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Implementing Business Driven Information Management Practices From Policy to Metadata.

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Presentation on theme: "Implementing Business Driven Information Management Practices From Policy to Metadata."— Presentation transcript:

1 Implementing Business Driven Information Management Practices From Policy to Metadata

2 Implementing Business Driven Information Management Practices From Policy to Metadata 1 Introduction Corporate Information Policy Business Information Management Framework Information Stewardship Business Information Standards Templates for Metadata Standards Pedigree & Impact Analysis Moving Forward the trail …..

3 Implementing Business Driven Information Management Practices From Policy to Metadata 2 Introduction Corporate Information Policy Business Information Management Framework Information Stewardship Business Information Standards Templates for Metadata Standards Pedigree & Impact Analysis Moving Forward

4 Implementing Business Driven Information Management Practices From Policy to Metadata 3 Founded in 1817, Canada’s first bank, made up of: Personal and Commercial Client Group 7.5 million personal and commercial customers 1,100 branches 2,000 automated banking machines Private Client Group Investment Banking Group Assets $265 billion as of January 31, ,000 employees Who is Bank of Montreal Financial Group

5 Implementing Business Driven Information Management Practices From Policy to Metadata 4 We want to be… … the best financial services company, wherever we choose to compete We will get there by… … being a top-performing transnational financial institution, operating broadly in Canada and through significant focused franchises in the U.S. Our objective is… … to maximize total return to BMO shareholders and generate, over time, first-quartile total shareholder returns relative to our Canadian and North American peer groups The Future Vision for BMO Financial Group

6 Implementing Business Driven Information Management Practices From Policy to Metadata 5 AERA (C.L. Yonke) BearingPoint CGI Government of Alberta IBM Larry English Peter Block Thomas Davenport William G. Smith & Associates Acknowledgements Learning from Information Management Industry Leaders ….. Influenced by Best Practices from previous DAMA conferences …..

7 Implementing Business Driven Information Management Practices From Policy to Metadata 6 Introduction Corporate Information Policy Business Information Management Framework Information Stewardship Business Information Standards Templates for Metadata Standards Pedigree & Impact Analysis Moving Forward

8 Implementing Business Driven Information Management Practices From Policy to Metadata 7 Information Lay of the Land ….. In today’s business environment it is a given … we must: know who our customer is ensure our organization’s information enables us to make the right business decisions Emerging regulatory requirements are starting to shape the information management requirements of all companies … Privacy & security safeguards on customer data, long-term storage of historical records, stronger auditability LEGALLY accountable for the information in the wake of Enron, must be responsive to legislation such as the Patriot Act Sarbanes-Oxley Act (audits& financial reporting) & others The climate we are operating in today; a mix of business growth, competition and risk BUT it’s also a climate of increasing regulatory requirements Organizations to rigorously get a handle on their information, manage it to ensure compliance AND leverage it for business advantage.

9 Implementing Business Driven Information Management Practices From Policy to Metadata 8 Information, along with financial and human resources, is a key resource in managing any business. As such, information needs to be managed as an integrated business resource or asset. What type of Information ? ALL Information … Any information used by the business to fulfill its mission and business objectives.

10 Implementing Business Driven Information Management Practices From Policy to Metadata 9 Business Strategies & Business Activities Privacy Customer Information Quality Information Security Retention of Information & Protection Corporate Risk Management Content Management Regulatory Requirements Why Introduce a Policy ? The Drivers …..

11 Implementing Business Driven Information Management Practices From Policy to Metadata 10 Corporate Information Management: The Principles Information Management Life-cycle Approach Usability Accountability Optimize the value of Information Assets Accessibility Planned and Coordinated Approach These are common terms of reference for making decisions and provide the basis for directives, developing processes, standards and guidelines to manage information assets. Sharing, authorized access Quality & meeting the needs Information Stewardship, different to custodians Planning, acquisition, creation, transformation, storage, use, retention or destruction & purging Information integrated with the planning cycles Foundational, leveraging information, linked to investments

12 Implementing Business Driven Information Management Practices From Policy to Metadata 11 Standards & Guidelines Supporting Tools Operating Manuals Accountabilities Role definitions Provides direction to procedural activities Board Policy Standards High level definition … Information Management Policy, Privacy Policy, Information Security Policy Corporate Policy Authority assigned by Board for T&S and Business activities Preferred Practices Operating Directives The Policy Framework - How Policy Fits In Defines the expected outcomes … Directives on Information Stewardship, Retention Procedural and ‘how to’ … Naming/Data Standards, Information Classifications, XML Tags, Business Definitions, Repository Metadata, ERwin, Vignette, Model Management, Taxonomies

13 Implementing Business Driven Information Management Practices From Policy to Metadata 12 Impacts - What This Means to the Way We Work Accountabilities Clarity & Consistency Ingrains Information Quality Practices Supports Other Policies & Initiatives Adds Formality & Rigor The Corporate Information Management Policy articulates the objectives and principles of well managed information … throughout the entire organization ….

