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Best Practices for Meeting
State Data Management
Objectives
How ER/Studio Helps
Texas Agencies Achieve
Strategic Plan Goals
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Agenda
• Data Management Defined
• State Strategic Plan Overview
• Planning for Data Management
• Enterprise Planning and Collaboration
• Overview
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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”
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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
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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
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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
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Eliminate Data Silos
• Why is this important?
• Increase intra-agency cooperation & trust
• Improves transparency, data quality and accountability,
allows data to be shared
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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
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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
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Record Management Compliance
• Why is this important?
• Ensures regulatory compliance
• Ease of data request management
• Promotes data stewardship in complex environments
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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
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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 ($$$!!)
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How does ER/Studio Help?
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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
151515
ER/Studio Enterprise Team Edition
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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
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
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EMBARCADERO TECHNOLOGIES
Complex Data Landscape
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• 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 …
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
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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
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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
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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
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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
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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
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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
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Data Reuse and Standardization: Eliminate data redundancies and errors
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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
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Data Reuse and Standardization: Create an easy-to-access catalogue of databases
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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
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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
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Protect confidential information:Increase awareness of sensitive data
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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
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Record Management Compliance: Properly classify data
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Record Management Compliance: Include data lineage in your landscape map
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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
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ER/Studio Team Server Overview
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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
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Life Without Team Server
• Issues connecting teams and departments with data content:
– Discussions around data management
• Written / Printed Documents
• Loose notes
• Whiteboard sessions
– 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
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Before Team Server
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After Team Server
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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.
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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
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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…
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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
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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.
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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
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Centralized Business & Technical Reporting
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Q&A
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: [email protected], (888) 233-2224
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