Metadata Use Cases You Can Use

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  • Making info usable consists of achieving common ground, a cross-functional understanding of the same element. this allows for re-using the element, combining and sharing it across LOB’sSave time and money by re-using this information instead of starting from scratch and re-visiting previously made business decisions.Centralize your data facts in to one vetted, trusted source.Provide a means for auditing and “evidence” that IT knows where the information came from and what happened to it along the wayMinimize the cost of usage by providing a central repository for Root cause analysisReconcile inconsistent information be supported across the IT landscape and reduce storage costs due to the redundant information and subsequent complexity surrounding how information is being used today.
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  • A large part of the ASG goal in future product development surrounds “actionable” information. Receiving the information at your fingertips from any desktop application and any level/location within the organization. In this manner the the certified business definitions are pervasive and aligned with the business
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  • 1. Metadata Use Cases You Can Use ForDAMA Chicago Bob Dein Metadata Solutions Architect Allen Systems Group bob.dein@asg.com August 15, 2012 Copyright®2012 Allen Systems Group, Inc.
  • 2. About ASG Software Solutions• Founded in 1986 by Arthur L. Allen, President & CEO• 1,300 employees in over 80 offices worldwide• More than 3,400 customers worldwide• $400 million in revenue annually• Solutions to meet metadata, infrastructure/ops management and cloud challenges• Expertise in implementing metadata and data governance solutions• 85% of Fortune 500 companies rely on ASG products www.asg.com Copyright® 2011 AllenAllen Systems Inc. Copyright®2012 Systems Group, Group, Inc.
  • 3. Top Rochade CustomersBanking Insurance Financial Copyright®2012 Allen Systems Group, Inc.
  • 4. Top Rochade Customers (cont.) Auctions PharmaceuticalOil and Gasoline Retail Health CareMarket Research Hotels Software Airlines Professional Services Telecommunications Market Research Copyright®2012 Allen Systems Group, Inc.
  • 5. Top Rochade Customers (Government)Defense Finance and Accounting Service (DFAS) Copyright®2012 Allen Systems Group, Inc.
  • 6. Data Governance and Information Management ChallengesProblems Governing & Managing Data Cost of Misunderstanding• Lack of standards– no global codes, • Expensive missteps - Action is taken - definitions or data format exists only to find out later that information• Application specific definitions – term was wrong or incomplete definitions differ across divisions and LOB • Higher costs – unclear change impact• No single source of truth – unless vetted and creation of redundant processes its not trusted. and information• No ownership / governance for the ? • Slow response – lack of information problem – system and process “work- clarity slows decision process and arounds” are created. agility for mergers and regulatory• Difficult to find and understand data initiatives (HIPAA, Sarbanes Oxley, reliance on key knowledge workers. Basel II)• Root Cause Analysis-data quality issues • Productivity loss – those who don’t are time consuming to understand and understand data burden the few that verify. do Copyright®2012 Allen Systems Group, Inc.
  • 7. Solving the Problem of InformationMetadata isthe Makes information usable:DNA • Supports consistent use of terminologyof information • Describes how information can be used, combined, and sharedtechnology Optimizes value of existing IT investment: • Enables broad re-use of information • Establishes knowledge base of information and assets Protects corporate reputation: • Prevents inappropriate exposure and use of information Who? • Provides “evidence” for governance and compliance purposes What? Minimizes cost of information usage: How? • Reduces need for users to question information When? • Minimizes time spent reconciling “inconsistent” information Where? • Reduces storage costs due to creation and maintenance of redundant data and complexity Why? Copyright®2012 Allen Systems Group, Inc.
  • 8. DMBOK Metadata Management Framework Data Architecture Data Quality Management Data Management Development Meta Data DatabaseManagement Operations Data Management Governance Document Data & Security Content ManagementManagement Data Warehousing Reference & & Business Master Data Intelligence Management Management © DAMA International 2010 Copyright®2012 Allen Systems Group, Inc.
