Real-World Data Governance Webinar: Data Governance and Metadata Best Practice

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Copyright © 2014 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
Twitter at #RWDG
Robert S. SeinerKIK Consulting & Educational Services, LLC –KIKconsulting.com
The Data Administration Newsletter, LLC –TDAN.com
Real-World Data GovernanceData Governance & Metadata Best PracticeMonthly Webinar Series Hosted by DATAVERSITYRobert S. Seiner –KIK Consulting / TDAN.comSeptember 18, 2014 –2:00 p.m. EST

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Twitter at #RWDG
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Real-World Data Governance –Monthly Webinar Series –Third Thursday @ 2pET
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October 16, 2014 –Governance Risk and Compliance *
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November 20, 2014 –Selecting the Right Data Governance Approach
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December 18, 2014 –Big Data Governance: What it is and why it is necessary
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Register On-Line at DATAVERSITY.net* with special guest
Real-World Data GovernanceUpcoming Webinars

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Non-InvasiveDataGovernance:
ThePathofLeastResistanceandGreatestSuccess
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ISBN9781935504856/TechnicsPublishing–September1
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KIKConsulting.com
NewHomeofNon-InvasiveDataGovernance™
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JeremySeiner(Nephew)Designer–LiveJune1
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DataGovernanceFinancialServicesConference
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DATAVERSITY&DEBTECHInternational
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JerseyCity,NewJersey–September29-30
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EnterpriseDataversity
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DATAVERSITY
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Chicago,Illinois–October6-8
Real-World Data Governance
What’s New?

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This session will cover:
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Data Governance & Metadata as a Two-Way Street
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Criteria to Determine if Something is Best Practice
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Best Practices for Creating Best Practices
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Best Practices for Demonstrating Value
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Best Practices for Roles & Responsibilities
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Best Practice for Applying Governance & Metadata
Data Governance & Metadata Best PracticeAbstract

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Data Governance & Metadata Best PracticeDefinitions
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Data Governance
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Data Governance is the Execution and Enforcement of Authority Over the Management of Data and Data-Related Resources. Robert S. Seiner
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Data Stewardship
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Data Stewardship is the Formalization of AccountabilityOver the Management of Data and Data-Related Resources. Robert S. Seiner
RecentClientDefinitionsofDataGovernance
theuseofauthority,discipline,andbehaviorchangetoensurepropermanagementofinformationassets.
the execution and enforcement of authority over the protection of data and data-related assets.

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Non-Invasive Data Governance™
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The practice of:
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applying formal accountability & behavior
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through non-invasive roles & responsibilities
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to existing and / or new processes
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to assure that the definition, production & usage of data
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assures regulatory compliance, security, privacy, protection & quality.
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Non-Invasive describes how governance is applied to assurenon-threatening management of valuable data assets.
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The goal is to be
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Transparent
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Supportive
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Collaborative.

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Metadata
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Data about Data.
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Datarecorded in IT toolsthat improves the business and technicalunderstandingof the definition, production and usage of data.

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Metadata
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Data
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Recorded in IT tools
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Improves the business and technical
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Understanding
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Definition, production and usage of data

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What to Tell Management:
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We AREalready governing data and metadata (but we are doing it informally).
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We CANformalize how we govern data and metadata by putting structure around what we are presently doing.
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We CANImprove:
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How We Manage Data Risk & Secure Data
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Data Quality & Provide Quality Assurance
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Coordination & Cooperation Around Data and Metadata
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Communications Around Data and Metadata
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We DO NOTHave to Spend A Lot of Money.
In fact … Data Governance and Metadata only costs the time we put into it.
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We NEEDstructure. We should consider a Non-Invasive approach.
Data Governance & Metadata Best PracticeBest Practice Messages

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What NOTto Tell Management
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Do NOTSell Data Governance and Metadata as being a Huge Challenge.
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Emphasize that Data Governance and Metadata is NOTa Technical Solution.
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Emphasize again that People Behavior is Governed, NOTData.
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Emphasize that Data Governance and Metadata is an Evolution, NOTRevolution.

