4. Company Master Project Highlights
Existing
- Account
- Parent
- DUNS
APJ
150
- Account
- Parent
- DUNS #
ETM
- DUNS #
- Segment
- Party
- EA#
- EA_ID
POC
2.0
New / Impacted Integration Process
New / Impacted System
E
T
L
D&B
Refresh
EMS
Trillium
UCM HUB
F
M
W
- Party
- Account
- Site
Managed
Mastered
- Partner
ID
- Account
MDM
DataMart
File
Upload
4
Batch
Process
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EDW
5. Company Master landscape
APJ file,
POC 2.0
My VMware
(EMS)
ETM
(DRM+iLog)
Parent DUNS#
DRM
Node ID
EA#
EA#
Party ID
COMPANY MASTER (UCM)
UUID
EBS
(Oracle)
Account
Site ID
Master Attributes
(Best version, xref and legal H)
Account
Site ID
VMStar
(SFDC)
Managed Attributes
(VMware H, Enrichment)
Existing Source
New Source
5
MDM BI
Master and Managed
Attributes
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EDW
BI / Reporting
6. Project Scope
Bring company data from disparate systems into the Company Hub and centralize all company
information associated to it.
• APJ Top 150 accounts
• ETM accounts
• POC 2.0 attributes
Bring additional D&B linkages associated to the accounts (White Space)
Maintain Legal Hierarchy for each company (DUNS based hierarchy provided by D&B)
Create and maintain VMware custom hierarchy; and allow user overrides to it. This is a UUID
based hierarchy (Global Parent -> Subsidiary -> Country HQ -> Site)
Maintain Managed attributes that are owned and maintained by business. Eg: Market
Segment, Revenue, Employee total, Hardware spend, No of desktops, SIC etc.
Integrate Entitlement accounts from EMS with the master – EA# to Company ID association.
Build Company Master BI dashboards to provide users the ability to view and access company
data – Hierarchy and managed attributes
Load Managed attributes and UUID based hierarchy into EDW and connected data marts – For
analysis and comparison purposes in Phase1 only.
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7. What’s coming in Phase 2?
Real Time integration with spokes (EBS, SFDC) to sync back Master and Managed
data
Impact analysis of shifting EDW hierarchy from DUNS based to UUID based
hierarchy and the impact to BI reporting.
Moving Market Segment derivation logic to UCM
Plugging in the new D&B IM workflow to the master for more accurate DUNsing
Introduce a Reference Master to track/audit DUNs changes on company records
during D&B refreshes.
Data Profiling and analysis for Atlas sites – Add as a new spoke
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8. Master Attributes
Master attributes are key to the operation of business and are the primary focus of the
company master data management program. These attributes describe the “who” in a
business transaction.
Master attributes are “locked in” and are not allowed to be directly updated by business users
manually in company master.
They are also attributes that provide a cross reference between company data that is mastered and
the corresponding record in the transactional system.
These attributes form the heart of the master data management system.
Once mastered these attributes will be owned and governed by the EIM team. All mastered attributes
need to be harmonized with the business systems (spokes) that source and/or consume the data.
Example : Company Name, Address, xref info (source system ID, Source system name) etc.
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9. Managed Attributes
An information set of company enrichment attributes that helps business function
make informed business decisions. These attributes are generally of interest to more
than one business unit so they are centralized and maintained within the company
master.
If an attribute is used solely by one business function, it does not reside in the company master
and can be maintained within the local business system.
Some of the data attributes maintained by the business unit can be nominated for inclusion in the
managed data set.
Each of these data elements are owned by the respective functions that (1) sources it and (2) keeps
it up to date leveraging the Enterprise data management process.
The EIM ops team will govern these attributes and work with these business functions to define the
attributes, their data standards and governance policies to create/read/update/delete the data.
Example : System Generated :- PRM ID, EA#, Company Type, Company Category
Managed by Business users :- Industry vertical, # of employees, Software spend, Hardware spend etc.
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10. Legal Hierarchy
DUNS based hierarchy queried from D&B
GLOBAL ULITMATE
The Global Ultimate is the top most entity within the
company hierarchy and may have subsidiaries reporting
to it
1:n
Head Quarter Parent
Has financial decision making authority for all the
branches under it.
