Real-World Data Governance: Governing Data through Metadata

Governing Data through
Metadata
RWDG Webinar: March 21, 2013

Ian Rowlands, Vice President of
Product Management, ASG

www.asg.com
© 2012 Allen Systems Group, Inc.

What we know about the data we define, produce and use can be the most
valuable tool to help us govern data. This metadata includes information we
already harvest through tools used in our data management and business
intelligence environments, metadata we store in artifacts we develop to enhance
our data governance program, and metadata that is recorded specifically to apply
formal accountability for data and information. Metadata is a byproduct of any
best practice data governance solution and organizations are using that metadata
in many unique ways.
The third Real-World Data Governance webinar of the 2013 calendar year will
focus on identifying the metadata that is most valuable for a data governance
program, where that metadata can be found and how to make that metadata the
face of a successful data governance initiative. Examples of “Real-World”
metadata use for data governance will be shared.

www.asg.com
2 © 2012 Allen Systems Group, Inc.

In November, We Said …

• Data is a by-product of business activities
Governance is a business
• Metadata should be a by-product of activities that manipulate
driven process impacting
technical choices
data (over simplification!)

• But metadata is key to understanding data
Most metadata is not
presented is business
• And you can’t govern anything if you don’t understand it
friendly fashion

• (1) Talk the same language
How to bridge the gap
• (2) Make governance invisible, as far as possible
• (3) Don’t worry about it too much!
between business- and
technology-focused
specialists?

3 www.asg.com
© 2012 Allen Systems Group, Inc.

There’s No Silver Bullet, But…

Governance is a
• Attach governance activities to business
business driven processes so that governance is a by-product
process impacting
• So manage the activity model
technical choices …

Most metadata is not
• Eliminate the user interface, and make
presented is business metadata supplemental business information
friendly fashion…

Bridge the gap
• By building a business glossary and linking it to
between business- and the metadata repository
technology-focused
• By managing the role model
specialists …

www.asg.com

What Do You Mean?

Governance is a formal process with an underlying metamodel

Manage The activity model defines how
The
Activity
governable events apply to
Model? governed data
Manage The role model defines what
The Role
Model?
roles are allowed to perform
what governable activities
www.asg.com

Metadata-enabled Governance
overview

Definition Monitoring Management
Execution

Reaction
Creation
Event Interface Tuning

Workflow
User Interface Metadata
Interface
Services

Model Measurement
Activity Model
Event Model
Communication Reporting Role Model
Data Model
www.asg.com

Governance Metamodel

Semantic
Layer Term Definition

Technical
Layer
Associated Entity Governance
Entities Type Model

Model Event
Model
Data
Element
Role
Model

Application

-----

www.asg.com

One Real Life Example
Protecting Individual Privacy

Inbound Data Flows
File Web
eMail Letters
Transfer Services

Problem – Federal
requirement to provide
defensible process to Financial Services
demonstrate that Provider
privacy is protected

File Web
eMail Letters
Transfer Services
Outbound Data Flows
www.asg.com

One Real Life Example

(Business) Information Owners delegate
responsibility (not authority / accountability)
to (Technical) Information Custodians
Information Owners
External Transfer
Documentation
Information Custodians setup and document Delegated
information transfer to and from external
entities Responsibility
Information Metadata
Custodians Repository
External
Information Owners certify truth of record Transfer
annually and are legally accountable Details
Data
Transfer
Item
Risk – Information Owners may not have
technical expertise to detect breaches of
compliance
Privacy

www.asg.com


•Workflow
Information Owners
External Transfer
Documentation
•RACI Model
Delegated
Responsibility
Information Metadata
Custodians Repository
External •Data Model
Transfer •Links
•Activity Model Details
•Event Interface
Data
Transfer
Item
•Constraints

Privacy

www.asg.com

To hear more about ASG
solutions …

Ian.rowlands@asg.com
(239) 435 2097

www.asg.com

Real World Data Governance
Governing Data Through Metadata
Monthly Webinar Series Hosted by DATAVERSITY
Robert S. Seiner – KIK Consulting / TDAN.com
March 21, 2013 – 2:00 p.m. EST

