how to implement data governance best practice

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Copyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDG

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Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting #RWDG @RSeiner

Robert S. SeinerKIK Consulting & Educational Services – KIKconsulting.com

The Data Administration Newsletter – TDAN.com

Real-World Data GovernanceHow to Implement

Data Governance Best Practice

Monthly Webinar Series Hosted by DataversityApril 21, 2016 – 2:00 p.m. EST




Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

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• Real-World Data Governance – Monthly Webinar Series– Third Thursday of Each Month – 2pm EST– May 19, 2016 – A Data Governance Framework for Smart Data w/Tony Sarris

– June 16, 2016 – DIY and Purchased Data Governance Tools– Register On-Line at TDAN.com, KIKConsulting.com and DATAVERSITY.net

Real-World Data GovernanceUpcoming Webinars





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• Non-Invasive Data Governance:The Path of Least Resistance and Greatest Success

ISBN 9781935504856 / Technics Publishing / Amazon.com

• KIKConsulting.comHome of Non-Invasive Data Governance™

• DATAVERSITY Events (with DEBTech International)

– Data Governance & Information Quality (DGIQ) ConferenceJune 27 – July 1, 2016 – San Diego, CAAssess Your Existing DG Program – TutorialData Governance, Privacy and Internet of Things – Session

Real-World Data GovernanceWhat’s New?





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• The Data Administration Newsletter (TDAN.com)– Monthly Publication– April Issue Available– Articles, Columns, Features, Blogs– Published by Bob Seiner– Produced by DATAVERSITY– Subscribe On-Line for Updates

Real-World Data GovernanceWhat’s New?





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Data Governance Best PracticeIntroduction

• Data Governance Best Practice is defined as basis and guidelines forsuggested governing activities.

• Organizations define best practices to be used as a point of comparisonwhen determining their readiness, willingness and actions necessary to puta Data Governance program in place.

• But what are the best practices and how can they be implemented? Thiswebinar will address these questions and more.





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Data Governance Best PracticeIntroduction

• This webinar covers:– Two Criteria for Data Governance Best Practice Development– How to Assess against Best Practice to Build Program Success– Examples of Industry Selected DG Best Practice– How to Communicate DG Best Practice in a Non-Threatening Way– How to Build DG Best Practice into Daily Operations





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Data Governance Best PracticeDefinitions

• Data Governance– Data Governance is the Execution and Enforcement of Authority

Over the Management of Data and Data-Related Resources.





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• Data Stewardship– Data Stewardship is the Formalization of Accountability

Over the Management of Data and Data-Related Resources.





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• Non-Invasive Data Governance™– The practice of:

• formalizing accountability & behavior • recognizing non-invasive roles & responsibilities• applying discipline to existing and/or new processes• assuring that the definition, production & usage of data• assures regulatory compliance, security, privacy, protection & quality.

– Non-Invasive describes how governance is applied to assurenon-threatening management of data assets.

– The goal is to be• Transparent

• Supportive• Collaborative.





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• What to Tell Management:

– We ARE already governing data (but we are doing it informally, inefficiently, ineffectively).

– We CAN formalize how we govern data by putting structure around what we are presently doing.

– We CAN Improve …• How We Manage Data Risk & Protect Data• Data Quality & Provide Quality Assurance• Coordination & Cooperation Around Data• Communications and Understanding Around Data

– We DO NOT Have to Spend a lot of Money.In fact … Data Governance only costs the time we put into it.

– We NEED structure. We should consider a Non-Invasive approach.

Data Governance Best PracticeBest Practice Messages





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• What NOT to Tell Management

– Do NOT Sell Data Governance as being a Huge Challenge.

– Emphasize that Data Governance is NOT a Technical Solution.

– Emphasize again that People Behavior is Governed, NOT Data.

– Emphasize that Data Governance is an Evolution, NOT Revolution.






