Data Governance Best Practice

Business Connexion

Michelle Grimley

Senior Manager EIM

+27 (0)11 266 6499

Michelle.Grimley@bcx.co.za

Inri Möller

Master Data Manager

+27 (0)11 266 5146

Inri.Möller@bcx.co.za

We accept the submission

conditions as outlined

Contents

• Introduction

• The Challenge

• Goals and Objectives

• Roadmap

• Business Impact and benefits

• Scope

• Program Evolution

• Scale of Solution

• Lessons Learnt

• Innovative Solutions & Problem Solving

• Organisation Details

Introduction

The Challenge

• No single version of the truth

• Inefficient business processes

• Duplicate master data and effort required to align across the many systems

• Inefficient administrative communication

• Costly supply chain delays

• Long lead times

• Intricate IT landscape

• High cost for IT maintenance and support

• Complexity of interfaces between the BCX Enterprise systems, requiring translations tables and manual intervention

• Intricate spreadsheets to migrate and upload data

Goals and Objectives

• To establish, design and implement a Master Data Governance Framework

• The effective functioning of a sustainable Master Data Governance structure

• Gather Business requirements through Information sessions

• Complete and document Master Data processes for key Master Data Objects identified

• Complete Master Data Standardisation for the key Master Data Objects identified

• RFI/RFP for Master Data Management tool (MDM tool)

• Implement MDM tool

• Continuous Master Data Quality Management with MDM tool

• Complete Meta Data (rules and definitions) for the key Master Data Objects identified on MDM tool

Roadmap

• Identify Master Data as an issue

• Implement Master Data Governance forums.

• Initiate MDM discussion and collaboration sessions.

• Establish a clear Roadmap.

• Identify Data Stewards in Business.

• Define and streamline processes.

• Map attributes and establish standards for fields and input.

• Enhance your way of work.

• Initiate data clean up in collaboration with dedicated Business involvement.

• Continuous Change Management to obtain buy in.

• Roll out Enterprise Information Management

Business Impact & Benefits

• Reduction of overall data maintenance costs

• Acceleration of business processes (execution and support)

• Ensures information consistency and accuracy based on rules and structures

• One standard set of rules applied (Standardization)

• Quicker alignment to changing business climates

• Data Ownership is highlighted

• Organization matured from unstructured, to semi- or highly structured processes

• Enhanced knowledge and skill sharing

• Strengthened Relationships through forced networking

Business Impact & Benefits – Tangible Results

• 343 data stewards across the organization

• 4 established data councils:

• - Data Governance Council

• - Data Stewardship Council

• - Data Architecture Council

• - Document & Content Governance Council

• Records Cleaned-

• Customers 20 973

• Materials 82 856

• Vendors 1 115

• SharePoint sites marked for deletion: 237

• Automated BI Reports created, reducing Excel reports: 7

Business Impact & Benefits – Even Wider

• Document & Content Management

• Buy-in from Business to adapt to electronic document saving

• Proper planning for migration from file servers to SharePoint

• Activation of archiving, retention, alignment to best practice and automated workflows

• Successful records management

• Business Intelligence Reporting

• Buy-in and participation from all parties (Business, Developers, and Reporting team)

• Rationalization of Management Information reports

• Standardization across Business Units

• User acceptance testing and training

Scope

• Implementation of Master Data Governance Committees

• Master Data & Data Quality Management

• ICT Steering Committee and Combined Assurance Committee

• Master Data Management on Master Data Objects

• Phase 1: Org Manager, Customer, Material (products, materials and consumables)

• Phase 2: Suppliers and Vendors, Employees and Other SAP Master Data Objects

• Implementation of a MDM tool

• Data Quality Management on Master Data Objects

• Rules for measuring quality on Master Data Objects

• Meta Data Management

• Rules and definitions on Master Data Objects

Program Evolution

WAS NOW

Master Data Governance Enterprise Information Management

Establish Committees Functioning Committees

Identify and Implement Stewardship

Stewards materialise from Business

Master Data Team to enforce participation

Business includes EIM Team

Implement Master Data Management Tool

Implemented Tool as a driver for business processes

Implement SharePoint 2010 Enterprise Document & Content Management and Intranet

Excel driven reports Move towards automated and mobility reports

*Program Evolution has been measured over approximately 18 months

Program Evolution continued

Before-

Focus was from

Master Data

Program Evolution continued

Now-

Focus from

Enterprise

Information

Management

Scale of Solution • There are approximately 6 500 users accessing master data,

systems and information services.

• We have an International footprint in 8 countries, of which Mozambique, Nigeria and Kenya are currently using our services.

• Our EIM team consists of 10 core members and 4 main streams as follows:

Senior Manager EIM

(*Data Architecture)

Manager Master Data

Management and Data Quality

Customer Stewards

Vendor Stewards Materials and

Services Stewards

Manager BI Reporting and

Data Governance

Manager Document &

Content Management

SharePoint advisor

5 Resources at Central point are fully Cross- Functional

Scale of Solution

Our conceptual data model comprises 8 domains with

46 sub areas of focus.

To mention a few statistics within our model:

Customer base = 10 185

Systems & Applications = 146

Materials = 60 958

Vendors = 2 135

Site collections = 111

Blogs = 36

Finance BI reports = 58

Lessons Learnt

• Ensure Senior Management buy in, with constant communication to all stakeholders

• Ensure alignment between Strategy, Business Process, MDM and EIM Design

• Send communication through all possible channels and mediums to ensure that everyone affected are included.

• Ensure record backup and retrieval plans are in place when migrating data and archiving

• Regularly review policies, standards, guides and processes for improvement

• Don’t underestimate the value of change management

• Enterprise Information Management uniquely provides services to both Business and IT – it is not mutual exclusive to only 1 of these.

Innovative Solutions and problem solving

• Communicate, communicate, communicate

• Podcast

• Yammer

• E-mail

• EIM Newsletter

• Celebrate each step

• Data Stewards’ Day

• Award Best Steward

• Add scoring to employee measurements / Key Performance Indicators

Organisation Details

Business Connexion South Africa

http://www.bcx.co.za