminate Data Silos • Why is this important? • Increase intra-agency cooperation & trust • Improves transparency, data quality and accountability, allows data to be shared
- 8. 8 Data Reuse and Standardization • Why is this important? • Reduces costs and time by not having to start from scratch • Standardization helps ensure compliance and avoid fines
- 9. 9 Protect Confidential Info/Reduce Risk of Improper Data Classification • Why is this important? • Ensures regulatory compliance and reduces risks of fines • Safeguards against security incidents
- 10. 10 Record Management Compliance • Why is this important? • Ensures regulatory compliance • Ease of data request management • Promotes data stewardship in complex environments
- 11. 11 Enterprise Planning and Collaboration • Key Areas Addressed by ER/Studio • Reviewing and aligning IT governance across all organizations • Using project management to facilitate cross-division collaboration • Aligning objectives and outcomes with strategic goals • Implementing online collaboration tools
- 12. 12 Enterprise Planning and Collaboration • Why is this important? • Working together allows the state to better manage expenditures and operate more effectively • Collaboration affects the degree to which the state maximizes return on IT investments ($$$!!)
- 13. 13 How does ER/Studio Help?
- 14. 14 Planning for Data Management • Key Areas Addressed by ER/Studio • Eliminate data silos • Reduce costs through data reuse & standardization • Protect confidential info • Decrease likelihood of security incidents due to improper data classification • Ensure compliance with data record management policy
- 15. 151515 ER/Studio Enterprise Team Edition
- 16. 16 Eliminate Data Silos • How does ER/Studio help? – Inventory existing databases to determine: 1. What common data exists between silos 2. What data should be shared across the organization – Connect users w/ subject matter experts (SMEs) – Team Server collaboration
- 17. EMBARCADERO TECHNOLOGIES Complex Data Environments Evolution: • 38 years of construction • 147 builders • No Blueprints • No Planning Result: • 7 stories • 65 doors to blank walls • 13 staircases abandoned • 24 skylights in floors • 160 rooms, 950 doors • 47 fireplaces, 17 chimneys • Miles of hallways • Secret passages in walls • 10,000 window panes (all bathrooms are fitted with windows) Ad-hoc architecture and lack of strategy 17
- 18. EMBARCADERO TECHNOLOGIES Complex Data Landscape 18 • Comprised of: – Proliferation of disparate systems – Mismatched departmental solutions – Many database platforms – Big Data platforms – ERP, SaaS – Obsolete legacy systems • Compounded by: – Poor decommissioning strategy – Point-to-point interfaces – Data warehouse, data marts, ETL …
- 19. EMBARCADERO TECHNOLOGIES Eliminate Data Silos: Inventory existing databases • What type of data do you posses and where can it be found. • Map your data landscape using data models as the foundation. – Each model represents a different database system – Link like data elements together for traceability 19
- 20. EMBARCADERO TECHNOLOGIES Eliminate Data Silos: Inventory existing databases • Reverse Engineer & MetaWizard – The ability to create a data model by connecting to an existing data store • Native connector – Relational – Big data • ODBC • Can also be SQL script rather than direct connection • Other models and metadata repositories – Vital to map & analyze complex data landscapes 20
- 21. EMBARCADERO TECHNOLOGIES Eliminate Data Silos: Inventory existing databases • Native Big Data Support – MongoDB • Diagramming • Reverse & Forward Engineering (JSON, BSON) • MongoDB certification for 2.x and 3.0 – Hadoop Hive • Forward & Reverse Engineer DDL • Certified for Hortonworks Data Platform (HDP) 2.1 21
- 22. EMBARCADERO TECHNOLOGIES Eliminate Data Silos: Inventory existing data types • What about ERP & SaaS? – Difficult to comprehend • Cryptic table and column names • Internal data dictionaries • Thousands of tables • Often don’t implement referential integrity in the database – Safyr – Technology Partnership 22
- 23. EMBARCADERO TECHNOLOGIES Eliminate Data Silos: Connect with SMEs • Collaborate with SMEs using ER/Studio Team Server – Break down barriers of SME silos • Organizations suffer from SME silos as well as data silos 23
- 24. 24 Data Reuse and Standardization • How does ER/Studio help? – Define, apply, and enforce naming standards across database systems – Eliminate data redundancies and errors with data domains – Document databases with the entire organization in mind – Create a catalog of existing databases that can be easily accessed and reused • Team Server exposes the catalog and makes it easily searchable • Users may make comments and start discussions
- 25. 25 Data Reuse and Standardization: Define/apply/enforce naming standards • Typical use case – Logical -> physical • Entity name -> table name • Attribute name -> column name • Landscape Mapping – Physical -> logical – Table name -> entity name – Column Name -> attribute name
- 26. 26 Data Reuse and Standardization: Eliminate data redundancies and errors
