Real-World Data Governance Webinar: Data Governance and Metadata Best Practice

1

Copyright © 2014 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

Twitter at #RWDG

Robert S. SeinerKIK Consulting & Educational Services, LLC – KIKconsulting.com

The Data Administration Newsletter, LLC – TDAN.com

Real-World Data GovernanceData Governance & Metadata Best Practice

Monthly Webinar Series Hosted by DATAVERSITYRobert S. Seiner – KIK Consulting / TDAN.com

September 18, 2014 – 2:00 p.m. EST

2



Twitter at #RWDG

• Real-World Data Governance – Monthly Webinar Series – Third Thursday @ 2pET– October 16, 2014 – Governance Risk and Compliance *– November 20, 2014 – Selecting the Right Data Governance Approach– December 18, 2014 – Big Data Governance: What it is and why it is necessary– Register On-Line at DATAVERSITY.net * with special guest

Real-World Data GovernanceUpcoming Webinars

3



Twitter at #RWDG

• Non-Invasive Data Governance:The Path of Least Resistance and Greatest Success– ISBN 9781935504856 / Technics Publishing – September 1

• KIKConsulting.comNew Home of Non-Invasive Data Governance™– Jeremy Seiner (Nephew) Designer – Live June 1

• Data Governance Financial Services Conference– DATAVERSITY & DEBTECH International– Jersey City, New Jersey – September 29-30

• Enterprise Dataversity– DATAVERSITY– Chicago, Illinois – October 6-8

Real-World Data GovernanceWhat’s New?

4



Twitter at #RWDG

• This session will cover:– Data Governance & Metadata as a Two-Way Street– Criteria to Determine if Something is Best Practice– Best Practices for Creating Best Practices– Best Practices for Demonstrating Value– Best Practices for Roles & Responsibilities– Best Practice for Applying Governance & Metadata

Data Governance & Metadata Best PracticeAbstract

5



Twitter at #RWDG

Data Governance & Metadata Best PracticeDefinitions

• Data Governance– Data Governance is the Execution and Enforcement of Authority

Over the Management of Data and Data-Related Resources.Robert S. Seiner

• Data Stewardship– Data Stewardship is the Formalization of Accountability

Over the Management of Data and Data-Related Resources.Robert S. Seiner

Recent Client Definitions of Data Governancethe use of authority, discipline, and behavior changeto ensure proper management of information assets.the execution and enforcement of authority over the protection of data and data-related assets.

6



Twitter at #RWDG


• 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 assurenon-threatening management of valuable data assets.

– The goal is to be• Transparent• Supportive• Collaborative.

7



Twitter at #RWDG

• Metadata– Data about Data.– Data recorded in IT tools that improves the business and technical

understanding of the definition, production and usage of data.


8



Twitter at #RWDG

• Metadata– Data– Recorded in IT tools– Improves the business and technical– Understanding– Definition, production and usage of data


9



Twitter at #RWDG

• What to Tell Management:

– We ARE already governing data and metadata (but we are doing it informally).

– We CAN formalize how we govern data and metadata by putting structure around what we are presently doing.

– We CAN Improve:• How We Manage Data Risk & Secure Data• Data Quality & Provide Quality Assurance• Coordination & Cooperation Around Data and Metadata• Communications Around Data and Metadata

– We DO NOT Have to Spend A Lot of Money.In fact … Data Governance and Metadata only costs the time we put into it.

– We NEED structure. We should consider a Non-Invasive approach.

Data Governance & Metadata Best PracticeBest Practice Messages

10



Twitter at #RWDG

• What NOT to Tell Management

– Do NOT Sell Data Governance and Metadata as being a Huge Challenge.

– Emphasize that Data Governance and Metadata is NOT a Technical Solution.

– Emphasize again that People Behavior is Governed, NOT Data.

– Emphasize that Data Governance and Metadata is an Evolution, NOT Revolution.


11



Twitter at #RWDG

• [to] gov·ern [data]

v. gov·erned, gov·ern·ing, gov·erns – To make and administer the public policy and affairs [of data]– To exercise sovereign authority [in data]– To control the speed or magnitude [of data]– To regulate [data] – To control the actions or behavior [of data] – To keep under control [data]; to restrain [data] – To exercise a deciding or determining influence [on data] – To exercise political authority [over data] – To have or exercise a determining influence [over data]

FreeDictionary.com [Bob Seiner]


12



Twitter at #RWDG

• Governance – Execution of Authority, Responsibility & Accountability

• Stewardship – Formalizing Accountability – Formal – Recorded– Informal – Not Recorded – “People Just Know” – or do they?