Robert S. Seiner
KIK Consulting & Educational Services – KIKconsulting.com
The Data Administration Newsletter – TDAN.com

1

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
Twitter About This Webinar at #RWDG
Copyright © 2013 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com

Real-World Data Governance
Upcoming Webinars

• Real-World Data Governance – 2013 Monthly Webinar Series
 April 18: What is a Data Steward and What Do They Do?
Rescheduled from January 2013
 May 16: Comparing World Class Solutions in Data Governance
Panel of Practitioners Q&A
 June 19: The Data Governance Road Show from DGIQ – Sponsored by ASG
Interviews with Thought Leaders – Special Wed Date Live from Conference
 July 18: Governance for Master Data
 Visit DATAVERSITY.net for More Information

2


Abstract

• What we know about the data we define, produce and use can be the most
valuable tool to help us govern data.

• This metadata includes information we already harvest through tools used
in our data management and business intelligence environments.

• Metadata we store in artifacts we develop to enhance our data governance
program, and metadata that is recorded specifically to apply formal
accountability for data and information.

• Metadata is a byproduct of any best practice data governance solution and
organizations are using that metadata in many unique ways.

3


Abstract

• The March 2013 Real-World Data Governance webinar will focus on
identifying the metadata that is most valuable for a data governance
program, where that metadata can be found and how to make that
metadata the face of a successful data governance initiative.

• Examples of “Real-World” metadata use for data governance will be
shared.

• Join Bob Seiner and DATAVERSITY for the second “Real-World Data
Governance” webinar of the year that will focus on providing valuable
information about the most valuable metadata to support a Data
Governance program.

4


Agenda

• Definitions – Why Definitions of Governance and Metadata Are Important

• Metadata is a By Product of Data Governance

• Roles & Responsibilities

• Governing the Data

• Applying Data Stewards to Metadata Process

5


Taking a Non-Invasive Approach to Both

• What is meant by Non-Invasive Data Governance™?:
With Data Governance (and Metadata) in General:
– Many organizations view Data Governance as being over-and-above normal
work efforts and threatening to the existing work culture of the organization.
It does not have to be that way.
– Many organizations have a difficult time getting people to adopt Data
Governance best practices because of a common belief that Data Governance is
about command-and-control.
– While I firmly state that Data Governance is “the execution and enforcement of
authority over the management of data”, nowhere in that definition does it say
that Data Governance has to be invasive or threatening to the work, people and
culture of the organization.

6


Definitions

• Data Governance
– Data Governance is the Execution and Enforcement of Authority
Over the Management of Data and Data-Related Resources.

• Data Stewardship
– Data Stewardship is the Formalization of Accountability Over the
Management of Data and Data-Related Resources.

• Meta Data
– Data, stored in IT Tools, that Improves Both the Business and Technical
Understanding of Data and Data-Related Resources.

Robert S. Seiner

7


Definitions

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

8


Metadata is a By Product of Data Governance

• Data Governance and Metadata are a Two-Way Street
• Governance – Execution of Authority, Responsibility & Accountability
• Stewardship – Formalizing Accountability
– Formal – Recorded
– Informal – Not Recorded – “People Just Know” – or do they?
• Identifying and Recognizing Data Stewards rather than Assigning Stewards
• “Writing it down” rather than “Best Guess”.
Formal rather than Informal.
• Key Component of a Non-Invasive Data Governance™ Program
• Why is it important to “write it down”?

9

Copyright © 2013 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com 9


• Identify & Record the People that Have Responsibility for:
– Defining the Data Is Necessary to operate the Business
• Are they associated with a specific area of the organization?
• Is there ever more than one person who has the responsibility?
• How do you know who to contact with questions about:
– Origin
– Validity
– Location
– Accessibility, …
• Just because you know who to contact, do other people?
– Producing the Data Is Necessary to operate the Business
– Using the Data that is Necessary to operate the Business

10



• Ask yourself these questions:
– Could these people be the Data Stewards?
– How could we benefit by knowing who these people are?
– Does it make sense to record who these people are?
– Is this information about the Stewards meta-data?
• This information is a by-product and results of the
Stewardship aspect of Non-Invasive Data Governance™.