14 Implementing Business Driven Information Management Practices From Policy to Metadata 13 Steps Leading to the establishment of the Policy led by Information Resource Management (IRM) but drafting prepared within a multi-disciplinary team early adopters from a handful of areas but we ‘advertised’ that heavily – early adopters included: Legal, Privacy Office, Risk Management, Corporate Audit, Personal & Commercial business areas, IT, Corporate Risk and Information Security reviewed with many executives, influenced committees and governing boards by working 1:1 with all members before any major milestone or presentation journey took one year, got board level policy approval Oct. 27, 2003, becomes effective May 2004 Information Policy – how we did it Identify your partners first Allow time for socialization Link the Policy to existing information management processes (security classifications, employee attestations, etc.)

15 Implementing Business Driven Information Management Practices From Policy to Metadata 14 Introduction Corporate Information Policy Business Information Management Framework Information Stewardship Business Information Standards Templates for Metadata Standards Pedigree & Impact Analysis Moving Forward

16 Implementing Business Driven Information Management Practices From Policy to Metadata 15 Business Context for Information Management Information Management Business Vision Strategy Goals/Objectives Operational Model Operational Business Processes Measure/Monitor In order for Information Management to be effective, it needs to be linked to the goals and objectives of the organization. Customer Resources (eg. Employee) Financial Offerings (eg. Products) Contracts Market Policy & Regulations Business Directions Locations Transactions What Information?

17 Implementing Business Driven Information Management Practices From Policy to Metadata 16 Information Management Operational Framework Based on components of two industry models:  Davenport Information Ecology Model  BearingPoint Information Management Capacity Check Methodology. IM elements have been grouped by these six operational perspectives. IM elements are based on generally accepted best practices and industry subject experts, and reflect the integration of capabilities required to effectively implement Information Management across the organization. The Information Management (IM) Operational Framework provides a means to position the Bank ’ s current maturity level across “ elements ” of Information Management. Elements describe what needs to be in place in order to put the Corporate IM Policy Principles into practice across the organization. Culture & Behaviors PeopleProcessesTechnology & Architecture Governance Strategy Operationalizing Information Management

18 Implementing Business Driven Information Management Practices From Policy to Metadata 17 IM Operational Framework & the Corporate IM Policy Principles All information is assigned an Information Steward. Accountability for the information stewardship, custody and management of information, is clearly defined. Culture & Behavior PeopleProcessesTechnology & Architecture Governance Strategy Roles & Responsibilities Incentives Information Valuation & Strategic Planning Quality of Information Classification Putting the Corporate Information Management Policy principles into practice… How is the Steward’s role integrated into the planning process? How are other roles motivated to support the Accountability model? How is the Steward’s role integrated into the quality program? What are the “Buckets” of information for which Stewardship will be established? Accountability

19 Implementing Business Driven Information Management Practices From Policy to Metadata 18 The IM Framework – how we did it - danger of IM being perceived as a ‘technology thing’ - needed framework to illustrate the breadth & scope of IM - needed help to operationalize the IM policy and principles - combined & customized industry best practice frameworks to help us position IM - discussed many of the IM elements with internal SMEs, at the same time raising awareness for IM - currently using the framework as context and ‘backdrop’ to describe our IM practices relative to the IM Policy - it’s a ‘living’ framework, further refinement expected

20 Implementing Business Driven Information Management Practices From Policy to Metadata 19 Introduction Corporate Information Policy Business Information Management Framework Information Stewardship Business Information Standards Templates for Metadata Standards Pedigree & Impact Analysis Moving Forward