• Identifying Data Stewards rather than Assigning Data Stewards

• “Writing it down” rather than “Best Guess”.Formal rather than Informal.

• Key Component of a Non-Invasive Data Governance™ Program

• Why is it important to “write it down”?

Data Governance & Metadata Best PracticeMetadata as a Data Governance By-Product

12

13



Twitter at #RWDG

• Identify & Record the People that Have Responsibility for:– Defining the 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 Is Necessary to Operate the Business– Using the Data that is Necessary to Operate the Business


13

14



Twitter at #RWDG

• Ask yourself these questions:– Could these people be the Data Stewards?– How could we benefit by knowing who these people are?– Does it make sense to record who these people are?– Is this information about the Stewards meta-data?

• This information is a by-product and results of theStewardship aspect of Non-Invasive Data Governance.


14

15



Twitter at #RWDG

• Metadata Stewards – Any person that defines, produces or uses metadataas part of their job function.

– People that define what metadata is necessary and how it is defined– People that produce metadata (or should produce metadata) in their job– People that use metadata to perform their job function

• How that metadata is defined, produced and used must be governed.

• People must be held formally accountable for their metadata actions.

• Replace metadata with data.

Data Governance & Metadata Best PracticeMetadata Itself Must Be Governed

16



Twitter at #RWDG

Data Governance & Metadata Best PracticeCreating Best Practice

• Best Practice Overview & Assessment Process– Data Governance & Metadata Best Practice are defined as the basis and

guideline for behavior to deliver Data Governance and Metadata Programs.1. Organizations that successfully implement Data Governance and Metadata

Programs begin by defining a limited series of best practice before assessingtheir present practices in comparison to the best practice.

2. Once the best practice is defined, a gap-risk assessment can be completed toidentify the differences (gap) between the defined Data Governance andMetadata Best Practice and the present practices.

3. This report should identify the risks (and potential risks) associated with the gapprior to defining the action plan for delivering the Data Governance andMetadata Program.

17



Twitter at #RWDG

• Criteria for Identifying Best Practice– Is the Statement Practical, Do-able and will it Add Value?

The answer should be “Yes” or the best practice statement should not beconsidered.

– Is the Program At Risk if the practice is not achieved?The answer should be “Yes” or the best practice statement should not beconsidered.


18



Twitter at #RWDG

• Best Practice from an Insurance Company:– There is a High-Level of Senior Management Support, Sponsorship, and

Understanding of the activities of the Program and Team.– A team of cross-Departmental resources as well as a dedicated program manager

are accountable for the definition, development, implementation andsustainability of the Program on a consistent and continual basis. This group willbe known as the Planning Team during the program development phase and asthe Program Team upon deployment of the program.

– The measurements of success (and how they will be measured) of the programare well defined and communicated with Senior Management and Stakeholderswithin the organization.

– The goals, objectives, scope, roles & responsibilities, and Rules of Engagement ofthe Program and Team are well defined and communicated.


19



Twitter at #RWDG

• Best Practice from a Government Agency:– Senior Management supports, sponsors and understands (at a high-level) Data

Governance and Metadata activities for protecting data.– Data Governance and Metadata activities for protecting data are applied

consistently across the Department. (Minimum standards must be adhered to;standard can be exceeded).

– Resources are allocated to define, develop, execute, and sustain DataGovernance and Metadata.

– Policies and procedures assure protection of data is not optional.– Internal and External Stakeholders are informed of program goals, scope, roles &

responsibilities, expectations, and performance measurements.


20



Twitter at #RWDG

• Best Practice from an Education Company:

– For Data Governance to be successful there will need to be a High Level of SeniorManagement Support and Understanding of the activities of the Data GovernanceTeam, the roles defined in the Data Governance Operating Model, and specificexamples of where Data Governance will add value.

– Select staff must be committed to the definition, development, execution andsustainability of the Data Governance Program on a continual basis. This groupwill be known as the Data Governance Team and will be lead by InformationTechnology in partnership with Corporate Risk Governance with subject matterexpertise from Strategic Business Units and Shared Corporate Functions.

– The Data Governance Principles will be applied consistently and continuously todata that is defined, produced and used for Enterprise Reporting. The initialfocus of the Data Governance Program will be directed at improving the quality,understandability and value of data that drives metrics for Academics Reporting.