11


ORGANIZATIONS
Roles & Responsibilities

DOMAINS

STAKEHOLDERS

12


Roles & Responsibilities
Non-Invasive Data Governance™ Operating Model
of Roles & Responsibilities

Data Governance Program Team Executive Level
Data Governance Team Manager Data Steering Committee
Responsible for Administering the Program, Senior-most level knowledge of the program.
facilitating use of the Data Governance Council, Leverage existing business structure as possible.
communicating program components and value to the Organization. If no structure exists, utilize an IT Steering Committee
Executive
Advisory assistance from other levels. or an executive founded board or council.

IT Subject Resource Experts Strategic Level
System/Data Resource Experts Data Governance Council
IT Staff including Application Data Governance Sponsors Group
Development, Data Design, or Group of similar participation. One person, plus
Security, and other Data alternate, for each Business Unit represented & IT.
Strategic -
Resource Management. Consider financial services & human resources.
Enterprise

Tactical Level
T)

Data Domain Stewards
GP
(D

Per assigned Subject Areas
rts
m

Data Steward Coordinators
pe
a
Te

Ex

One per Business Unit
m

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ra

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og

ou
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Tactical Level - Cross Business Unit
ce

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an

ec

Operational Level
rn

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ve

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Operational Data Stewards (existing)
Go

IT

Es
Data Definers, Producers, Users
at

c
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ala
These people are presently defining,

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ion
producing and using data as part of their

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jobs. Recording of the Operational Data

/A

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ro
improved communications, coordination

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and cooperation among stewards.

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ht
Operational Level - Business Unit Specific

13



• Where Do We Start
– Define Data Domains
• Customer Data
• Product Data
• Vendor Data
• Material Data
• Financial Data
• Human Resource Data
• Transaction Data
• Research Data
• Shared Data
• Note that this is a sample list that of what companies use.
• Beyond this they break the domains into “aspects of customer”,
“aspects of product”, … very particular to each company.

14



• Where Do We Start
– Define Organization Units
• The Organizational Units can be pulled from an
organizational chart or they can be determined
by Company, Division, Department, Team, …
• If the Organizational Units are defined by the
Company it is often left to the Company to
determine how granular they want to get with
their units.
• It is not uncommon for organizational units to use different levels (some at
the departmental level and some at the division level).
• Once the definition of units have been completed, the most senior level
manager of that lowest granularity group identifies a logical person to help
manage the stewards in their group.

15



• How Do We Populate the Stakeholder of the CDM?
– Naturally! That is the Non-Invasive way!
• By the Data Steward Coordinator
• Through project management
• Through recall of past projects
• Through existing committees & working groups

16



• How Do We Populate the Stakeholder of the CDM?
– Data Steward Coordinator
• The Data Steward Coordinator often
has the responsibility of identifying the
operational meta-data stewards for their
business unit by meta-data domain.
• This may require the coordinator to
research and inventory the data that is
being defined, produced and used in their business unit.
• This requires that the domains of data are defined and documented to the
level of detail that will enable the Data Steward Coordinator to complete this
task.

17


Governing the Data

• First Order of Business:
– Identify Data Stewards and Record Who They Are
– Identify When and How They Should Be Involved
– Follow Governed Process

18


Governing the Data

• Pro-Active Data Governance
– Build application of stewards into existing project management methodology

• Reactive Data Governance
– Build application of stewards into data quality methodology
– Build application of stewards into issue resolution process

• Triggers
– Using Stewards & Recorded Steward Metadata to Demonstrate Communications
Improvement

• Escalation & Resolution
– Using Stewards & Recorded Steward Metadata to Get … the “Right” People Involved in
the “Right” Decisions at the “Right” Time.