1:n
Domestic Ulimate
Top most parent identified for a country
1:n
SITE
10
A site is the lowest node in the hierarchy and is the
account site associated to a transaction in VMware.
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12. Company Hierarchy
A fixed 4 level customized hierarchy that can be used by multiple business functions and geos
Uses the D&B legal hierarchy as baseline.
GLOBAL ULITMATE
The Global Ultimate is the top most entity within the
company hierarchy and may have subsidiaries reporting
to it
1:n
SUBSIDIARY
A company within the corporate family having a unique
name. May not legally directly report to the GU
1:n
COUNTRY HQ
The Country Headquarters is an entity identified within
the company hierarchy to which all sites for that
company and a given country roll up to
1:n
SITE
12
A site is the lowest node in the hierarchy and is the
account site associated to a transaction in VMware.
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15. Governance Team Structure
Trustees
Data Stewards
Data Advisors
Data Analysts
Enterprise Information Management
15
Trustees - Executives who have the ultimate
decision making authority and are accountable
for the quality, accuracy and usage of data in the
enterprise company master system. These
trustees form the Data Management Steering
Committee.
Data Steward – Managers within the business
function who are nominated by their unit‟s trustee
to lead the data efforts within their respective
function. This individual has in-depth knowledge
of the organization and is responsible for the
quality of data in his/her business unit
Data Advisor - Individual with in-depth
knowledge of function/business unit data who
advises the data steward on impacts of mastered
and managed data to the business function.
Data Analyst – Individual or team who has
working knowledge of the processes and data in
the company master and has a strong
understanding of the data requirements of the
business unit and how they relate to master data.
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16. Governance Team
Organization
Data Steward
(Stewards)
Trusted
Data Advisor(s)
FAST
Mia Leondakis
Partha Baral
Paul V, Jay Franklin, Raj Srinivasan
FAST – EDG
Mia Leondakis
Emilie Ly
Shreeram Neelavar
FAST – BI
Mia Leondakis
Jay Franklin
TBD
Marketing
Susan Nishimoto
Andrew Stevenson
Swaroop Malangi, Jaydeep Patel,
Michelle Walters, Rob Dunse
Finance
Sirisha Dasu
Wendy Collins
Usha Lal, Mike Gabrys, Paresh
Mackrani
Renewals
Bryan Cox
Andrew Condon
Kathleen Gormanshaw
Customer Advocacy
Eric Wansong
Gregory Daly
Shreeram Neelavar
GSS
Mark Ritacco
Torsten Hentschel
Robert Quaglia
Product Marketing
Michael Huang
Yiting Jin
Ankur Jain
Americas
Michael Ogden
Peter McDonald
EMEA
Clive Pocock
Roberto Meani
Bill Reposa, Georgia Close, Aubrey
Santos
David Adamson, Paul Raja
APJ
Paul Bailey
Karthik Palanievel
Kiran Kumar
Legal
Rebecca Matthias
Rebecca Mathias
Aine Lyons, Mary Futch
SPAN
Sindy Braun
Barry Davis
Arnab Guha
HR
Jonathan Schoonmaker
Amy Gannaway
Kelly Pankratz, Jennifer Nickel
Channels
16
Trustee
(Steering Committee)
Ko Mistry
Jeanine Bierlein
Sam Pritchett
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17. RACI Chart
For overall data quality management, the following chart designates that the data stewards are responsible
and trustees accountable. Stewards, Advisors, Analysts and EIM are consulted and informed.
Role
Data Update &
Remediation
DQ Monitoring &
Communication
Business
Adoption
Trustees
A
A
A
A
Data Stewards
R
C
C
R
Data Advisors
C
I
I
I
Data Analysts
EIM Team
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Overall Data
Quality
C
C
I
R
I
R
I
C
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18. Detailed Process Flow
EIM Team
Steering
Committee
Governance Process – Company Data Updates
What geo or business function gets
precedence ?
1. Surviving GULT may be determined
based on the GEO where the
company is Headquartered
2. If company name or address change
would impact transactional systems
then a new record may need to be
created
1.
7
Determine the course
of action to resolve
conflict. Determine
survivorship
2.
6
Facilitate meeting
with Steering
Committee
Any cross Geo conflicts (if GULT or
subsidiary is being overridden)?