•


21



Twitter at #RWDG

• Best Practice from a University:

– The goals, scope, expectations, measurements of success and roles andresponsibilities of the Data Governance Program will be well defined andcommunicated with Information Technology, Strategic Business Units and SharedCorporate Functions.

– Data Governance should be considered an ongoing program rather than a one-time project based on the fact that Governance is not a temporary activity.

– Ideal individuals for the Data Steward role will have business expertise with aspecific domain of data and be empowered to make decisions and if needed,escalate issues to a strategic level for resolution.


22



Twitter at #RWDG

• Sample Best Practices Summary:1. Senior Management Support, Sponsorship & Understanding2. Resources Must Be Applied3. Roles & Responsibilities Must Be Clearly Defined4. Goals, Scope, Expectation, Measures Must Be Clearly Defined5. Must Be Done Consistently


23



Twitter at #RWDG

• Sample Recommendations from a Best Practice Assessment

1. Define, Recognize and Deploy theData Governance Operating Model of Roles & Responsibilities

2. Create, Deliver and Act on a Data Governance Communications Plan

3. Organize, Staff and Deploy the Data Governance Team

4. Incrementally Roll Out the Data Governance Practice Into Business Areas by Concisely Defining / Formalizing the Actions of Participants

5. Deliver a Data Governance Documentation Platform


24



Twitter at #RWDG

Get the Business to Tell You WhereDG & MD will Add Value for the Business.

Data Governance & Metadata Best PracticeDemonstrating Value

25



Twitter at #RWDG

• Questions to Get the Business to Describe the Value Add:

1. What data / metadata do you use most often to achieve your objectives?

2. What is the primary source / system used by your area to obtain the data / metadata? Who do go to get information about this source / system / data / metadata?

3. What processes consume the data / metadata?

4. Do these processes have data / metadata challenges? If so, what are they?

5. What is the product or customer impact? How has this been tracked or measured?


26



Twitter at #RWDG

• Questions to Get the Business to Describe the Value Add:

6. Is there an associated risk – brand, compliance, legal, etc?

7. What is the operational impact (e.g. money, FTEs, manual work-around, etc) of the challenges? Have you tracked or quantified these impacts?

8. What other impacts should be noted?

9. Have you identified potential solutions? If so, what is the status of these solutions – Scoped, Funded, Planned, In-Flight, etc?

10. What data / information is on your “wish list” that would better enable your area to deliver on our Core Competencies?


27



Twitter at #RWDG

• Inconsistencies in the definition, production and use of specific critical pieces of data across the company prevent the ability to:

– Compare costs across regions– Identify the best place to get substitute materials– Provide sophisticated ad-hoc cross company analysis– Leverage capacity and material use– Manage planning for supply chain and demand globally– Reduce overall investment in capital improvements– Target areas where cross company comparisons will add the most value – Formally decide the best approach to build consistency in that data– Complete the process of building consistency in the data

– Compare raw material usage across regions, plants– Fully plan for and leverage material use– Identify where raw materials are used globally– Identify which raw materials can be substituted for

other raw materials– Compare data across regions, plants, … for planning,

development and delivery purposes– Identify where to build new plants to address customer

needs– Clearly define global data owners or those people with

Global responsibilities– Provide solid cost comparisons across the Company, by

plant or by region– Define, measure and report On-Time Delivery (OTD)– Provide consistency in how to measure and what to

measure in regards to production, shipping, requests– Provide consistent analysis by regions, costs,

allocations,


28



Twitter at #RWDG

• Data Governance provides a formal framework of roles and processes thatwill enable the company to:

– Formally address accountability and ownership of that data– Formally investigate and report the benefit and gain from consistency

in that data– Formally investigate and report the cost associated with the benefit

and gain– Formally identify the resources and time required to achieve the– benefit and gain– Complete the process of building consistency in the data– Control and manage raw material substitution– Identify and plan for where raw materials are used– Compare material usage across plants– Identify alternate and substitute raw materials– Improve metrics around data – ability to count products, materials,

customers, …– Analyze and measure time required to load data into system globally– Provide faster innovation and redefinition in processes, products

– Formalize and implement data standards for the most critical data across BOMs, routings, costs

– Communicate efficiently and effectively regarding product changes

– Utilize cost and production data globally to Identify and retire products that are less profitable

– Prevent rework associated with product changes not formally communicated and rejected by customers