19


Governing the Data

• Pro-Active Data Governance – Build Into Methodology
DATA GOVERNANCE ACTIVITY MATRIX

DATA IT DATA DOMAIN / LOB/FUNCTIONAL AREA
DEVELOPMENT
OPERATIONAL DATA STEWARDS
LIFE CYCLE DATA DOMAIN DATA STEWARD
SYSTEM SMEs DATA SMEs
(DDLC) STEWARD COORDINATOR DATA
DATA DEFINER DATA USER
(or designee) PRODUCER

Coordinate and manage all Coordinate and manage all Activity initiated re: this domain, Activity initiated re: this domain, Participate in data Participate in data Participate in data
INFORMATION technical aspects of system technical aspects of data Data Domain Steward is involved Steward Coordinator is involved in definition information production usage information
GATHERING information gathering with Data information gathering with Data in identifying and recording info identifying Operational Stewards gathering as needed. information gathering gathering as needed.
Domain Stewards and Steward Domain Stewards and Steward related Domains, Systems, in this LOB/FA that should as needed.
(DOMAIN, SYSTEM,
Coordinators. Assure appropriate Coordinators. Assure appropriate Stewards per issue or task. participate in this work flow.
STEWARDS) technical meta-data is recorded. technical meta-data is recorded. Assure appropriate business
meta-data is recorded.
Coordinate and manage all Coordinate and manage all Coordinate tasks associated Coordinate activities of Provide definition Provide production Produce user
technical aspects of system technical aspects of data conducting the assessment and Operational Stewards including requirements & requirements per requirements. Use
ASSESSMENT & assessment & requirements assessment & requirements requirements steps. project timelines, status reporting, gathering document. definition. Produce data needed to
gathering with Data Domain gathering with Data Domain tactical decision making. Assure Define data needed to data needed to operate business &
REQUIREMENTS
Stewards and Steward Stewards and Steward appropriate business meta-data is operate business & operate business & report results.
Coordinators. Coordinators. recorded. report results. report results.

Coordinate and manage all Coordinate and manage all Coordinate tasks associated Coordinate activities of Provide data Provide data Provide data usage
technical aspects of system technical aspects of data planning conducting planning and analysis Operational Stewards including definition guidance to production guidance guidance to build the
PLANNING & planning and analysis with Data and analysis with Data Domain steps. project timelines, status reporting, build the appropriate to build the appropriate solution.
Domain Stewards and Steward Stewards and Steward tactical decision making. solution. appropriate solution.
ANALYSIS
Coordinators. Coordinators.

Coordinate system design with Coordinate data design with Data Coordinate tasks associated Coordinate activities of Propose alternatives Propose alternatives Propose alternatives
Data Domain Stewards and Domain Stewards and Steward conducting planning and analysis Operational Stewards including for data definition for data production for data usage
Steward Coordinators. Coordinators. steps. Accept or Resolve solution timelines, reporting. Propose solution that best fits that best fits with the solution that best fits
SOLUTION DESIGN from the Steward Coordinator. solution to Data Domain Steward. with defined data definition with defined
Assure appropriate business requirements. solution and defined requirements.
meta-data is recorded. requirements.

Coordinate and manage all Coordinate and manage all Coordinate activities of all Provide input to the
technical aspects of system technical aspects of data solution individuals related to development development of the
SOLUTION solution development. Assure development. Assure that work including timelines, status, data production
that appropriate technical meta- appropriate technical meta-data is tactical decision making. solution.
DEVELOPMENT
data is recorded. recorded.

Perform EIS system testing. Perform EIS data testing. Assure Coordinate business tasks Coordinate activities of the Test data solution Test data solution Test data solution
Assure that appropriate technical that appropriate technical meta- associated with solution testing Operational Stewards related to from a definition from a production from a usage
meta-data is recorded. data is recorded. steps. testing work including timelines, perspective. Assure perspective. Assure perspective. Assure
SOLUTION TESTING status, tactical decision making. that appropriate that appropriate that appropriate
business meta-data is business meta-data is business meta-data is
recorded. recorded. recorded.

Coordinate and manage all Coordinate and manage all Coordinate business tasks Coordinate activities of the
technical aspects of system technical aspects of data solution associated with solution Operational Stewards related to
SOLUTION solution implementation. implementation. implementation. solution implementation including
timelines, status, tactical decision
IMPLEMENTATION
making.