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[to] gov·ern [data]
v.gov·erned, gov·ern·ing, gov·erns
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To make and administer the public policy and affairs [of data]
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To exercise sovereign authority [in data]
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To control the speed or magnitude [of data]
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To regulate[data]
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To control the actions or behavior [of data]
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To keep under control [data];to restrain [data]
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To exercise a deciding or determining influence [on data]
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To exercise political authority [over data]
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To have or exercise a determining influence [over data]
FreeDictionary.com [Bob Seiner]

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Governance –Execution of Authority, Responsibility & Accountability
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Stewardship –Formalizing Accountability
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Formal –Recorded
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Informal –Not Recorded –“People Just Know” –or do they?
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Identifying Data Stewardsrather than Assigning Data Stewards
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“Writing it down” rather than “Best Guess”. Formal rather than Informal.
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Key Component of a Non-Invasive Data Governance™ Program
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Why is it important to “write it down”?
Data Governance & Metadata Best Practice
Metadata as a Data Governance By-Product
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Identify & Record the People that Have Responsibility for:
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Defining the Data Is Necessary to Operate the Business
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Are they associated with a specific area of the organization?
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Is there ever more than one person who has the responsibility?
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How do you know who to contact with questions about:
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Origin
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Validity
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Location
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Accessibility, …
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Just because you know who to contact, do other people?
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Producing the Data Is Necessary to Operate the Business
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Using the Data that is Necessary to Operate the Business
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Ask yourself these questions:
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Could these people be the Data Stewards?
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How could we benefit by knowing who these people are?
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Does it make sense to record who these people are?
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Is this information about the Stewards meta-data?
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This information is a by-product and results of theStewardship aspect of Non-Invasive Data Governance.
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MetadataStewards –Any person that defines, produces or uses metadataas part of their job function.
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People that define what metadatais necessary and how it is defined
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People that produce metadata(or should produce metadata) in their job
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People that use metadatato perform their job function
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How that metadatais defined, produced and used must be governed.
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People must be held formally accountable for their metadataactions.
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Replace metadatawith data.
Data Governance & Metadata Best PracticeMetadata Itself Must Be Governed

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Data Governance & Metadata Best PracticeCreating Best Practice
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Best Practice Overview & Assessment Process
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DataGovernance&MetadataBestPracticearedefinedasthebasisandguidelineforbehaviortodeliverDataGovernanceandMetadataPrograms.
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OrganizationsthatsuccessfullyimplementDataGovernanceandMetadataProgramsbeginbydefiningalimitedseriesofbestpracticebeforeassessingtheirpresentpracticesincomparisontothebestpractice.
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Oncethebestpracticeisdefined,agap-riskassessmentcanbecompletedtoidentifythedifferences(gap)betweenthedefinedDataGovernanceandMetadataBestPracticeandthepresentpractices.
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Thisreportshouldidentifytherisks(andpotentialrisks)associatedwiththegappriortodefiningtheactionplanfordeliveringtheDataGovernanceandMetadataProgram.

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Criteria for Identifying Best Practice
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IstheStatementPractical,Do-ableandwillitAddValue?
Theanswershouldbe“Yes”orthebestpracticestatementshouldnotbeconsidered.
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Is the Program At Risk if the practice is not achieved?
Theanswershouldbe“Yes”orthebestpracticestatementshouldnotbeconsidered.

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Best Practice from an Insurance Company:
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ThereisaHigh-LevelofSeniorManagementSupport,Sponsorship,andUnderstandingoftheactivitiesoftheProgramandTeam.
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Ateamofcross-Departmentalresourcesaswellasadedicatedprogrammanagerareaccountableforthedefinition,development,implementationandsustainabilityoftheProgramonaconsistentandcontinualbasis.ThisgroupwillbeknownasthePlanningTeamduringtheprogramdevelopmentphaseandastheProgramTeamupondeploymentoftheprogram.
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Themeasurementsofsuccess(andhowtheywillbemeasured)oftheprogramarewelldefinedandcommunicatedwithSeniorManagementandStakeholderswithintheorganization.
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Thegoals,objectives,scope,roles&responsibilities,andRulesofEngagementoftheProgramandTeamarewelldefinedandcommunicated.

