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EWSolutions
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 1
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Data Governance
Communications PlanBy David Marco
President
EWSolutions
Webinar Series: Data Governance Mastery
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 2
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Strategic Partnership
www.iim-africa.org
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 3
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
EWSolutions’ Background
EWSolutions is a Chicago-headquartered strategic partner and full life-cycle systems integrator
providing both award winning strategic consulting and full-service implementation services. This
combination affords our client partners a full range of services for any size enterprise information
management, metadata management, data governance and data warehouse/business intelligence
initiative. Our notable client partner projects have been featured in the Chicago Tribune, Federal
Computer Weekly, Journal of the American Medical Informatics Association (JAMIA), Crain’s Chicago
Business, The Doings and won the 2004 Intelligent Enterprise’s RealWare award, 2007 Excellence
in Information Integrity Award nomination, DM Review’s 2005 World Class Solutions award and 2016
CIO Review 20 Most Promising Enterprise Architecture providers.
For more information on our Strategic Consulting Services, Implementation Services, or
World-Class Training, email us at [email protected] or call at 630.920.0005
Best Business Intelligence Application
Information Integration
Client: Department of Defense
World Class
Solutions Award
Data Management
2007 Excellence in Information
Integrity Award Nomination
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 4
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Over 150 Client Partners Since 1997
For more information on our Strategic Consulting Services, Implementation Services,
or World-Class Training email us at [email protected]
AFLACAON (Hewitt Associates)
Arizona Supreme CourtBank of America (Countrywide)
Bank of MontrealBankUnited
Basic American Foods
Becton, Dickinson and CompanyBlue Cross Blue Shield companies
Booz Allen HamiltonBranch Banking & Trust (BB&T)
British Petroleum (BP)
California DMVCalifornia State Fund
Canadian Institute for Health Information (CIHI)Canadian National Railway
Capella UniversityCigna
College Board
ComcastCorning Cable Systems
Contech Systems, Inc.CostCo
D.A. Davidson
Defense Logistics Agency (DLA)Delta Dental
Department of Defense (DoD)Department of State (DOS)
DiscoverDriehaus Capital Management
Eli Lilly and CompanyEnvironment Protection Agency (EPA)
ErwinFarmers Insurance Group
Federal Aviation Administration
Federal Bureau of Investigation (FBI)FedEx
Fidelity Information Services Ford Motor Company
GlaxoSmithKline
Harbor FundsHarris Bank (BMO)
The HartfordHarvard Pilgrim HealthCare
Health Care Services CorporationHP (Hewlett-Packard)
IDMA (Insurance Data Mgt. Institute)
Information Resources Inc.International Paper
IQVIA (Quintiles)Janus Mutual Funds
Johnson Controls
Key BankLiquidNet
Loyola Medical Center
SurescriptsTarget Corporation
Texas CPAThe Regence Group
Thomson Multimedia (RCA)Thrivent Financial
United Healthcare (UHC)
United Health GroupUnited Nations (ICAO)
United States Air ForceUnited States Army
United States Courts
United States Department of StateUnited States Fish and Wildlife Service
United States NavyUnited States Navy (BUPERS)
United States Transportation CommandUniversity of Michigan
University of Wisconsin Health
USAAUS Cellular
Vera BradleyWaste Management
Wells Fargo
Wisconsin Department of TransportationWorkers’ Compensation Insurance Rating Bureau of California (WCIRB)
Zurich Cantonal Bank
Manulife FinancialMayo Clinic
McDonaldsMicron
MicrosoftMoneyGram
NASA
National City Bank (PNC Financial)Nationwide
Neighborhood Health PlanNORC
Physicians Mutual Insurance
PillsburyQuartz Benefits
Rowan College of South Jersey (RCSJ)Sallie Mae
Saudi Arabia Minister of the InteriorSaudi Telecom Company (STC)
Schneider National
Secretary of Defense/LogisticsSingapore Defense Science & Technology Agency (DSTA)
Social Security AdministrationSouth Orange County Community College
Spherion
Standard Bank of South AfricaSunTrust Bank
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 5
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
David Marco – Professional Profile
Best known as the world’s foremost authority on metadata management and the father of the Managed Metadata Environment, he is an internationally recognized expert in the fields of data governance, big data, data warehousing, master data management and data management. In 2004 David Marco was named the “Melvil Dewey of Metadata” by Crain’s Chicago Business as he was selected to their very prestigious “Top 40 Under 40” list. David Marco has authored several books including the widely acclaimed “Universal Metadata Models” (Wiley, 2004) and the classic “Building and Managing the Metadata Repository: A Full Life-Cycle Guide” (Wiley, 2000).