Any issues with changing name or
address of the company?
8
Communicate the
decision back to
data steward
9
Perform the change
in Company Master
and update ticket
Data Advisors
Data Stewards
Yes
Ensure all required information is present
in the document 1. Company Name and address for new
company creation
2. UUID and attributes for managed
attribute update
3. Parent and Child company UUID for
hierarchy override
Authenticate the change.
1. Does the parent child
relationship indeed exist?
2. Is the managed attribute
value correct?
Yes
Needs conflict
resolution from
Steering
Committee?
4
Review request and
validate the data
change
Change is valid?
Data Analysts
No
Yes
5
Respond to Data Analyst
and send information to
Data Steward for approval
No
2
Validate the request
per the Checklist
Request Valid?
Yes
3a
Investigate the
change and consult
the relevant data
advisor
3b
Notify the requestor
and close the case
No
SFDC Case assignment
Change
Requestor
Any conflicts
identified?
No
No
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Yes
1
Request a change
1. Hierarchy Override
2. Master Attribute Update
3. Managed Attribute Update
Start
Determine the Geo that
will be impacted by this
change.
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End
Approve
Change?
19. Use Case – Company Hierarchy change
Steering
Committee
Determine the
course of action to
resolve conflict.
Determine
survivorship
EIM Team
Governance Process – Company Hierarchy Update
Facilitate meeting
with Steering
Committee
Communicate the
decision back to
data steward
Perform the change
in Company Master
and update ticket
Yes
Data Stewards
No
Needs conflict
resolution from
Steering
Committee?
Data Advisors
Yes
Review request and
validate the data
change
Involve Data
stewards from other
GEO’s and functions
for approval
Change is valid?
Data Analysts
Validate the request
per the Checklist
Request Valid?
Yes
Determine type of
request and GEO
and contact
appropriate Data
Steward
Notify the requestor
and close the case
No
Case assignment
Change
Requestor
Yes
GULT and or
Subsidiary level
change?
No
Would be
Country HQ
change
Respond to Data
Analyst and send
information to Data
Steward for
approval
No
No
19
Yes
Request a hierarchy update/
override
Start
End
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Approve
Change?
20. Use Case – Master attribute update
Data
Governance
Group
Governance Process – Mastered Attribute update
Source System
Company Master
(UCM)
End
20
3
Minor update – Existing record gets
updated
Major update – Record gets xref’d
to an existing BV or ends up creating
a new BV
Start
1
Initiate the update to the
record.
End user updates – EBS/SFDC
Partner Updates - SFDC
2
Minor update – Update
existing record.
Major update – Create new
record
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7
Run quarterly data quality report
and check the health of the system
by validating major and minor
updates
4
Ping D&B to get the updated DUNS
number
6
Validate and update the D&B+1
hierarchy if required
(facilitated by EIM Ops team)
5
Update legal hierarchy if required
and flag D&B+1 hierarchy for
business review.
21. Use Case – Managed attribute update
Steering
Committee
Determine the
course of action to
resolve conflict.
Determine
survivorship
EIM Team
Governance Process – Managed attribute Update
Facilitate meeting
with Steering
Committee
Communicate the
decision back to
data steward
Perform the change
in Company Master
and update ticket
Yes
Data Stewards
No
Needs conflict
resolution from
Steering
Committee?
Data Advisors
Yes
Review request and
validate the data
change
Involve Data
stewards from other
GEO’s and functions
for approval
Change is valid?
Data Analysts
Check the attribute
being asked to
update
Is it a source system
record key such as
PRM ID or EA#?
Request a managed attribute
update
No
Determine type of
request and GEO
and contact
appropriate Data
Steward
Notify the requestor
and close the case
Yes
Case assignment
Change
Requestor
Yes
Conflict
resolution
needed?
No
Respond to Data
Analyst and send
information to Data
Steward for
approval
No
No
21
Yes
Start
End
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Approve
Change?
22. Escalation Path
This escalation path will be followed in the below scenarios–
• Data update validity and survivorship rule determination due to cross geo or
cross business unit conflicts.
• Data update requests are not turned around within defined SLA.
• New/existing source system or process in any of the VMware systems is not
following the Company master data model or data standards and processes.