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• [to] gov·ern [data]

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






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Data Governance Best PracticeCreating Best Practice

• Best Practice Overview & Assessment Process– Data Governance Best Practice are defined as the basis and guideline for

behavior to deliver Data Governance Programs.1. Organizations that successfully implement Data Governance Programs begin by

defining a limited series of best practice before assessing their present practicesin comparison to the best practice.

2. Once the best practice is defined, an assessment must be completed to identify: The GAP between the Best Practice and the present practices. The RISKS (and potential risks) associated with the gap.





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• Criteria to Determining if a Statement is a Best Practice– Is the Statement Practical, Do-able and will it Add Value?

Answer should be “Yes” or best practice statement should not be considered.

– Is the Program At Risk if the practice is not achieved?Answer should be “Yes” or best practice statement should not be considered.






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• Best Practice Around Creating a Best Practice Document– First Document Created for Data Governance– Basis of the Assessment– Underline words to be defined elsewhere– Present tense versus Future tense– Typically 4-6 Best Practice– Analyze from a Business and Technical Perspective– Verbose versus To The Point






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• Best Practice from an Insurance Company:

– There is a High-Level of Senior Management Support, Sponsorship, andUnderstanding of the activities of the Program and Team.

– A team of cross-Departmental resources as well as a dedicated program managerare accountable for the definition, development, implementation andsustainability of the Program on a consistent and continual basis. This group willbe known as the Planning Team during the program development phase and asthe Program Team upon deployment of the program.

– The measurements of success (and how they will be measured) of the programare well defined and communicated with Senior Management and Stakeholderswithin the organization.

– The goals, objectives, scope, roles & responsibilities, and Rules of Engagement ofthe Program and Team are well defined and communicated.






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• Best Practice from a Government Agency:

– Senior Management supports, sponsors and understands (at a high-level) DataGovernance activities for protecting data.

– Data Governance protecting data is applied consistently across the Department.(Minimum standards must be adhered to; standard can be exceeded).

– Resources are allocated to define, develop and sustain Data Governance.

– Policies and procedures assure protection of data is not optional.

– Internal and External Stakeholders are informed of program goals, scope, roles &responsibilities, expectations, and performance measurements.






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• Best Practice from an Education Company:

– For Data Governance to be successful there will need to be a High Level of SeniorManagement Support and Understanding of the activities of the DataGovernance Team, the roles defined in the Data Governance Operating Model,and specific examples of where Data Governance will add value.

– Select staff must be committed to the definition, development, execution andsustainability of the Data Governance Program on a continual basis. This groupwill be known as the Data Governance Team and will be lead by InformationTechnology in partnership with Corporate Risk Governance with subject matterexpertise from Strategic Business Units and Shared Corporate Functions.

– The Data Governance Principles will be applied consistently and continuously todata that is defined, produced and used for Enterprise Reporting. The initialfocus of the Data Governance Program will be directed at improving the quality,understandability and value of data that drives metrics for Academics Reporting.

•






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• Sample Best Practices Summary:

1. Senior Management Support, Sponsorship & Understanding

2. Resources Must Be Applied

3. Roles & Responsibilities Must Be Clearly Defined

4. Goals, Scope, Expectation, Measures Must Be Clearly Defined

5. Must Be Done Consistently






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• Sample Recommendations from a Best Practice Assessment

1. Define, Recognize and Deploy theData Governance Operating Model of Roles & Responsibilities

2. Create, Deliver and Act on a Data Governance Communications Plan

3. Organize, Staff and Deploy the Data Governance Team

4. Incrementally Roll Out the Data Governance Practice Into Business Areas by Concisely Defining / Formalizing the Actions of Participants

5. Deliver a Data Governance Documentation Platform






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Get the Business to Tell You WhereDG will Add Value for the Business.

Data Governance Best PracticeDemonstrating Value





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• Questions to Get the Business to Describe the Value Add:

What can’t you do that you want to do because you don’t have the data to do it?

• What can’t you do … • that you want to do …• because you don’t have the data to do it …






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1. What data / metadata do you use most often to achieve your objectives?