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Best Practice from a Government Agency:
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SeniorManagementsupports,sponsorsandunderstands(atahigh-level)DataGovernanceandMetadataactivitiesforprotectingdata.
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DataGovernanceandMetadataactivitiesforprotectingdataareappliedconsistentlyacrosstheDepartment.(Minimumstandardsmustbeadheredto; standardcanbeexceeded).
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Resourcesareallocatedtodefine,develop,execute,andsustainDataGovernanceandMetadata.
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Policiesandproceduresassureprotectionofdataisnotoptional.
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InternalandExternalStakeholdersareinformedofprogramgoals,scope,roles& responsibilities,expectations,andperformancemeasurements.

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Best Practice from an Education Company:
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ForDataGovernancetobesuccessfultherewillneedtobeaHighLevelofSeniorManagementSupportandUnderstandingoftheactivitiesoftheDataGovernanceTeam,therolesdefinedintheDataGovernanceOperatingModel,andspecificexamplesofwhereDataGovernancewilladdvalue.
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Selectstaffmustbecommittedtothedefinition,development,executionandsustainabilityoftheDataGovernanceProgramonacontinualbasis.ThisgroupwillbeknownastheDataGovernanceTeamandwillbeleadbyInformationTechnologyinpartnershipwithCorporateRiskGovernancewithsubjectmatterexpertisefromStrategicBusinessUnitsandSharedCorporateFunctions.
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TheDataGovernancePrincipleswillbeappliedconsistentlyandcontinuouslytodatathatisdefined,producedandusedforEnterpriseReporting.TheinitialfocusoftheDataGovernanceProgramwillbedirectedatimprovingthequality, understandabilityandvalueofdatathatdrivesmetricsforAcademicsReporting.
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Best Practice from a University:
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Thegoals,scope,expectations,measurementsofsuccessandrolesandresponsibilitiesoftheDataGovernanceProgramwillbewelldefinedandcommunicatedwithInformationTechnology,StrategicBusinessUnitsandSharedCorporateFunctions.
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DataGovernanceshouldbeconsideredanongoingprogramratherthanaone- timeprojectbasedonthefactthatGovernanceisnotatemporaryactivity.
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IdealindividualsfortheDataStewardrolewillhavebusinessexpertisewithaspecificdomainofdataandbeempoweredtomakedecisionsandifneeded, escalateissuestoastrategiclevelforresolution.

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Sample Best Practices Summary:
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Senior Management Support, Sponsorship & Understanding
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Resources Must Be Applied
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Roles & Responsibilities Must Be Clearly Defined
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Goals, Scope, Expectation, Measures Must Be Clearly Defined
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Must Be Done Consistently

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Sample Recommendations from a Best Practice Assessment
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Define, Recognize and Deploy theData Governance Operating Model of Roles & Responsibilities
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Create, Deliver and Act on a Data Governance Communications Plan
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Organize, Staff and Deploy the Data Governance Team
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Incrementally Roll Out the Data Governance Practice Into Business Areas by Concisely Defining / Formalizing the Actions of Participants
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Deliver a Data Governance Documentation Platform

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Get the Business to Tell You Where
DG & MD will Add Value for the Business.
Data Governance & Metadata Best PracticeDemonstrating Value

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Questions to Get the Business to Describe the Value Add:
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What data / metadata do you use most often to achieve your objectives?
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What is the primary source / system used by your area to obtain the data / metadata? Who do go to get information about this source / system / data / metadata?
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What processes consume the data / metadata?
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Do these processes have data / metadata challenges? If so, what are they?
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What is the product or customer impact? How has this been tracked or measured?

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Questions to Get the Business to Describe the Value Add:
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Is there an associated risk –brand, compliance, legal, etc?
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What is the operational impact (e.g. money, FTEs, manual work-around, etc) of the challenges? Have you tracked or quantified these impacts?
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What other impacts should be noted?
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Have you identified potential solutions? If so, what is the status of these solutions –Scoped, Funded, Planned, In-Flight, etc?
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What data / information is on your “wish list” that would better enable your area to deliver on our Core Competencies?