Data Stewards
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EIM
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Steering Committee
24. EA# and Party ID in Company Master
Party ID and EA# are maintained in company master at cross-reference level (External ID)
EA# between EMS and company master is in-sync for the below scenarios of EA# –
Create
Inactivate
Merge
EA# for Incomplete and Middle Match scenario records will only be displayed in company
master after the record gets remediated by EIM team
EA# and Party ID job is scheduled to be executed every 3 hours
EA# in MDM BI datamart (Demo provided later as part of MDM datamart training) Available on the hierarchy against the company ID/UUID against the sites
Capability to search by EA#
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26. File upload process for managing data
This feature facilitates overrides for VMware hierarchy and managed attributes in Company
Master
The below actions can be performed via this process –
Inserting a new company with or without managed attributes populated
Updating master attributes for an existing company. Managed attributes (if needed) can also
be updated as part of this action
Overriding only managed attributes for an existing company
Overriding VMware hierarchy
All the Business Units will prepare the data per the file format. After the upload file is
ready, as per the governance process reviewed earlier, open a SFDC case.
Post governance process and necessary approvals, EIM team will upload the file to
company master
Upload file format:
Upload File Format
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27. File upload process – File naming convention (EIM team)
File should be saved as pipe-delimited text file prior to uploading
File name should be:
27
For updating VMware hierarchy: CMP_HIERARCHY_UPD.txt
For all other actions: CM_UPLOAD_DG.txt
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28. File upload process (EIM team)
File uploaded by
EIM in File upload UI
First email received:
Acknowleding that file
has been
accepted for upload
Second email received
(~5 minutes after the 1st
first email): Confirming file is being processed.
Each file is provided with a unique batch ID.
This email has details about the file name and Batch ID.
Based on this, the file status can be tracked in the file
upload UI.
After file has been processed, post processing
Summary is received.
This email has information about
total # of records, # upload, # rejected. Error file can be
downloaded from File status UI
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29. File upload process – Tips
Format all the cells in the excel spreadsheet as “Text” before entering or copying/pasting
data. This is to avoid auto-correction performed by excel which may lead to incorrect data
in fields like Number_of_desktops, Number_of_servers which accept data in a range and
excel auto-corrects to a date. Ex: “10-20” becomes “20-Oct”
EIM team
The junk character causes upload failures, batch count shows up as 0 even though there are
records in the file
The junk character cannot be viewed in notepad or textpad. Is visible only when opened on server
(unix box)
In the error file, the first column has the error message. After reviewing and correcting and
record, the error column can be removed and the file can be re-uploaded as the rest of the file is
same as the standard upload file format
29
To avoid junk characters that get appended while converting the excel into a text file, change the
default delimiter to “pipe” in windows- control panel- region and language-additional settings under
date and time format- List separator (Type |)
Multiple files can be uploaded at the same time. This feature is available while updating both
Managed attributes and VMware hierarchy. The files are queued in this case
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30. File upload screen and File Status screen (EIM team)
Link to File Upload screen. This screen should only be accessed by EIM team
http://ucmprod.vmware.com:7780/cgi-bin/file/compmaster.pl
Credentials will be shared separately
To view the file
upload
status
Error file is
an excel file
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31. File upload Format – Different attribute groups within the file
Master attributes
Managed attributes
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32. File upload Format – Different attribute groups within the file
Updating VMware Hierarchy
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33. File upload process – Inserting a new company
Master attributes
are mandatory
Validation rules
UUID should not be provided. Record will be rejected if this field has been populated
Name and Address line 1 are mandatory. Either city, state or zipcode has to be provided
Country is mandatory as per LOV/domain values
For these records, Trillium cleanse/standardization/matching will be performed using
existing Trillium rules. Records will be set to incomplete per existing completeness rules
33
Action and Source fields are mandatory per LOV/domain values
DUNS IM process will be performed for this activity to populate legal hierarchy attributes.