21 Implementing Business Driven Information Management Practices From Policy to Metadata 20 The Bank has begun to recognize Information as a strategic asset which supports business strategies. The Steward role is key to ensuring this key asset is of acceptable quality. 1. Gartner Research, COM , Feb 7, A response to information quality needs Poor quality of information is a “significant inhibitor to the success of strategic business initiatives and makes it difficult, if not impossible, to generate business value from any effort requiring significant integration of data”. Areas within BMO, such as Personal & Commercial Client Group (PCCG) and Private Client Group (PCG), have been working towards managing information (specifically Customer information) as a strategic asset, focusing on the quality of the asset and recognition that Stewardship will enable this process more efficiently. Information Stewardship – the Business Perspective

22 Implementing Business Driven Information Management Practices From Policy to Metadata 21 Major Roles & Responsibilities : Provide the meaning of the information, its business rules & contextual use. Monitor quality of information for accuracy, timeliness, consistency, validity, completeness, redundancy and impact across projects. For anomalies, propose resolutions that may span multiple business areas. Determine who may access information in accordance with privacy and information security policies. Provide direction for retention and deletion of information as per business regulatory and legal requirements. Ensure the information characteristics are available to a broad audience through the Corporate Metadata Repository. Our Information Stewards are from the Business Areas

23 Implementing Business Driven Information Management Practices From Policy to Metadata 22 The Customer Information Integrity Group Mission: “In support of PCCG’s business strategy of growing share of wallet with our target customers and treating all customers as individuals, a fundamental capability is to have quality customer information that supports business strategy development and implementation accessible to all business users.” Goals: To manage customer information as a strategic asset and to improve profitability and competitive advantages of both our customers and ourselves. Create customer information that is cost effective, dependable and easy to understand so we can build trust with our customers. Ensure business processes and technology support are aligned to maintain the quality of customer information and reflect our ability to treat customers as individuals. To ensure all employees take ownership for the quality of our customer information in the capturing, modifying

24 Implementing Business Driven Information Management Practices From Policy to Metadata 23 Focus on key customer contact info Build awareness of issue in Frontline Data Remediation Customer Contact Cleanup: Reduce duplicate customer records Correct address/telephone information  Simplify business process and close “back doors” Customer Information Strategy Approval Business Governance established Foundation for Change Information Management Corporate Policy Approved Customer Profile and core data definitions agreed to by PCCG Customer Information Stewardship established across PCCG Technology Plan approved by MBEC and funded through BMO Connect Data & Technology Simplification Retool of Data Infrastructure aligned to support BMO Financial initiatives Customer Information Integrity Plan

25 Implementing Business Driven Information Management Practices From Policy to Metadata 24 Exec Level Percentage remaining duplicate customer records Percentage increase of “perfect” customer records Leading Indicators > Team Scorecard IndicatorsAligned To Number of data elements that are standard in Book of Record Perfect customer record Number of data elements certified in product systems Number of business instances that use standards Number of “Backdoor” closures completed Duplicate Customer Records Number of duplicate customer records merged Percentage reduction in invalid addresses Certification process implemented Change / Behaviour Data template and metadata process Key Performance Indicators for Customer Information

26 Implementing Business Driven Information Management Practices From Policy to Metadata 25 Information Stewardship - how we did it focused on one key subject area first, CUSTOMER, then learned from that experience results measured and promoted in year one, now in 3 rd year of stewardship key lines of business jointly participated through the Customer Information Integrity (CII) Working Group and their executives govern through the CII Leadership Committee IT (IRM, BPI) assisted in the preparation a process for developing business information standards CII developed Business standards CII developed measures for tracking quality CII developing process for data certification Outcome: Stewardship practices starting up in four other business areas Allow time for socialization! Stewardship committee Involve key business stakeholders, where the data is managed by multiple organizations Information Technology supports the business. The business is in charge. Use a Repository to house and publish standards, and KPIs

27 Implementing Business Driven Information Management Practices From Policy to Metadata 26 Introduction Corporate Information Policy Business Information Management Framework Information Stewardship Business Information Standards Templates for Metadata Standards Pedigree & Impact Analysis Moving Forward

28 Implementing Business Driven Information Management Practices From Policy to Metadata 27 A data standards definition process was developed for the Customer Information Integrity Group. Today this process is for broad based use. Embedded in Requirement Management curriculum. Embedded in the BMO Information Modeling course (in progress). Process has four stages: Initial Assessment, Definition and Approval, and Socialization.  The Initial Assessment stage serves as the “gate” and helps determine whether or not a candidate for standardization has been found  The Definition stage involves specific activities to define and test the quality of a candidate standards  Approval of definitions is by the CII working group  Socialization: Publication via the Corporate Metadata Repository, and links to key internal websites Business Standards for Customer Information