❑ 2020 received a lifetime professional Fellowship from the Institute of Information Management (their highest honor)
❑ President of Data Management University (DataManagementU.com)
❑ Author of several best-selling information technology books, including the top 2 sellers in metadata management history
❑ 2016 Data Management Channel Expert for Business Analytics Collaborative
❑ 2008 DAMA Data Management Hall of Fame (Professional Achievement Award)
❑ 2007 DePaul University named him one of their “Top 14 Alumni Under 40”
❑ Selected to the prestigious 2004 Crain’s Chicago Business “Top 40 Under 40”
❑ Worked with over 80 client partners to successfully build their data management & governance programs
❑ Presented hundreds of keynotes/seminars across four continents
❑ Published hundreds of IT articles some of which were translated into Mandarin, Russian, Italian, Portuguese and others
❑ Taught at the University of Chicago and DePaul University
❑ Earned an MBA and holds FIIM, CDMP (Master), CDP, CCP and CBIP certifications
Email: [email protected]
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 6
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Agenda
❑ Data Governance Communications Plan
❑ Communications Vehicles
❑ Communications Plan Sample
❑ Stakeholder Analysis
❑ Data Stakeholder Communications Matrix
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 7
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Data Governance
Communications Plan
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 8
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Data Governance Communication Plan
❑ Using a plan to guide your organization's communications
efforts to target its diverse audiences will result in clearer,
coordinated, memorable, and effective messaging
➢ Determine goal(s)
➢ Identify target audiences
➢ Determine strategies
➢ Finalize key messages
➢ Determine activities
➢ Determine evaluation mechanisms
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 9
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Communication Plan
❑ Communications include all written, spoken, and electronic interaction with associated audiences. A communication plan encompasses objectives, goals, and tools for all communications, and should be part of a governance program
❑ Communication plan identifies how to present governance and stewardship challenges and successes to the various stakeholders and to the rest of the organization
❑ Choose the right business cases to present results
❑ A successful communication plan is built on strong themes and is more effective than one with unrelated and scattered messages
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 10
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Communication Plan
❑ What is the issue to be addressed?
Briefly describe the data governance problem or issue that the communication plan is to address.
❑ What are the goals to be achieved?
Why communicate?
What do we want people to do as a result?
What do you want to get out of the communications plan?
What changes in policy or behaviors are desired?
Intended audience(s)?
Who is your primary target audience? WHY?
Who are some secondary audiences? WHY?
❑ What is the main message (s) we wish to communicate? What are secondary messages, and messages for different audiences?
When you are talking about data governance what are the key points you always want to stress?
The message can change depending on the audience, but there should be a few bullet points that are included in every interaction. How do you
want the issue to be described? Think of a 5-10-word description that can be used consistently.
❑ Communication Vehicles?
What tools are you using to spread the messages? Website? Newsletters? E-mails? Speaking engagements? Forums? Mailings? Calendars? List
every outlet for communicating with audiences that you have or want to have, and a brief reason for their inclusion.
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 11
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Communications Vehicles
Presentations
Emails
Memos
Articles,
Books,
etc.
Newsletter
Org Groups
(DG Council
Domain
Groups)
Lunch & Learn
Communications
Vehicles
Meetings
(group & 1on1)
Internet
Texts
Policies
Education
(LMS)
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 12
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Communication Plan
❑ Activities/publications/events/media?
What activities will be the most effective in communicating your message(s) to the target audiences?
Resources and time are limited so it is important to select those activities that will have the greatest impact.
❑ Resources required: funds; skills; equipment, supplies; staff time, temporary workers, consultants
For each activity list the resources that will be required to undertake that activity.
❑ Who has primary responsibility? Who are the collaborators/helpers/supporters?
Make sure that each activity has a person willing to take responsibility for that activity and ensure it is completed on time and
within budget.
❑ Evaluation?
Make sure you have a way of evaluating your efforts.
How many people were reached?
Who was reached?
Were there any positive actions taken as a result of efforts?
Include both input and output measures (news articles written vs. actions taken).
Develop some ways to evaluate and ensure some of those evaluation indicators include statistics that can be verified.
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 13
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Communication Plan
Other possible items to include:
❑ Calendar of events – see the lists of events and cross-reference them.
❑ List of potential spokespeople and their expertise areas
❑ Possible feature stories for use on company intranet – business cases
and success stories
❑ Select those tools that will have the greatest impact or penetration on
your target audience(s)
❑ Choose business cases for each audience that will resonate – each
audience will require its own set of business cases for governance
needs and successes
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 14
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Communication Plan Form
Situation Analysis We have over 1000 analysts working with our data and using it to make decisions.
Communicating with all of them could be very difficult and time consuming. Some of the them
could be qualified to be data stewards and it would be beneficial to recruit them. The Analysts are
tired of meetings and tend not to read long emails.
Vision or Mission
Statement
Our goal is to communicate with the analysts in a manner that is effective and will not be
perceived as laborious.
Objectives We need to communicate the key activities of our data governance team and to be able to elicit
feedback. Our communication needs to be ongoing.