  • 9. DMBOK Metadata Management 101 Definition: Planning, implementation, and control activities to enable easy access to high quality, integrated meta-data. Goals: 1. Provide organizational understanding of terms, and usage 2. Integrate meta-data from diverse source 3. Provide easy, integrated access to meta-data 4. Ensure meta-data quality and securityInputs: Activities: Primary Deliverables:• Meta-data Requirements 1. Understand Meta-data Requirements (P) • Meta-data Repositories• Meta-data Issues 2. Define the Meta-data Architecture (P) • Quality Meta-data• Data Architecture 3. Develop and Maintain Meta-data Standards (P) • Meta-data Models and Architecture• Business Meta-data 4. Implement a Managed Meta-data Environment (D) • Meta-data Management Operational• Technical Meta-data 5. Create and Maintain Meta-data (O) Analysis• Process Meta-data 6. Integrate Meta-data (C) • Meta-data Analysis• Operational Meta-data 7. Manage Meta-data Repositories (C) • Data Lineage• Data Stewardship Metadata 8. Distribute and Deliver Meta-data (C) • Change Impact Analysis 9. Query, Report, and Analyze Meta-data (O) • Meta-data Control ProceduresSuppliers: Participants: Tools: Consumers: Metrics:• Data Stewards • Meta-data Specialist • Meta-data Repositories • Data Stewards • Meta Data Quality• Data Architects • Data Integration Architects • Data Modeling Tools • Data Professionals • Master Data Service Data• Data Modelers • Data Stewards • Database Management Systems • Other IT Professionals Compliance• Database • Data Architects and • Data Integration Tools • Knowledge Workers • Meta-data Repository Contribution Administrators Modelers • Business Intelligence Tools • Managers and • Meta-data Documentation Quality• Other Data • Database Administrators • System Management Tools Executives • Steward Representation/Coverage Professionals • Other DM Professionals • Object Modeling Tools • Customers and • Meta-data Usage/Reference• Data Brokers • Other IT Professionals • Process Modeling Tools Collaborators • Meta-data Management Maturity• Government and • DM Executive • Report Generating Tools • Business Users • Meta-data Repository Availability Industry Regulators • Business Users • Data Quality Tools • Data Development and Administration Tools © DAMA International 2010 • Reference and Master Data Management Tools Copyright®2012 Allen Systems Group, Inc.
  • 10. 10 Reasons Why Metadata Solutions Fall Short1. Lack of Commitment – “Tell me again why we need this?..”2. Poorly Defined Scope – “Rome wasn’t built in a day..”3. Poorly Defined Requirements – “What does it do for me?..”4. Poor Communication – “meta what?..”5. Reorgs & Personnel Changes - “It’s who, not what you know..”6. Lack of Business Relevance – “It’s like Google right?..”7. Lack of IT Relevance – “Our new ETL tool does that..”8. DIY Mentality – “Don’t buy one, I can build that..”9. High Level of Complexity – “I don’t get it..”10. Poor User Experience – “Where’s the app?..” Copyright®2012 Allen Systems Group, Inc.
  • 11. How Use Cases Can Make a Difference1. Lack of Commitment – “Now that’s a compelling business case..”2. Poorly Defined Scope – “That’s all it needs to do for now..”3. Poorly Defined Requirements – “That’s what it needs to do for us..”4. Poor Communication – “A picture is worth a thousand words..”5. Reorganization & Personnel Changes – “Great story, now I get it!..”6. Lack of Business Relevance – “I’ll use this every day!..”7. Lack of IT Relevance – “This will make us better, faster, cheaper..”8. DIY Mentality – “OK, maybe we shouldn’t build that..”9. High Level of Complexity – “Now I get it..”10. Poor User Experience – “That was easy..” Copyright®2012 Allen Systems Group, Inc.
  • 12. Use Cases 101Use Case - defines a goal-oriented set of interactions between external actorsand the system under consideration (e.g. DMBOK Goals & Activities).• initiated by a user with a particular goal in mind• describes the sequence of interactions between actors and the system• captures who (actor) does what (interaction) with the system, for what purpose (goal)System – a mechanism that an actor interacts with in order to achieve a goal(e.g. DMBOK Tools)Actor - party outside the system that interacts with the system (e.g. DMBOKSuppliers, Participants and Consumers)Input/Output – description/illustration of what actors contribute/receive fromthe system (e.g. DMBOK Inputs & Deliverables)Scenario - an instance of a use case representing a single path through the usecase. Use Cases usually have many scenarios. Copyright®2012 Allen Systems Group, Inc.