Coordinate and manage all Coordinate and manage all Coordinate business tasks Coordinate activities of the As part of daily job, As part of daily job, As part of daily job,
technical aspects of system technical aspects of data solution associated with solution Operational Stewards related to identify operation identify operation identify operation
SOLUTION
solution monitoring & monitoring & maintenance. monitoring & maintenance. solution monitoring & data issues pertaining data issues pertaining data issues pertaining
MONITORING & maintenance. maintenance including timelines, to their domain of to their domain of to their domain of
MAINTENANCE status, tactical decision making. data. data. data.

Metadata 20


Governing the Data

• Reactive Data Governance – Build Into Response
• Data Quality Methodology
– Qualify & Prioritize Data Issue
– Identify Affected Data Domain
– Identify Affected Data Stewards
– Conduct Data Systems & Data Resource Discovery
– Conduct Root Cause Analysis
– Conduct Cost-Benefit Analysis
– Analyze & Recommend Resolution
– Gain Approval, Funding, Resources
– Resolve Data Issue
• Cross Reference DQ Methodology & Resources
– Who does What and When?

Metadata 21


Applying Data Stewards to Metadata Process

• Second Order of Business:
– Identify Data Stewards and Record Who They Are
– Identify When and How They Should Be Involved
– Follow Governed Process

22



23



• Pro-Active Metadata Governance
– Build application of meta-data stewards into existing meta-data project
management methodology

• Reactive Metadata Governance
– Build application of meta-data stewards into meta-data quality
methodology
– Build application of meta-data stewards into meta-data issue
resolution process

24


Revisiting the Common Data Matrix

25


Revisiting the Data Governance Framework
Non-Invasive Data Governance™ Operating Model
of Roles & Responsibilities

Data Governance Program Team Executive Level
Data Governance Team Manager Data Steering Committee
Responsible for Administering the Program, Senior-most level knowledge of the program.
facilitating use of the Data Governance Council, Leverage existing business structure as possible.
communicating program components and value to the Organization. If no structure exists, utilize an IT Steering Committee
Executive
Advisory assistance from other levels. or an executive founded board or council.

IT Subject Resource Experts Strategic Level
System/Data Resource Experts Data Governance Council
IT Staff including Application Data Governance Sponsors Group
Development, Data Design, or Group of similar participation. One person, plus
Security, and other Data alternate, for each Business Unit represented & IT.
Strategic -
Resource Management. Consider financial services & human resources.
Enterprise

Tactical Level
T)

Data Domain Stewards
GP
(D

Per assigned Subject Areas
rts
am

Data Steward Coordinators
pe
Te

Ex

One per Business Unit
m

e
ra

rc
og

ou
Pr

es

Tactical Level - Cross Business Unit
e

tR
c
an

ec

Operational Level
rn

bj
ve

Su

Operational Data Stewards (existing)
Go

IT

Es
Data Definers, Producers, Users
ta

ca
Da

These people are presently defining,

lat

Co
io
producing and using data as part of their

n

m
jobs. Recording of the Operational Data

/A

m
un
pp
Stewards will be an important enabler of

ica
ro
improved communications, coordination

va

t
ion
lP
and cooperation among stewards.

at
h
Operational Level - Business Unit Specific

26


Governing Metadata Through PMM

Fill in With Fill in With
Metadata Domain Specs
Definition Metadata

Fill in With Fill in With
Metadata Steward
Location Responsibility

27


Wrap Up

• Webinar Summary
– Definitions
– Metadata is a By Product of Data Governance
– Roles & Responsibilities
– Governing the Data
– Applying Data Stewards to Metadata Process

• Questions & Answers After the Next Two Slides

28


Coming Up

• Real-World Data Governance – 2013 Monthly Webinar Series
 April 18: What is a Data Steward and What Do They Do?
Rescheduled from January 2013
 May 16: Comparing World Class Solutions in Data Governance
Panel of Practitioners Q&A
 June 19: The Data Governance Road Show from DGIQ – Sponsored by ASG
Interviews with Thought Leaders – Special Wed Date Live from Conference
 July 18: Governance for Master Data
 Visit Dataversity.Com for More Information

29


Contact Information

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

30


Real-World Data Governance: Governing Data through Metadata

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