Strategies • A single page newsletter will be placed on our internal, corporate website (could be
SharePoint)
• We need to keep it to a single page so that we do not add overhead to our audience
• Keep the newsletter fun and light even when discussing difficult topics
• Make the data stewards the stars of the newsletter to help build interest in data stewardship
Audience Analysis Data Analysts working across our corporation in customer serving capacities.
Vehicles We will publish a bi-monthly newsletter that will be released in the first week of every month.
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 15
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Communication Plan Form
Key Messages • Show that data governance is working successfully
• Data governance team members are well supported change agents
• Communicate that data governance is fun
Expected Outcome • Present any data governance success stories
• Communicate the key items that the Data Governance Team is working on and potentially needs
assistance on
• Help educate the company on data governance
• Call for assistance on key matters or gaps in our data stewardship team
• Recruit new and qualified data stewards
Dependencies We need to have an editor assigned to this task. Specifically we want a person from internal
communications
Metrics /
Measurement
• We believe that if 50% of the analysts read our newsletter than we have been successful.
• We can recruit 1 new data steward a month to come on board our data governance team in some
capacity
Contacts List your team out
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 16
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Data Governance Communications Plan
(Sample Data Stakeholder
Communications Matrix)
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 17
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Data Stakeholder Communications Matrix
❑ The Data Stakeholder Communications Matrix is a necessary artifact
that will provide a solid, high-level overview of the Data Stakeholders
and the Vehicles that will be used to communicate with them
❑ This matrix will provide a quick reminder to the Objectives and Key
Messages that your Communications Plan provided
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 18
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Data Stakeholder Communications Matrix
Data Stakeholder Communications MatrixCommunications Strategy
Stakeholder Vehicle Frequency Objectives Key Messages Responsible
Party
Approving
Party
Metrics
Executive Sponsors
(Chief Marketing
Officer & CDO)
Initial 1on1 Meetings Monthly over a
3 month
period
1. Ensure the executives understand basic
data governance concepts that they need
at their level. 2. The high-level events that
need to occur like forming a DG Council. 3.
Secure DG funding for the requirements.
1. Data Governance is an enterprise-
wide initiative. 2. Need all of the
major corporate departments to
activily participate. 3. Need multi-
year funding for the program to
ensure its success.
DG Program
Leader, DG
Team
Senior
Director
1. Both sponsors attend
each of the meetings in
person. 2. Full-funding is
attained.
Ongoing Data Governance
Council Meetings
Monthly for 2-
3 months, then
switch to every
other month
1. Define and prioritize DG requirements.
Identify the priorities/requirements for the
DG program. 2. Ensure any significant
organizational change management issues
are addressed.
1. We have $x amount of funding.
2. We have 8 major requirements.
3. Funding will allow us to address
3 of the 8 sets of requirements.
DG Program
Leader, DG
Team
Senior
Director
1. Did the sponsors make
the decisions on the
priorities/requirements?
Email As needed 1. Ensure that minor issues/questions are
handled via email so that we do not use up
too much of the Executive Sponsor's time
in meetings.
1. Simple communications of key
questions and need-to-know items.
2. Program status and progression.
DG Program
Leader & DG
Communications
Expert
Senior
Director
1. Where the emails read?
2. % of Executive
Sponsors that answered
the questions asked. 3.
Amount of time it took
the executives to answer
the questions.
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 19
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Data Stakeholder Communications Matrix
Data Stakeholder Communications MatrixCommunications Strategy
Stakeholder Vehicle Frequency Objectives Key Messages Responsible
Party
Approving
Party
Metrics
Business Analysts Initial Corporate
Newsletter
One-Time 1. Inform larger audience of the Data
Governance program and its objectives. 2.
Help to recruit Data Stewards to the
program.
1. Data Governance is needed and
why. 2. Need for our best BAs to
become Data Stewards
DG Program
Leader & DG
Communications
Expert
DG Team
member
1. How many and what %
of BA's clicked on this
article. 2. Median time
that BA's stayed on the
article. 3. Number of new
volunteers for Data
Stewards.
Ongoing DG Newsletter Monthly 1. Keep larger audience aware of key Data
Governance messages and how Data
Governance helps them. 2. Help to recruit
Data Stewards to the program.
1. Socialize Data Governance. 2.
Recruit new Data Stewards
DG Team
Member & DG
Communications
Expert
DG Program
Leader
1. How many and what %
of BA's clicked on this
newsletter. 2. Median
time that BA's stayed on
the newsletter. 3. Number
of new volunteers for
Data Stewards.
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 20
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
In the Final Analysis
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 21
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
In the Final Analysis
❑ Communications a VITAL to the success of an enterprise
data governance program
❑ Communications needs to be tailored to meet the needs of your
data stakeholders and audience
❑ You WILL Achieve Great Results!!
© 1997 to present, Enterprise Warehousing Solutions, Inc. (EWSolutions) – 22
Over 150 Successful Client Partner Implementations
Contact us at [email protected] to become our next success
Questions & Answers
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