  • 13. Example Metadata Use Case: Reporting/AnalyticsScenarioAn authorized business user accesses the Business Metadata Repository. The system validates the user credentials and providesaccess. Business user searches the Repository for particular business terms or keywords. In addition simple and effective reportingand analytical tools are also available. The results of the search or a requested report should be displayed with an option to print or toexport to a recognized output format (e.g. CSV). Use Case: Reporting/Analytics INPUT ACTOR SYSTEM Sample data Authorized user submits a Validates search parameters, Login screen search to the Business conducts the search and The following table suggests a possible data Metadata Repository displays results that can be used as part of this Use Case: 1 OUTPUT # Data element Value Comments Search results 1 Search “Revenue” The system should display keyword all business terms that contain the requested keyword Authorized user submits a 2 Report All business terms The system should display request for report to the Validates report parameters parameters within a category, all business terms with the Business Metadata and generates the report Repository e.g. Finance requested category in a list Management format OUTPUT 3 Export CSV file The system should parameters generates a CSV file that contains the contents of Requested report the report Copyright®2012 Allen Systems Group, Inc.
  • 14. Metadata Use Case Contexts Corporate Finance Sales Conceptual / Line of Logical BusinessBusiness Mgr Physical / Revenue IT Dept Deployed App Dev Business Analyst Note: Automated discovery, relationship DBA mapping, and lineage of the physical context. Copyright®2012 Allen Systems Group, Inc.
  • 15. Business Metadata Context Contextual Corporate Domain(s)/Group(s) Finance Compliance Definition / Standards / Description / Measures Value Domain Sales Conceptual / Line of Logical BusinessBusiness Mgr Physical / Models Revenue IT Dept Deployed App Dev Business Analyst DBA Copyright®2012 Allen Systems Group, Inc.
  • 16. Technical Metadata Context Contextual Corporate Domain(s)/Group(s) Finance Compliance Definition / Standards / Description / Measures Value Domain Sales Conceptual / Line of Logical BusinessBusiness Mgr Physical / Models Revenue IT Dept Deployed Process Report (Appl / ETL / etc) Database / Table / View / App Dev Column Business Analyst Note: Automated discovery, relationship DBA mapping, and lineage of the physical context. Copyright®2012 Allen Systems Group, Inc.
  • 17. Full Contextual Representation = Governance Corporate Contextual Finance Domain(s)/Group(s) Compliance Definition / Standards / Description / Value Domain Sales Measures Line of Conceptual /Business Mgr Logical Business Physical / Models Revenue IT Dept Deployed Process Report (Appl / ETL / etc) Database / App Dev Table / View / Column Business Analyst Note: Automated discovery, relationship DBA mapping, and lineage of the physical context. Copyright®2012 Allen Systems Group, Inc.
  • 18. Metadata Use Case: Desktop Metadata AccessibilityScenarioAn authorized user highlights some text (a single word or a combination of words) while on a Windows desktop or in any of theapplications (e.g. Microsoft Word, PowerPoint, browser, etc.) and uses a combination of function keys to retrieve and view theBusiness Term definition from the Business Metadata Repository. The Business Term definition is displayed in a pop-up window (asin IBM’s BG Anywhere). Use Case: Desktop Accessibility INPUT ACTOR SYSTEM Highlighted text and Authorized business user Validates user and retrieves combination of keys highlights text and presses Business Term definition combination of function keys 1 Sample data OUTPUT The following table suggests a possible data Business Term definition is displayed in a pop-up that can be used as part of this Use Case: window # Data element Value Comments 1 Business Term Highlighted name word on a desktop, e.g. “Revenue” 2 Business Term Business Additional attributes may be definition Term retrieved from a pop-up window definition, name and short description Copyright®2012 Allen Systems Group, Inc.
