REMINDER Check in on the COLLABORATE mobile app Roadmap to Data Relationship Governance Prepared by: Brian Healey Managing Consultant CheckPoint Consulting

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REMINDER

Check in on the COLLABORATE mobile app

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Roadmap to Data Relationship Governance

Prepared by:Brian HealeyManaging Consultant CheckPoint Consulting LLC

Session ID#:13701

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Agenda

■ Understand how to evaluate where you are on the roadmap to data governance.▪ Define Data Governance

■ Understand what the roadmap looks like to achieve master data governance.▪ Evaluate

▪ Components of Data Governance

▪ Roles & Responsibilities

■ Understand what technology can do to assist you in the journey.▪ Data Relationship Management (DRM)

▪ Data Relationship Governance (DRG)

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Define Data Governance

This is a subtitle or bulleted list

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Data Governance:A Brief Definition

■ The process of enforcing data integrity across the enterprise by establishing a governing body that is responsible for the following:

■ Developing standards, policies and procedures■ Provides guidance and overall vision■ Makes decisions that impact future direction

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Data Governance Benefits

■ Achieve Clarity▪ Reporting, operational

▪ Increase effective system

■ Ensure Value▪ In what you report, in your systems

▪ Enable better decision making

▪ Maintain scope and Focus

■ Establish▪ Responsibility

▪ Accountability

■ Build a standard and repeatable process■ Define and Measure Success

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RoadmapBuilding a Data Governance Council

■ Evaluation

■ Roles and Responsibilities

■ Policies and Procedures

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People, Process, and Technology

■ People: The focus on the identification of ownership, and data stewards.

■ Process: The focus is on identifying standards, policies, and procedures around change management

■ Technology: The focus is on ensuring the technology provides the solution, to the needs of the people and processes

Process

Technology

People

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Evaluate: People

Scattered Centralized Governed

No Owners, Part-Time/ Informal Stewards, or Committee.

Some degree of organization exists, but still fragmented and disconnected.

All levels of governance identified (Responsible, Accountable, Contributing, Informed), as well as having clear and comprehensive policies and procedures formed.

People Process Technology

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Evaluate: Process


No clear end-to-end processes defined, or not fully functioning

Some processes established, multiple complex integrations, heavy amounts of ETL required

A streamlined process allows users to minimize data entry, allows for quick approvals, pushes metadata to downstream systems with minimal, standard integrations (EBS, EPM)


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Evaluate: Technology


No centralized solution, no approvals, or integration with downstream systems

A centralized solution, some visibility to changes and approvals

Unified, controlled environment for all master data changes


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Goals of Data GovernanceComponents for success

■ Execute the plan▪ Governance Council is formed

▪ Standard frequency of meetings, reporting, notifications established and communicated

■ Policies▪ Standards defined, Policies around data accuracy,

completeness, conformity are clearly defined and documented

▪ Enforce and adhere to the policies that you create

■ Clearly defined roles & responsibilities▪ Owners, Stewards, and functional members identified and

active in standard meetings

■ Technology is defined and implemented

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ImplementationElements to define and measure

■ Overall Strategy ▪ Policies & Standards

▪ Business Rules & Data Quality

■ Security▪ Compliance Requirements

▪ Privacy— What limitations?

— What can, or cannot be shared?

■ Management Alignment▪ Decision rights

▪ Accountability & Ownership

▪ Control Mechanisms

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ImplementationElements to define and measure

■ Maintenance processes▪ Unified, controlled environment for all changes

▪ Local business stewards are accountable and responsible for master data quality

■ Dimension Alignment

▪ Single system of entry ensures alignment

■ Delegation▪ Business Owners review and ensure request meet required

needs

■ Workflow Processes▪ Simplified request and approval mechanism

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■ Sponsorship: Must have buy-in from executives on down■ Owners must understand the value of governance and

believe in the cause■ Assigning individual’s name to an area of responsibility;

Includes both Business & IT ■ Commitment: Despite challenges and impediments, must

support the overall goal

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Roles and Responsibilities


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Roles & Responsibilities

■ Data Owner▪ Primary owner

▪ Ultimate responsibility

▪ Authority for change / decision rights – Can delegate as needed▪ Strategic role, other duties are delegated

■ Data Stakeholder▪ Provides key influence in standards and policies

▪ Business expertise is leveraged to ensure that decisions make sound

▪ Typically they are senior (director) level and have had multiple roles within the organization

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Roles & Responsibilities

■ Data Managers▪ Managers of business users and IT

▪ Provide assistance with tactical decisions▪ Organize, delegate, and ensure activities are performed,

and milestones are met.■ Data Users (Business and IT)

▪ Limited roles, serve needs of performing tasks, executing or monitoring processes.

▪ Support governance initiatives in terms of

▪ Support governance initiatives for testing, or technical support▪ Includes general population of employees

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Data Stewards

■ Enforce standards, policies and procedures■ Have an intimate knowledge of enterprise data (can

recognize incorrect or bad data)■ Identify and resolve data quality issues■ Approve and control updates to subscribing systems

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Data Steward

■ Maintain Request form(s) ▪ For various segments including updating new properties and

removing old properties from the request forms.

▪ Present metadata updates for data owner review

■ Review new requests to ensure all necessary properties are requested for Additions ▪ Review Critical analysis of required attributes

▪ Run key validations

■ Distribute the various segment requests to data owners for a preliminary review.

■ Chair the governance council meetings.