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Inconsistencies in the definition, production and use of specific critical pieces of data across the company prevent the ability to:
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Compare costs across regions
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Identify the best place to get substitute materials
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Provide sophisticated ad-hoc cross company analysis
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Leverage capacity and material use
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Manage planning for supply chain and demand globally
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Reduce overall investment in capital improvements
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Target areas where cross company comparisons will add the most value
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Formally decide the best approach to build consistency in that data
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Complete the process of building consistency in the data
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Comparerawmaterialusageacrossregions,plants
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Fullyplanforandleveragematerialuse
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Identifywhererawmaterialsareusedglobally
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Identifywhichrawmaterialscanbesubstitutedforotherrawmaterials
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Comparedataacrossregions,plants,…forplanning, developmentanddeliverypurposes
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Identifywheretobuildnewplantstoaddresscustomerneeds
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ClearlydefineglobaldataownersorthosepeoplewithGlobalresponsibilities
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ProvidesolidcostcomparisonsacrosstheCompany,byplantorbyregion
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Define,measureandreportOn-TimeDelivery(OTD)
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Provideconsistencyinhowtomeasureandwhattomeasureinregardstoproduction,shipping,requests
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Provideconsistentanalysisbyregions,costs, allocations,

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DataGovernanceprovidesaformalframeworkofrolesandprocessesthatwillenablethecompanyto:
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Formallyaddressaccountabilityandownershipofthatdata
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Formallyinvestigateandreportthebenefitandgainfromconsistency
inthatdata
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Formallyinvestigateandreportthecostassociatedwiththebenefit
andgain
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Formallyidentifytheresourcesandtimerequiredtoachievethe
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benefitandgain
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Completetheprocessofbuildingconsistencyinthedata
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Controlandmanagerawmaterialsubstitution
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Identifyandplanforwhererawmaterialsareused
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Comparematerialusageacrossplants
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Identifyalternateandsubstituterawmaterials
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Improvemetricsarounddata–abilitytocountproducts,materials,
customers,…
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Analyzeandmeasuretimerequiredtoloaddataintosystemglobally
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Providefasterinnovationandredefinitioninprocesses,products
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Formalize and implement data standards for the most critical data across BOMs, routings, costs
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Communicate efficiently and effectively regarding product changes
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Utilize cost and production data globally to Identify and retire products that are less profitable
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Prevent rework associated with product changes not formally communicated and rejected by customers
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Formalize responsibility for communications across the manufacturing business areas
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Standardize the approach to our product management by improving the understanding of cost

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KeyConceptsShared:
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Don’tletperfectiongetinthewayofprogress.
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Pointofdiminishingreturns–todeterminewhatdataprojectsshouldbecompleted.
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Concernedofresources–peopleandtime
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Stayawayfrom“dataperfection”–addressspecificinconsistenciesthatprovidemostvalue
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Secondary–focuson“political”valueofconsistencyinproduct,category,customerdefinition
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Therearepocketsofexpertsbutnoformalinformationaboutwhodecisionmakersare
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Needtoimproveoverallmaturitylevelarounddataandinformation
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Recordandcommunicatehowprogressisbeingmadeindatamaturity
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Nosinglepersonhastheabilitytodefinethestandards.
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EstimatethetimerequirementsofpeopleparticipatinginGovernanceprocesses
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Finance’sinabilitytoresolveissuescentrallyprolongissueresolutionprocess
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“Everythingwedo”aroundcostingandbenchmarksisdifficultandtimeconsuming,Verypainful.
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Gainagreementonprioritiesandletspecialistsgathertheinformationfordecisionmaking
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Issueseverywhere,ineverythingIdo
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“Soimportanttogetthisdone.Iamsupportive.”
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“Urgentissueandyouhavemysupport”.
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Standardizingproductdataforallnewproductswilldeliverconsistencyinafewyearstimeduetoproductturnoverandthenaturalprogressions.
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GlobalhasadoptedtheISOstandardbutnottheU.S.asonlyholdout.
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Causesproblemswithallunitsofmeasure.
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Productchangesnotcommunicatedcausingrework.
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NotusingSAPtoitsfullestvaluebecauseofthe“dowhatyouwant”approachtodata.
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Hugedisconnecttothetuneofmorethat$1milliondollarsspenttoineffectivecommunicationsassociatedwithproductchanges.