2. 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?

3. What processes consume the data / metadata?

4. Do these processes have data / metadata challenges? If so, what are they?

5. What is the product or customer impact? How has this been tracked or measured?






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6. Is there an associated risk – brand, compliance, legal, etc?

7. What is the operational impact (e.g. money, FTEs, manual work-around, etc) of the challenges? Have you tracked or quantified these impacts?

8. What other impacts should be noted?

9. Have you identified potential solutions? If so, what is the status of these solutions – Scoped, Funded, Planned, In-Flight, etc?

10. What data / information is on your “wish list” that would better enable your area to deliver on our Core Competencies?






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Data Governance Best PracticeCommunicate DG Best Practice





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• When it Comes to Governing Your Data, It is Best Practice to Know …– What data there is?– Who defines, produces and uses that data?– Who has decision making authority over the subject areas of data?– What systems do the data resides in?– Who in business has responsibility for that data?– Who in IT has responsibility for that data?– Who “owns” the data?– Where does the data flow?






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• Communicate Best Practice with Roles– Accountability for Communications– Data Governance Team Leader– Communications Partner

• Follow a Communications Plan– Orientation Communications– On-Boarding Communications– On-Going Communications






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• “Active” Data Governance– Pro-Active – Through Method / Process– Re-Active – Through Issue Resolution

• Overlay Roles & Responsibilities Over Existing Methodology & Work-Flow

• Data Stewardship Conflict Resolution Paths

Data Governance Best PracticeBest Practice into Daily Operations





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• System Development Life Cycle (SDLC)Application Development Life Cycle (ADLC)

Data Development Methodology (DDM)DB Development Methodology (DbDM)

– Planning (Roles, Time Commitments, Tasks)– Requirements– Analysis– Design– Development– Testing– Implementation– Maintenance– Enhancement






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DATA DEFINER DATAPRODUCER

DATA STEWARDCOORDINATOR

DATA GOVERNANCE ACTIVITY MATRIX©

MASTER DATADEVELOPMENT

LIFE CYCLE(MDDLC)

INFORMATIONGATHERING

(DOMAIN, SYSTEM,STEWARDS)

OPERATIONAL DATA STEWARDS

DATA USERDATA DOMAIN

STEWARD(or designee)

DATA DOMAIN / LOB/FUNCTIONAL AREA

ASSESSMENT &REQUIREMENTS

PLANNING &ANALYSIS

SOLUTION DESIGN

SOLUTIONDEVELOPMENT

SOLUTION TESTING

SOLUTIONIMPLEMENTATION

SOLUTIONMONITORING &MAINTENANCE

Activity 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 SMEs

IT

DATA SMEs

Test 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 meta-data 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 meta-data 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.








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• 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?






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• Traditional Data Governance:– Command-and-Control– Responsibility Assigned– New Rules– New Process– Over-and-Above

Data Governance Best PracticeCommunicating BP in a Non-Threatening Way

• Non-Invasive Data Governance:– Behavior-Driven– Accountability Recognized– Application of Existing Rules– Application to Existing Process– Part of the Job





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Data Governance Best PracticeWrap Up

• This webinar covered –– Criteria for Data Governance Best Practice Development– How to Assess against Best Practice to Build Program Success– Examples of Industry Selected DG Best Practice– How to Communicate DG Best Practice in a Non-Threatening Way– How to Build DG Best Practice into Daily Operations

• Next Real-World Data Governance Webinar – 2pm EST– May 19, 2016 – A Data Governance Framework for Smart Data w/Tony Sarris





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Data Governance Best PracticeWrap Up





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• Robert S. SeinerKIK Consulting & Educational Services – KIKconsulting.comThe Data Administration Newsletter – TDAN.comPost Office Box 112571, Upper St. Clair, Pennsylvania 15241412.220.9643, 412.220.9644 (Fax)[email protected]@tdan.com

@RSeiner@TDAN_com#RWDG

Real-World Data GovernanceContact Information