29 Implementing Business Driven Information Management Practices From Policy to Metadata 28 Flow Chart for Business Standards

30 Implementing Business Driven Information Management Practices From Policy to Metadata 29 Example: Flow Chart for Initial Assessment Stage

31 Implementing Business Driven Information Management Practices From Policy to Metadata 30 Introduction Corporate Information Policy Business Information Management Framework Information Stewardship Business Information Standards Templates for Metadata Standards Pedigree & Impact Analysis Moving Forward

32 Implementing Business Driven Information Management Practices From Policy to Metadata 31 Several templates are layouts for Business information. The templates guide Business and IT staff in collecting the minimum required information. They also simplify the integration of metadata in the Corporate Repository. As part of the preparation of the standards, there are three ‘formats’ used  The CII Working Group Presentation template, used by the business team to review, discuss and approve standards  “Proposed” Data Standards Request templates (MS Excel, MS Access) used by IT teams to collect the information for deliver a requested standard provided to the CII team  Standards Data Editor used by the CII team to directly maintain the standard definition in the Corporate Metadata Repository In addition, we have standard glossary templates for lists of standard terms in areas outside of the Customer Integrity Team (wherever a less developed standards exists) Metadata Templates for Business Standards

33 Implementing Business Driven Information Management Practices From Policy to Metadata 32 Full Name - Personal Customer Name is defined as a word or phrase that constitutes the distinctive designation of a person or entity Spacing and Order Implementation Requirements Sources: Subcommittee on Cultural and Demographic Data, Government of British Columbia Canada Post, Canadian Addressing Guide Relationship Rules Mandatory one-to-one relationship: 1. Within Full Name Every “Full Name” should include, at a minimum: - First Name - Last Name 2. With Other 18 Key Data Elements Every “Full Name” should be associated with, at a minimum: For prospects: Full Address & Telephone Number For existing customers: Full Address, Telephone Number & Customer Holdings Summary Canada Post Address standards highlight all full name characters in capitals MR JOHN H SMITH III 1. Name Prefix 2. First Name 3. Middle Initial 4. Last Name Components, Definitions and Character Length 5. Name Qualifier * Examples will be in a drop down menu Example: Business Data Standard Template

34 Implementing Business Driven Information Management Practices From Policy to Metadata 33 Business Data Standard Editor

35 Implementing Business Driven Information Management Practices From Policy to Metadata 34 A Standard Definition (standard business name identified) A Standard Data Element: “Currency Code”

36 Implementing Business Driven Information Management Practices From Policy to Metadata 35 Metadata has always been collected by project teams as part of the SDLC. IRM devised a small series of templates (standard formats) for commonly found components This enables us to construct tools to extract metadata from these artifacts. Examples:  ETL mapping (MS Excel) for ETL business rules  Screen Layouts (MS Excel, MS Access), map fields on screens to standard (non-standard) data elements  Message Layouts (MS Excel, MS Access) map fields on messages to standard (non-standard) date elements) Metadata from CASE tools such as ERWin (Logical/Physical data models) do not require templates, but do require standards for naming conventions, and usage. The metadata repository supports importing from programming languages such as COBOL, Assembler, C, etc. Metadata Templates for Information Technology

37 Implementing Business Driven Information Management Practices From Policy to Metadata 36 Introduction Corporate Information Policy Business Information Management Framework Information Stewardship Business Information Standards Templates for Metadata Standards Pedigree & Impact Analysis Moving Forward

38 Implementing Business Driven Information Management Practices From Policy to Metadata 37 Regulatory requirement (ie Basel II Accord) BMO must provide “consistent audit trails from calculated aggregated measures back to the source transactions from which they were formed”. Business owners express these as requirements: Audit: The need for support audit trails; where data came from, it’s source, it’s target and the rules that acted on it Reduction in time to find information: Making decisions based on information, depends on knowing what information exists. Risk control: through impact analysis, to fully understand the impact of changing or touching a specific data item in one program, file or database, and manage the downstream risks of impacting other things. Knowledge transfer: the ability to retain information collected on an ongoing basis, long after the project ends Clarity of terms: The need to map and relate business terms from different business areas, across different packages (e.g., from PeopleSoft or data marts), enterprise level definitions or regulatory definitions Pedigree and Impact Analysis Needs