– Formalize responsibility for communications across the manufacturing business areas

– Standardize the approach to our product management by improving the understanding of cost


29



Twitter at #RWDG

• Key Concepts Shared:– Don’t let perfection get in the way of progress.– Point of diminishing returns – to determine what data projects

should be completed.– Concerned of resources – people and time– Stay away from “data perfection” – address specific

inconsistencies that provide most value– Secondary – focus on “political” value of consistency in

product, category, customer definition– There are pockets of experts but no formal information about

who decision makers are– Need to improve overall maturity level around data and

information– Record and communicate how progress is being made in data

maturity– No single person has the ability to define the standards.– Estimate the time requirements of people participating in

Governance processes– Finance’s inability to resolve issues centrally prolong issue

resolution process

– “Everything we do” around costing and benchmarks isdifficult and time consuming, Very painful.

– Gain agreement on priorities and let specialists gather theinformation for decision making

– Issues everywhere, in everything I do– “So important to get this done. I am supportive.”– “Urgent issue and you have my support”.– Standardizing product data for all new products will

deliver consistency in a few years time due to productturnover and the natural progressions.

– Global has adopted the ISO standard but not the U.S. asonly holdout.

– Causes problems with all units of measure.– Product changes not communicated causing rework.– Not using SAP to its fullest value because of the “do what

you want” approach to data.– Huge disconnect to the tune of more that $1 million

dollars spent to ineffective communications associatedwith product changes.


30



Twitter at #RWDG

• What approaches have organizations used to identify data governance rolesand invoke data responsibility?

• Roles and Responsibility Approaches:– Non-Invasive Approach

• Identifying people into roles rather than assigning people to roles.• Leveraging existing responsibility

– Command and Control Approach• Assigning people into roles• Giving people new responsibilities

– 2’ x 4’ Approach• Data Governance is “Not Optional”• People will have to make time.

Data Governance & Metadata Best PracticeRoles & Responsibilities

31



Twitter at #RWDG

• Data Governance Operating Model of Roles & Responsibilities– Executive Level

• Steering Committee– Strategic Level

• Data Governance Council– Tactical Level

• Data Domain Stewards• Data Steward Coordinators

– Operational Level• Data Definers, Data Producers, Data Users

– Support Level• Data Governance Program Team• Information Technology – Data and System SMEs


32



Twitter at #RWDG


EX

IS

TS

NE

W

33



Twitter at #RWDG


34



Twitter at #RWDG

• “Active” Data Governance– Pro-Active – Through Method / Process– Re-Active – Through Issue Resolution

• Overlay Roles & Responsibilities Over Existing Methodology & Work-Flow

• Data Stewardship Conflict Resolution Paths

Data Governance & Metadata Best PracticeApplying Governance & Metadata

35



Twitter at #RWDG

• System Development Life Cycle (SDLC)Application Development Life Cycle (ADLC)

Data Development Methodology (DDM)DB Development Methodology (DbDM)

– Planning (Roles, Time Commitments, Tasks)– Requirements– Analysis– Design– Development– Testing– Implementation– Maintenance– Enhancement


36



Twitter at #RWDG

DATA DEFINER DATAPRODUCER

DATA STEWARDCOORDINATOR

DATA GOVERNANCE ACTIVITY MATRIX©

MASTER DATADEVELOPMENT

LIFE CYCLE(MDDLC)

INFORMATIONGATHERING

(DOMAIN, SYSTEM,STEWARDS)

OPERATIONAL DATA STEWARDS

DATA USERDATA DOMAIN

STEWARD(or designee)

DATA DOMAIN / LOB/FUNCTIONAL AREA

ASSESSMENT &REQUIREMENTS

PLANNING &ANALYSIS

SOLUTION DESIGN

SOLUTIONDEVELOPMENT

SOLUTION TESTING

SOLUTIONIMPLEMENTATION

SOLUTIONMONITORING &MAINTENANCE

Activity initiated re: this domain,Data Domain Steward is involvedin identifying and recording inforelated Domains, Systems,Stewards per issue or task.

Activity initiated re: this domain,Steward Coordinator is involved inidentifying Operational Stewardsin this LOB/FA that shouldparticipate in this work flow.Assure appropriate businessmeta-data is recorded.

Propose alternativesfor data definitionsolution that best fitswith definedrequirements.

Provide input to thedevelopment of thedata productionsolution.