  • 19. Metadata Use Case: Desktop Metadata Accessibility Corporate Finance Sales Line ofBusiness Mgr App Dev Business Analyst Custom App DBA Copyright®2012 Allen Systems Group, Inc.
  • 20. Metadata Use Case: Desktop Metadata Accessibility Highlight the business term “Revenue” Corporate Finance Sales Line ofBusiness Mgr App Dev Business Analyst Custom App DBA Copyright®2012 Allen Systems Group, Inc.
  • 21. Metadata Use Case: Desktop Metadata Accessibility Pop-up Glossary Terms With Name Containing “Revenue” Corporate Finance Sales Line ofBusiness Mgr App Dev Business Analyst Custom App DBA Copyright®2012 Allen Systems Group, Inc.
  • 22. All Information Available Via Intuitive Search Get quick …drill down fordefinitions availability of …link directly to theand related detailed metaGlossary business context, metrics, and For full detailsconcepts… implementations Copyright®2012 Allen Systems Group, Inc.
  • 23. Metadata Use Case: Governance WorkflowScenarioAn authorized user (in a role of Author), say Data Steward, enters a Business Term in the Business Metadata Repository. The system validates Author’s identityand saves the Business Term definition in “CREATED” status. Author submits the new Business Term definition for approval. The status is changed from“CREATED” to “SUBMITTED.” A notification of the new submitted term is sent to all users granted the Approver role. An approver receives a notification vieemail, enters Business Metadata Repository and reviews and approves the new Business Term. The system creates a production version of the term withstatus “APPROVED”. Other users of the Business Metadata Repository can view only those Business Terms that have “APPROVED” status. Use Case: Workflow Support INPUT ACTOR SYSTEM Validates and saves new Business term Authorized business user working version of Business definition (Author) creates Business Term definition with CREATED 1 Term in Repository status Author submits new System updates status of 2 Business Term for approval working version of term to SUBMITTED Notification message to 3 Approvers Sample data 4 Approver enters Repository and approves new System creates production version of term and sets status The following table suggests a possible data that can be used as BusinessTerm to APPROVED part of this Use Case: Authorized users can view 5 new Business Term # Data element Value Comments 1 Business Term Attributes of Business definition Term 2 Business Term CREATED See Use Case steps for status changes status SUBMITTED  APPROVED Copyright®2012 Allen Systems Group, Inc.
  • 24. Metadata Use Case: Governance Workflow VP of Dir of Finance Acctg / ComplianceFinancial IT ArchitectController Quality Mgr Governance MgrMembership Business Analyst IT Architect Copyright®2012 Allen Systems Group, Inc.
  • 25. Metadata Use Case: Governance Workflow VP of Dir of Finance Acctg / ComplianceFinancial IT ArchitectController Quality Mgr Governance MgrMembership Business Analyst IT Architect Copyright®2012 Allen Systems Group, Inc.
  • 26. Metadata Use Case: Governance WorkflowFinancial IT ArchitectController Quality Mgr Governance MgrMembership Business Analyst IT Architect Copyright®2012 Allen Systems Group, Inc.
  • 27. Metadata Use Case: Governance Workflow VP of Dir of Finance Acctg / ComplianceFinancial IT ArchitectController Quality Mgr Governance MgrMembership Business Analyst IT Architect Copyright®2012 Allen Systems Group, Inc.