39 Implementing Business Driven Information Management Practices From Policy to Metadata 38 Place cursor over any part of the diagram to view details (data model, ETL mappings) Addressing the Need: The Warehouse View

40 Implementing Business Driven Information Management Practices From Policy to Metadata 39 Tracing a Data Element

41 Implementing Business Driven Information Management Practices From Policy to Metadata 40 The Process for ETL Metadata A ETL metadata change process has been established involving IRM, the Data Warehouse Team, and project managers The same process is applied for the central Warehouse and all data marts A standard format for ETL metadata capture has been adopted Metadata is verified by Data Warehouse Quality Assurance. IRM produces metrics Source Standard Staging (Warehouse) Target (Data Mart) ERWIN data model ETL Mapping Metadata Repository

42 Implementing Business Driven Information Management Practices From Policy to Metadata 41 QA team Compares Mapping Spreadsheet to Source and Target Databases and the production ETL code ETL Mapping Spreadsheet (Excel) Metadata Repository Comparison is done via an automated tool that reads the Metadata Repository Data Admin Synchronizes model with DBMS Catalogue, IRM provides measures % of definitions, % of ‘good’ definitions Logical/Physical Data Model (ERWin) ETL Metadata Change Management Process

43 Implementing Business Driven Information Management Practices From Policy to Metadata 42 ETL Metadata Change Management - How we did it had strong IT executive support leveraged existing processes rather than attempting to re-engineer the development process. The existing process uses Excel Spreadsheets to document ETL mappings partnered with the team in the Data Warehouse group that needed help (QA originally verified mappings by hand) delivered tools that verified the consistency of the metadata and transformed it for use in the Metadata Repository collecting the metadata established a tracking process to ensure the delivery of metadata deliverables. High-end tools are NOT required for capturing integrated ETL metadata (they are desirable) Cross-functional coordination can be accomplished using the Repository as a QA reference (e.g., Data Models from one team, ETL from another Have scheduled meetings with project teams to track the delivery of Metadata

44 Implementing Business Driven Information Management Practices From Policy to Metadata 43 Starting from a ‘business view’ Find a business standard, review the definitions From a standard term, find the data elements that it comprises From a data element find the technology uses Quick Tour from Business to Technical

45 Implementing Business Driven Information Management Practices From Policy to Metadata 44

46 Implementing Business Driven Information Management Practices From Policy to Metadata 45 List of Standard Terms related to customer information … a business view

47 Implementing Business Driven Information Management Practices From Policy to Metadata 46 What elements comprise the standard term ‘language’ … detailed business view

48 Implementing Business Driven Information Management Practices From Policy to Metadata 47 A Standard Definition (business name identified) Click to see the standard values Data Stewards shows accountability; Documents show links to other sites Click ‘what fields’ or ‘what columns’, etc. to see how other systems have it defined From a data element, find out more …. Business meets Technical

49 Implementing Business Driven Information Management Practices From Policy to Metadata 48 Stewardship for Official Language Code Different roles may appear, in this case, only one key role shown: the Customer Information Integrity Steward

50 Implementing Business Driven Information Management Practices From Policy to Metadata 49 Where is official language code used?

51 Implementing Business Driven Information Management Practices From Policy to Metadata 50 Introduction Corporate Information Policy Business Information Management Framework Information Stewardship Business Information Standards Templates for Metadata Standards Pedigree & Impact Analysis Moving Forward

52 Implementing Business Driven Information Management Practices From Policy to Metadata 51 Moving Forward IM Policy and Gap Study focus on the value proposition change management program & extending IM awareness Information Stewards continue to roll out, will see strong linkages with info quality programs establishing job stream with guidance from HR Processes integration of IM practices into planning and risk processes retention and disposition directive in progress Metadata continue to refine and embed within existing processes metadata assessments on the rise tailored views of the repository web front end

53 Implementing Business Driven Information Management Practices From Policy to Metadata 52 Contact Information Ingrid Bredin, Senior Manager, IRM (416) Ingrid. bmo.comIngrid. bmo Wayne Harrison, Senior IRM Specialist (416) Wayne. bmo.comWayne. bmo Information Resource Management Technology and Solutions, Corporate BMO Financial Group 120 Bloor Street East, 5 th Floor Toronto, Ontario Canada M4W 3X1


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