Provide definitionrequirements &gathering document.Define data needed tooperate business &report results.

Test data solutionfrom a definitionperspective. Assurethat appropriatebusiness meta-data isrecorded.

Produce userrequirements. Usedata needed tooperate business &report results.

Coordinate activities ofOperational Stewards includingproject timelines, status reporting,tactical decision making. Assureappropriate business meta-data isrecorded.

Provide datadefinition guidance tobuild the appropriatesolution.

Provide data usageguidance to build theappropriate solution.

Coordinate tasks associatedconducting planning and analysissteps.

Propose alternativesfor data productionthat best fits with thedata definitionsolution and definedrequirements.

Propose alternativesfor data usagesolution that best fitswith definedrequirements.

Coordinate tasks associatedconducting planning and analysissteps. Accept or Resolve solutionfrom the Steward Coordinator.

Coordinate activities of allindividuals related to developmentwork including timelines, status,tactical decision making.

SYSTEM SMEs

IT

DATA SMEs

Test data solutionfrom a productionperspective. Assurethat appropriatebusiness meta-data isrecorded.

Test data solutionfrom a usageperspective. Assurethat appropriatebusiness meta-data isrecorded.

Coordinate activities of theOperational Stewards related totesting work including timelines,status, tactical decision making.

Coordinate activities of theOperational Stewards related tosolution implementation includingtimelines, status, tactical decisionmaking.

Coordinate activities of theOperational Stewards related tosolution monitoring &maintenance including timelines,status, tactical decision making.

Perform EIS system testing.Assure that appropriate technicalmeta-data is recorded.

Perform EIS data testing. Assurethat appropriate technical meta-data is recorded.

Coordinate and manage alltechnical aspects of data solutiondevelopment. Assure thatappropriate technical meta-data isrecorded.

Coordinate and manage alltechnical aspects of systemsolution development. Assurethat appropriate technical meta-data is recorded.

Coordinate system design withData Domain Stewards andSteward Coordinators.

Coordinate data design with DataDomain Stewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of systemplanning and analysis with DataDomain Stewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of data planningand analysis with Data DomainStewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of systemassessment & requirementsgathering with Data DomainStewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of dataassessment & requirementsgathering with Data DomainStewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of datainformation gathering with DataDomain Stewards and StewardCoordinators. Assure appropriatetechnical meta-data is recorded.

Coordinate and manage alltechnical aspects of systeminformation gathering with DataDomain Stewards and StewardCoordinators. Assure appropriatetechnical meta-data is recorded.

Participate in datadefinition informationgathering as needed.

Participate in dataproductioninformation gatheringas needed.

Participate in datausage informationgathering as needed.

Coordinate and manage alltechnical aspects of systemsolution implementation.

Coordinate and manage alltechnical aspects of systemsolution monitoring &maintenance.

Coordinate and manage alltechnical aspects of data solutionimplementation.

Coordinate and manage alltechnical aspects of data solutionmonitoring & maintenance.

Coordinate business tasksassociated with solution testingsteps.

Coordinate business tasksassociated with solutionimplementation.

Coordinate business tasksassociated with solutionmonitoring & maintenance.

As part of daily job,identify operationdata issues pertainingto their domain ofdata.




37



Twitter at #RWDG


38



Twitter at #RWDG


39



Twitter at #RWDG

• 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?


40



Twitter at #RWDG

• This session covered:– Data Governance & Metadata as a Two-Way Street– Criteria to Determine if Something is Best Practice– Best Practices for Creating Best Practices– Best Practices for Demonstrating Value– Best Practices for Roles & Responsibilities– Best Practice for Applying Governance & Metadata

Data Governance & Metadata Best PracticeWrap Up

41



Twitter at #RWDG

• Real-World Data Governance – Monthly Webinar Series – Third Thursday @ 2pm– October 16, 2014 – Governance Risk and Compliance *– November 20, 2014 – Selecting the Right Data Governance Approach– December 18, 2014 – Big Data Governance: What it is and why it is necessary– Register On-Line at DATAVERSITY.net * with special guest

Real-World Data GovernanceUpcoming Webinars

42



Twitter at #RWDG

ContactInformation

• Robert S. SeinerKIK Consulting & Educational Services, LLC – KIKconsulting.comThe Data Administration Newsletter, LLC – TDAN.comPost Office Box 112571, Upper St. Clair, Pennsylvania 15241412.220.9643, 412.220.9644 (Fax)[email protected]@tdan.com