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Data Steward

■ Submission Deadlines▪ Preliminary Review By Data Owners▪ Final Review Meeting

■ Metadata deployments to downstream applications▪ Planning Dates

▪ Forecasting Dates

▪ Currency Updates▪ System Blackout Dates

■ Process Approved Requests■ Reconcile request matrix to exports to verify all changes were

appropriate (i.e. SOX control)

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Policies & Procedures

■ Master Data Setup Procedures▪ Determine the information required to create master data

elements for each target system, frequency of deploying changes

■ Master Data Definitions▪ Define standard naming conventions for master data elements,

create dictionary of master data elements and terms

■ Validation Rules▪ Implement checks and balances to ensure the integrity of

nodes, hierarchies, and properties

■ Master Data Retention▪ Determine retention time frame, archival rules, means of

storage, access methods

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■ Policies & Procedures▪ Define Policies

▪ Define regulations, compliance, and security

■ Define organization structures▪ From ownership down to functional activities▪ Based on level – Implementation or responsibility (RACI)

■ RACI▪ Responsible

▪ Accountable

▪ Contributing

▪ Informed

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Data Governance Challenges


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Challenges

■ Phased Approach: what can you realistically achieve and when?▪ Identify clear milestones and measurement for success

▪ Measured by what? Systems? Dimensions? Other compliance?

■ Sponsorship – need to ensure that business units and ES are aligned.▪ Must ensure that competing objectives are minimized and that

the big picture of enterprise wide governance is not lost.

■ Point of View▪ Superset of applications

▪ Defining Standards

■ Analysis Paralysis: Execute, Review, Revise

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TechnologyDRM & DRG


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Common Workflow Requirements

• Submit change requests that requires inputs and approvals• Notification of requests or events that change master data• Publish changes upon approval of a request• Process for importing, validating, and exporting master data

changes

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Workflow: High-Level Steps

• Request – Initiate / Point of Origin• Enrich: Review, Update, and Validate• Approval (Reject, Push-Back, Save)• Commit: Changes made in DRM hierarchies

Request Enrich Approve Commit

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Request

■ Typically the minimum required information■ Leverage security model to lock down what users can enter

or see. Also aides in the performance, and prevents errors from occurring.

■ Leverage hierarchies to find the correct parent. Tree structures available, as well as search feature, and custom lists.


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Enrich

■ Claim a request, act on it, other users can see who claimed it.■ Review & Update attributes for target systems.■ Review values ■ Query Values from DRM - leverage DRM to default and

derive as much as possible.■ Run validations to ensure values meet business

requirements, and acceptable standards.


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Approve

■ One or many approvers■ Based on business units, functional areas, Cost Center,

Marketing, product line, etc.■ Ability to Approve, Reject, Push Back to user/group, Escalate,

and add commentary.■ Escalation features: Urgency, Days unclaimed, Days un-

approved, Auto-escalation / back-up approver, and Manual escalation for urgent matters.


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Commit■ Ownership

▪ Assigning names

▪ Buy-in

■ The final step, adding or updating the node in DRM■ Can include post-process procedures:

▪ Automation

▪ Maintenance

▪ Various: initialize next period’s process


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Data Relationship Management (DRM)Version 11.2.3.x

■ Govern: World class data governance & change control

■ Consolidate: Load Source data and blend into production

■ Share: Share structures tailored to consumers

■ Rationalize: Compare, analyze, and align complex hierarchies, automate maintenance

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Data Relationship Governance (DRG)A component of DRM

■ Govern: World class data Categorized Governance Work list by priority (Assigned, Urgent, overdue, etc.)

■ Multiple types of workflows■ Standard Change Requests & Remediation■ Ad-hoc, Re-organization, proposals, etc.

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Brief History:Life before DRG

■ Option 1: use the light-weight capabilities of DRM■ Option 2: 3rd party tool■ Option 3: SOA

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Comparison

Without DRG■ No Work list, No integration

with DRM.

■ Post-validation checks are possible, but would likely add time to process and would generally be less efficient that preventing mistakes from being entered.

■ No built in notifications. A workaround require custom scripting routines outside DRM. Only activity (actual changes) history is available.

■ Only basic DRM security

With DRG■ Fully Integrated work and

task list as native features in DRM

■ Single and multi-item requests; change & remediation requests with email notifications

■ Pre-Validate Requests to ensure quality; Leverage existing DRM properties

■ Configurable workflows: No coding including a robust security model

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DRG Features■ Reusable user tasks / groups■ Single and multi-item requests■ Stages: Submit / Approve / Enrich / Commit■ Request and stage duration

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DRG Features■ Change or remediation requests■ Single or multiple items■ Calculate and override■ Validate and correct

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DRG Features

■ Request Search & Age Filtering■ Delegation: Auto-mark as overdue / Un-claim■ Skip stage and Auto-escalate/Commit■ Time-sensitive request tags: Urgent, Due date

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DRG Features

Alerts & Notifications

■ Web Client alerts■ Email notifications using SMTP■ Navigate from email to Web Client ■ A URL Links the user directly this item (login required)

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Technology Challenges


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Technology Challenges

■ Reporting (Web Only)■ Email (Volume)

All activity (given step) Software BUGs (Push-back vs. Reject) Documentation (URL, email address req.) Testing (Matrix to achieve desired result)

■ Security Global Node Data Type Testing

■ Editing workflows Development Efforts (i.e. Renaming) Future: Versioning

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Please complete the session evaluationWe appreciate your feedback and insight

You may complete the session evaluation either on paper or online via the mobile app

Documents

REMINDER Check in on the COLLABORATE mobile app Roadmap to Data Relationship Governance Prepared by: Brian Healey Managing Consultant CheckPoint Consulting