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Whatapproacheshaveorganizationsusedtoidentifydatagovernancerolesandinvokedataresponsibility?
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RolesandResponsibilityApproaches:
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Non-InvasiveApproach
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Identifyingpeopleintorolesratherthanassigningpeopletoroles.
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Leveragingexistingresponsibility
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Command and Control Approach
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Assigning people into roles
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Giving people new responsibilities
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2’ x 4’ Approach
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Data Governance is “Not Optional”
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People will have to make time.
Data Governance & Metadata Best PracticeRoles & Responsibilities

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Data Governance Operating Model of Roles & Responsibilities
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Executive Level
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Steering Committee
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Strategic Level
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Data Governance Council
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Tactical Level
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Data Domain Stewards
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Data Steward Coordinators
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Operational Level
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Data Definers, Data Producers, Data Users
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Support Level
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Data Governance Program Team
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Information Technology –Data and System SMEs

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EXISTS
NEW

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“Active” Data Governance
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Pro-Active –Through Method / Process
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Re-Active –Through Issue Resolution
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OverlayRoles & Responsibilities Over Existing Methodology & Work-Flow
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Data Stewardship Conflict Resolution Paths
Data Governance & Metadata Best PracticeApplying Governance & Metadata

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System Development Life Cycle (SDLC) Application Development Life Cycle (ADLC) Data Development Methodology (DDM) DB Development Methodology (DbDM)
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Planning (Roles, Time Commitments, Tasks)
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Requirements
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Analysis
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Design
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Development
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Testing
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Implementation
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Maintenance
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Enhancement