  • 28. Metadata Use Case: Business/Technical Metadata IntegrationScenarioBusiness and technical metadata resides in the Business Metadata Repository. An authorized user (in a role of Author), say Data Architect, edits a BusinessTerm in the Business Metadata Repository and links it to a technical metadata object (e.g. Table or Column). The system creates a working version of theBusiness Term change with “MODIFIED” status. Author submits the Business Term alignment change for approval. The status is changed from “MODIFIED” to“SUBMITTED.” A notification of the submitted term change is sent to all users granted the Approver role. An approver receives a notification vie email, entersBusiness Metadata Repository and reviews and approves the Business Term alignment change. The system creates a production version of the term withstatus “APPROVED”. Other users of the Business Metadata Repository can view only those Business Terms that have “APPROVED” status. Use Case: Business/Technical Metadata Integration INPUT ACTOR SYSTEM Authorized business user (Author) looks up and links a Validates and saves new Business term definition Business Term to a working version of Business Term definition with MODIFIED Sample data 1 Technical Metadata Object stored in the Metadata status The following table suggests a possible data that can Repository be used as part of this Use Case: Author submits change to System updates status of 2 Business Term for approval working version of term to SUBMITTED Notification message to 3 # Data element Value Comments Approvers 1 Business Term definition Business Term attributes, such as Approver enters Repository System updates production Name, Short Description, Long 4 and approves Business Term version of term and sets status Description, etc. change to APPROVED 2 Technical Metadata Technical metadata elements, such as definitions entities, attributes, tables, columns, Authorized users can view 5 Business Term lineage records, fields, etc. change 3 Business Term Status MODIFIED SUBMITTED  See Use Case APPROVED steps for status changes Copyright®2012 Allen Systems Group, Inc.
  • 29. Metadata Use Case: Business/Technical Metadata Integration VP of Dir of Finance Acctg / ComplianceFinancial IT ArchitectController Quality Mgr Governance MgrMembership Ext Docs, URLs, etc. Business Analyst Models Applications DW BI Reports Databases ETL Metadata Repository IT Architect Copyright®2012 Allen Systems Group, Inc.
  • 30. Metadata Use Case: Business/Technical Metadata Integration VP of Dir of Finance Acctg / ComplianceFinancial IT ArchitectController Quality Mgr Governance MgrMembership Ext Docs, URLs, etc. Business Analyst Models Applications DW BI Reports Databases ETL Metadata Repository IT Architect Copyright®2012 Allen Systems Group, Inc.
  • 31. Metadata Use Case: Business/Technical Metadata Integration VP of Dir of Finance Acctg / ComplianceFinancial IT ArchitectController Quality Mgr Governance MgrMembership Ext Docs, URLs, etc. Business Analyst Models Applications DW BI Reports Databases ETL Metadata Repository IT Architect Copyright®2012 Allen Systems Group, Inc.
  • 32. Metadata Use Case: Business/Technical Metadata Integration VP of Dir of Finance Acctg / ComplianceFinancial IT ArchitectController Quality Mgr Governance MgrMembership Ext Docs, URLs, etc. Business Analyst Models Applications DW BI Reports Databases ETL Metadata Repository IT Architect Copyright®2012 Allen Systems Group, Inc.
  • 33. Metadata Use Case: Business/Technical Metadata IntegrationGlobal Business Definition Valid Values Code DESC 3 Haz of Lead Coverage: exp only 7 Lead Law/Lead Liability 9 Cover for Haz, Full Policy Limits Physical Deployment: the where and how is it used in our IT Systems Copyright®2012 Allen Systems Group, Inc.
  • 34. Metadata Use Case: Integration With Technical Metadata Business Term definitions, stewards and where this certified term is used in the IT environment Copyright®2012 Allen Systems Group, Inc.
  • 35. ConclusionsGood Use Cases are Crucial to Metadata Projects:• Pre-Requisite for trial and evaluation of metadata solutions• An efficient means of capturing functional metadata requirements (Requirements & Relevance)• Promotes user involvement (Commitment)• User and goal oriented (Commitment & Relevance)• Specifies all the different ways to use the metadata solution (Scope)• Written in an easy-to-understand structured narrative (Simplicity & Communication)• Help close the gap between functional requirements and testing (Quality)• Represent the solution benefits supporting a metadata business case (Commitment, Communication & Relevance) Copyright®2012 Allen Systems Group, Inc.
  • 36. Use CaseDemonstration Copyright®2012 Allen Systems Group, Inc.
  • 37. DocumentationClient Success Cases + Examples Copyright®2012 Allen Systems Group, Inc.
  • 38. Why ASG ? The Data Warehousing Institute’s Best Practice Award in the category of 25+ Years of Data “Data Governance”Management experienceRecognized leader in the Hundreds of the world’s management of largest organizations metadata for data, trust ASG for solutions toprocess, and technology help manage their data Copyright®2012 Allen Systems Group, Inc.