If managed attributes are not provided, managed attributes will be the same as legal
attributes
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34. File upload process – Updating an existing company
Master attributes
are updated
Validation rules Action and Source fields are mandatory per LOV/domain values
UUID is mandatory and should be valid
Name and Address line 1 are mandatory. Either city, state or zipcode has to be provided
Country is mandatory as per LOV/domain values
For this action, update will happen based on UUID
DUNS IM process will be performed for this activity to populate legal hierarchy attributes
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35. File upload process – Updating managed attributes
Only managed
attributes
should be provided
Validation rules Action and Source fields are mandatory per LOV/domain values
UUID is mandatory and should be valid
Master attributes (including country) should not be provided
For this action, update will happen based on UUID
All managed attributes should be as per respective LOV‟s (mentioned in Upload File
Format)
All managed attributes should follow the format requirement (mentioned in Upload File
Format)
Example: All revenue/dollar value fields need a “$” as part of the value. Number of servers, Number
of desktops need to be a range and hence need “-” as part of the value
All DUNS #‟s should be 9 digits long. If not, zeroes will be appended to the left to make it 9 digits
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36. File upload process – Updating VMware hierarchy
Master+Managed attributes should
not be provided
Validation rules
Both UUID and Parent UUID are mandatory and should be valid
No other attributes should be provided
Swap Scenario(e.g elevating Site to CountryHQ and bringing CountryHQ down to Site
Level) can be achieved in 3 steps.
1. Elevate Site1 S1 to CountryHQ level-2 say CHQ2
Site1 UUID points to new Parent say SUB1 UUID(which is a Subsidiary –
Level3)
2. Repoint all the other sites from current CountryHQ CHQ1 to this new CountryHQ
CHQ2
Site2 S2,Site3 S3 parent UUID points to CHQ2
3.
36
Bring down the current Country HQ CHQ1 to site level-4.
Point Parent UUID of CHQ1 to CHQ2.
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37. Updating VMware hierarchy - Details
Parent UUID is the immediate Parent‟s UUID in the new tree
Example: If the use-case is to move a site under a subsidiary node, parent UUID will
be the new Subsidiary‟s UUID
When a parent node is moved to a new tree, all the child nodes under the parent move
with it. No separate action is needed to point the child nodes to the parent.
When UUID and Parent UUID are same in the upload file, that particular company will be
detached from the existing tree and made a single location i.e. it‟s own GULT
In the File, SUB3 UUID and Parent UUID
are the same. SUB3 will be detached
from this tree
GULT
SUB1
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SUB2
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SUB3
38. Updating VMware hierarchy – Tree Flag Usage
Use case: SUB1 has to be moved to a new tree. Tree flag should be provided as
„N‟.
Only SUB1‟s UUID
should be provided
as “UUID” in the file. Only SUB1 along
with child nodes will move under the new
Parent.
No impact to SUB2 and SUB3
SUB1
CHQ1
GULT
SUB2
CHQ2
Site1
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SUB3
39. Updating VMware hierarchy – Tree Flag example
Use case: All companies need to be moved to a new GULT. Tree Flag should be
provided as „Y‟.
Any of the Subsidairy‟s UUID
can be provided as “UUID” in the file.
All the companies will be
moved under the new GULT
GULT
SUB1
CHQ1
SUB2
CHQ2
Site1
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SUB3
40. Updating VMware hierarchy – Tree Flag example
Use case: All companies at CHQ level need to be moved. Tree Flag should be
provided as „Y‟.
Any of the CHQ‟s UUID
can be provided as “UUID” in the file.
All the companies will be
moved under the new parent
GULT
SUB2
SUB1
SUB3
CHQ1
CHQ3
CHQ4
Site1
40
CHQ2
Site2
Site3
Site4
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41. Updating VMware hierarchy – Tree Flag example
Use case: All sites (level 4) need to be moved. Tree flag should be provided as
„Y‟.
Any of the Site‟s UUID
can be provided as “UUID” in the file.
All the companies will be
moved under the new parent
GULT
SUB2
SUB1
SUB3
CHQ1
CHQ3
CHQ4
Site1
41
CHQ2
Site2
Site3
Site4
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42. “One off” update in UCM UI (EIM team)
New screen under
Universal
Customer Master
Validation rules -
Validations are same as bulk upload process
42
Press Crtl+N or select Menu-”New Record” to perform the required action
All actions except updating VMware hierarchy can be performed
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55. Viewing Hierarchy – Click on DUNS Number
Click on Apply Button to see the result
Click on the DUNS Number Column to view the Legal Hierarchy.
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.
56. Viewing Hierarchy & Return To Search Page
Click on the Return button to go the Legal Search Page
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57. Search – DUNS Number
Search by DUNS Number by selecting the drop down.