- 27. 27 Data Reuse and Standardization: Document databases with the entire organization in mind • Data that is not understood will not be reused • Consider the different user types that may need to leverage this documentation. • Create various layers of abstraction
- 28. 28 Data Reuse and Standardization: Create an easy-to-access catalogue of databases
- 29. 29 Protect Confidential Info/Reduce Risk of Improper Data Classification • How does ER/Studio help? – Document sensitive data for regulatory compliance • PII, highly confidential, security impact, etc. – Increase awareness of sensitive data by using ER/Studio Team Server alerts – Ensure sensitive data is available only to privileged users
- 30. 30 Protect confidential information: Document sensitive data • Include security tags along side of tables and columns so auditors and other users know where this data lies and how to use it. Privacy Level Security tag
- 31. 31 Protect confidential information: Increase awareness of sensitive data
- 32. 32 Record Management Compliance • How does ER/Studio help? – Use of data domains to ensure that data is being properly stored – Classify data so that it can be properly managed • Master, reference, transactional, etc. – Include data lineage in your landscape map for data traceability
- 33. 33 Record Management Compliance: Properly classify data
- 34. 34 Record Management Compliance: Include data lineage in your landscape map
- 35. 35 Enterprise Planning and Collaboration • How does ER/Studio help? • Using data modeling to define data standards within and across agencies = promotion of higher data quality • Naming standards, domain standards, data classifications, etc. • Team Server – “business-driven data architecture” = uniting business and IT
- 36. 36 ER/Studio Team Server Overview
- 37. 37 What is ER/Studio Team Server? Team Server is a web environment that delivers a new class of capabilities extending the reach of enterprise data across departments and throughout the organization. Simple, secure unlimited access is now available to: • Provide a “self-service” view and navigation of the technical structure in enterprise data. • Enable cross-departmental collaboration and full traceability of all changes and discussions. • Manage a single source of business definitions in enterprise glossaries. • Integrate key business terms and definitions with technical content for greater comprehension. ER/STUDIO TEAM SERVER PROMOTES BUSINESS DRIVEN ARCHITETURE
- 38. 38 Life Without Team Server • Issues connecting teams and departments with data content: – Discussions around data management • Written / Printed Documents • Loose notes • Whiteboard sessions • Email – Content flow and Storage • Overwhelming options for storage and sharing of critical documentation – Enterprise Content Management Platform (SharePoint) – Spreadsheet Workbooks – Local Files – Network Files – Public Information… – “Silo” effect resulting in a poor understanding of the data landscape • Tribal-knowledge • Redundant work • Lost Time
- 41. 41 Environment Overview Tap into the ability to collaborate, define relationships, and track changes around business terms, technical structure, and deployment information. – Business Glossaries and Terms • Custom fields and content • Insightful business perspective related to technical content – Technical Structure • Simple way to search and view technical metadata and structure. – Deployment Information • Store all data sources and show relationships to model diagrams.
- 42. 42 Business Definitions Quickly find relevant information based on business meaning » Leverage business glossaries and terms with: – Custom fields and content Definition Department Abbreviation Data Steward… » Create insightful business perspective related to technical content
- 43. 43 Structural Metadata & Security Compliance Improve productivity and accuracy in data analytics, application, BI and ETL development » Technical Structure – Simple way to search and view technical metadata and structure. Column name Data type Business rule Data model name…
- 44. 44 Deployment Metadata & Syndication for All Navigate straight to the source of information assets. Provide relevant metadata inline with workflows. » Deployment Information – Store all data sources and show relationships to model diagrams. Data Source Name Application Name Data Source Type Data Source Server Name
- 45. 45 Collaboration for Better Data and Metadata Communication between team members in departments ranging from data modelers, developers, analysts, and business stakeholders is critical for creating and maintaining a strong data management system.
- 46. 46 Integrate Terms & Policies with External Applications Deploy business definitions to external URL’s and REST API functional applications. Stay compliant with sensitive data alerts while using other Embarcadero products. Team Server
- 47. 47 Centralized Business & Technical Reporting
- 48. 48 Q&A
- 49. EMBARCADERO TECHNOLOGIES Thank you! • Learn more about the ER/Studio product family: http://www.embarcadero.com/data-modeling • Trial Downloads: http://www.embarcadero.com/downloads • To arrange a demo, please contact Embarcadero Sales: sales@embarcadero.com, (888) 233-2224 49