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DATA DEFINERDATAPRODUCERDATA STEWARDCOORDINATORDATA GOVERNANCE ACTIVITY MATRIX© MASTER DATADEVELOPMENTLIFE CYCLE(MDDLC) INFORMATIONGATHERING(DOMAIN, SYSTEM, STEWARDS) OPERATIONAL DATA STEWARDSDATA USERDATA DOMAINSTEWARD(or designee) DATA DOMAIN / LOB/FUNCTIONAL AREAASSESSMENT & REQUIREMENTSPLANNING & ANALYSISSOLUTION DESIGNSOLUTIONDEVELOPMENTSOLUTION TESTINGSOLUTIONIMPLEMENTATIONSOLUTIONMONITORING & MAINTENANCEActivity initiated re: this domain, Data Domain Steward is involvedin identifying and recording inforelated Domains, Systems, Stewards per issue or task. Activity initiated re: this domain, Steward Coordinator is involved inidentifying Operational Stewardsin this LOB/FA that shouldparticipate in this work flow. Assure appropriate businessmeta-data is recorded. Propose alternativesfor data definitionsolution that best fitswith definedrequirements. Provide input to thedevelopment of thedata productionsolution. Provide definitionrequirements & gathering document. Define data needed tooperate business & report results. Test data solutionfrom a definitionperspective. Assurethat appropriatebusiness meta-data isrecorded. Produce userrequirements. Usedata needed tooperate business & report results. Coordinate activities ofOperational Stewards includingproject timelines, status reporting, tactical decision making. Assureappropriate business meta-data isrecorded. Provide datadefinition guidance tobuild the appropriatesolution. Provide data usageguidance to build theappropriate solution. Coordinate tasks associatedconducting planning and analysissteps. Propose alternativesfor data productionthat best fits with thedata definitionsolution and definedrequirements. Propose alternativesfor data usagesolution that best fitswith definedrequirements. Coordinate tasks associatedconducting planning and analysissteps. Accept or Resolve solutionfrom the Steward Coordinator. Coordinate activities of allindividuals related to developmentwork including timelines, status, tactical decision making. SYSTEM SMEsITDATA SMEsTest data solutionfrom a productionperspective. Assurethat appropriatebusiness meta-data isrecorded. Test data solutionfrom a usageperspective. Assurethat appropriatebusiness meta-data isrecorded. Coordinate activities of theOperational Stewards related totesting work including timelines, status, tactical decision making. Coordinate activities of theOperational Stewards related tosolution implementation includingtimelines, status, tactical decisionmaking. Coordinate activities of theOperational Stewards related tosolution monitoring & maintenance including timelines, status, tactical decision making. Perform EIS system testing. Assure that appropriate technicalmeta-data is recorded. Perform EIS data testing. Assurethat appropriate technical metadata is recorded. Coordinate and manage alltechnical aspects of data solutiondevelopment. Assure thatappropriate technical meta-data isrecorded. Coordinate and manage alltechnical aspects of systemsolution development. Assurethat appropriate technical metadata is recorded. Coordinate system design withData Domain Stewards andSteward Coordinators. Coordinate data design with DataDomain Stewards and StewardCoordinators. Coordinate and manage alltechnical aspects of systemplanning and analysis with DataDomain Stewards and StewardCoordinators. Coordinate and manage alltechnical aspects of data planningand analysis with Data DomainStewards and StewardCoordinators. Coordinate and manage alltechnical aspects of systemassessment & requirementsgathering with Data DomainStewards and StewardCoordinators. Coordinate and manage alltechnical aspects of dataassessment & requirementsgathering with Data DomainStewards and StewardCoordinators. Coordinate and manage alltechnical aspects of datainformation gathering with DataDomain Stewards and StewardCoordinators. Assure appropriatetechnical meta-data is recorded. Coordinate and manage alltechnical aspects of systeminformation gathering with DataDomain Stewards and StewardCoordinators. Assure appropriatetechnical meta-data is recorded. Participate in datadefinition informationgathering as needed. Participate in dataproductioninformation gatheringas needed. Participate in datausage informationgathering as needed. Coordinate and manage alltechnical aspects of systemsolution implementation. Coordinate and manage alltechnical aspects of systemsolution monitoring & maintenance. Coordinate and manage alltechnical aspects of data solutionimplementation. Coordinate and manage alltechnical aspects of data solutionmonitoring & maintenance. Coordinate business tasksassociated with solution testingsteps. Coordinate business tasksassociated with solutionimplementation. Coordinate business tasksassociated with solutionmonitoring & maintenance. As part of daily job, identify operationdata issues pertainingto their domain ofdata. As part of daily job, identify operationdata issues pertainingto their domain ofdata. As part of daily job, identify operationdata issues pertainingto their domain ofdata.

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Data Quality Methodology
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Qualify & Prioritize Data Issue
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Identify Affected Data Domain
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Identify Affected Data Stewards
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Conduct Data Systems & Data Resource Discovery
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Conduct Root Cause Analysis
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Conduct Cost-Benefit Analysis
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Analyze & Recommend Resolution
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Gain Approval, Funding, Resources
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Resolve Data Issue
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Cross Reference DQ Methodology & Resources
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Whodoes Whatand When?

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Twitter at #RWDG
•
This session covered:
–
Data Governance & Metadata as a Two-Way Street
–
Criteria to Determine if Something is Best Practice
–
Best Practices for Creating Best Practices
–
Best Practices for Demonstrating Value
–
Best Practices for Roles & Responsibilities
–
Best Practice for Applying Governance & Metadata
Data Governance & Metadata Best PracticeWrap Up

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Real-World Data Governance –Monthly Webinar Series –Third Thursday @ 2pm
–
October 16, 2014 –Governance Risk and Compliance *
–
November 20, 2014 –Selecting the Right Data Governance Approach
–
December 18, 2014 –Big Data Governance: What it is and why it is necessary
–
Register On-Line at DATAVERSITY.net* with special guest
Real-World Data GovernanceUpcoming Webinars

42
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ContactInformation
•
Robert S. Seiner
KIK Consulting & Educational Services, LLC –KIKconsulting.com
The Data Administration Newsletter, LLC –TDAN.com
Post Office Box 112571, Upper St. Clair, Pennsylvania 15241
412.220.9643, 412.220.9644 (Fax)
rseiner@kikconsulting.com
rseiner@tdan.com

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