Click on More/Search option.
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58. Search – DUNS Number
Uncheck the match case option and search for a particular DUNS Number
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59. Search – DUNS Number
Type the DUNS Number
Click Search
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60. Search – DUNS Number
Click on the DUNS Number on the left.
Select Move option
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73. Viewing Hierarchy – Click on UUID
Click on the UUID/Company ID column to view the VMware hierarchy
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74. Viewing Hierarchy & Link to Managed Attributes
Click on the UUID/Company ID Link.
This enables the managed attributes to pop-up for that UUID.
EA number can be viewed in the hierarchy & Managed Attributes page
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75. Viewing Managed Attributes & Return to Hierarchy Page
Click on the Return link to go back to the „VMware Hierarchy’ page.
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76. Return To – VMware Search Page
Click on the Return link to go back to the „VMware Search’ page.
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78. Search – Company Name (Ex: Kaiser Permanente)
Click on UUID/Company Id to view the VMware hierarchy
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79. Viewing Hierarchy (Kaiser Permanente) & Return to Hierarchy Page
Click on Return to navigate to the VMware hierarchy search page,
EA numbers can also be viewed on this hierarchy page.
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82. Export - Data
DATA EXPORTED IN EXCEL & PDF IS IN WYSIWYG MODE
Click on the Export Click to Export the report to Excel OR PDF
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83. Sorting
Move the cursor towards the column to see the arrow mark for Ascending or Descending sort order.
The Column will be sorted in Ascending order
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84. Sample Searches - many sites
Cisco Systems
Ebay South SJ
Berkshire Hathaway
Royal Philips Electronics N.V
Sony
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86. Process SLA’s by Role (will be revised post go live)
Data Activity
Middle Match remediation
Incomplete data remediation
Duplicate resolution
Role
SLA
2 days (existing SLA)
3 days (existing SLA)
5 days (existing SLA)
24 hours
2 days
2 days
Company Hierarchy override
EIM Ops team
EIM Ops team
EIM Ops team
Data Analysts
Data Advisors
Data Stewards
EIM Ops team
24 hours
2 days
2 days
Managed Attribute update
Data Analysts
Data Advisors
Data Stewards
EIM Ops team
MDM IT
Data Analysts
Data Advisors
Data Stewards
EIM Ops team
3
2
1
5
D&B Legal Hierarchy refresh
Company Hierarchy refresh
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1-1000 records – 90 mins
1000-10000 – 5 hrs
10000-50000 – 24 hrs
>50000 – subject to team bandwidth
1-1000 records – 90 mins
1000-10000 – 5 hrs
10000-50000 – 24 hrs
>50000 – subject to team bandwidth
days
weeks
week
days
1-1000 records – 90 mins
1000-10000 – 5 hrs
10000-50000 – 24 hrs
>50000 – subject to team bandwidth
87. EA# and Party ID in company master
87
EA# stamped for existing customers at x-ref level
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88. Steps to request a change via CMT (1 of 4)
A request for change has to be initiated via an SFDC case and assigned to the EIM ops team (digops@vmware.com).
The below sections show the screen shots on how to log an SFDC case and assign to EIM Ops.
88
Log into Sales Force and navigate to Cases and create New: Select Data Governance as Case Record Type:
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89. Steps to request a change via CMT (2 of 4)
Populate the required fields under Case Information as shown below:
Fill in the required fields under Issue Description Example, Subject: Update for entity X, Y, Z || Description: Updating segment value for X, Overriding Y with Z etc
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90. Steps to request a change via CMT (3 of 4)
If there are any supporting documents that can be used for faster investigation and validation, please attach that using
the below functionality.
The data that needs to be updated in bulk mode should be attached based on the set template format.
Follow instructions on the Attach File(s) screen:
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91. Steps to request a change via CMT (4 of 4)
Hit Save & Close at the bottom of the page:
A confirmation email will be sent automatically to you.
For any questions or to check the status of a ticket, you can check back in SFDC or email digops@vmware.com with
your case number as a reference.
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Confidential
Editor's Notes
Data Flows – Once daily at 2 PM IST.Refresh – Incremental basis – 2 to 3 hours.Hierarchy is full refresh every time.
