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Copyright®2012 Allen Systems Group, Inc. www.asg.com Metadata Use Cases You Can Use For DAMA Chicago Bob Dein Metadata Solutions Architect Allen Systems.

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Presentation on theme: "Copyright®2012 Allen Systems Group, Inc. www.asg.com Metadata Use Cases You Can Use For DAMA Chicago Bob Dein Metadata Solutions Architect Allen Systems."— Presentation transcript:

1 Copyright®2012 Allen Systems Group, Inc. Metadata Use Cases You Can Use For DAMA Chicago Bob Dein Metadata Solutions Architect Allen Systems Group August 15, 2012

2 Copyright®2012 Allen Systems Group, Inc. About ASG Software Solutions Copyright® 2011 Allen Systems Group, Inc. Founded in 1986 by Arthur L. Allen, President & CEO 1,300 employees in over 80 offices worldwide More than 3,400 customers worldwide $400 million in revenue annually Solutions to meet metadata, infrastructure/ops management and cloud challenges Expertise in implementing metadata and data governance solutions 85% of Fortune 500 companies rely on ASG products

3 Copyright®2012 Allen Systems Group, Inc. Top Rochade Customers Financial Insurance Banking

4 Copyright®2012 Allen Systems Group, Inc. Top Rochade Customers (cont.) Pharmaceutical Oil and Gasoline Health Care Airlines AuctionsRetail Hotels Market Research Telecommunications Software Professional Services

5 Copyright®2012 Allen Systems Group, Inc. Defense Finance and Accounting Service (DFAS) Top Rochade Customers (Government)

6 Copyright®2012 Allen Systems Group, Inc. Data Governance and Information Management Challenges Expensive missteps - Action is taken - only to find out later that information was wrong or incomplete Higher costs – unclear change impact and creation of redundant processes and information Slow response – lack of information clarity slows decision process and agility for mergers and regulatory initiatives (HIPAA, Sarbanes Oxley, Basel II) Productivity loss – those who don’t understand data burden the few that do Lack of standards– no global codes, definitions or data format exists Application specific definitions – term definitions differ across divisions and LOB No single source of truth – unless vetted its not trusted. No ownership / governance for the problem – system and process “work- arounds” are created. Difficult to find and understand data reliance on key knowledge workers. Root Cause Analysis-data quality issues are time consuming to understand and verify. Problems Governing & Managing DataCost of Misunderstanding

7 Copyright®2012 Allen Systems Group, Inc. Metadata is the DNA of information technology Who? What? How? When? Where? Why? Makes information usable: Supports consistent use of terminology Describes how information can be used, combined, and shared Optimizes value of existing IT investment: Enables broad re-use of information Establishes knowledge base of information and assets Protects corporate reputation: Prevents inappropriate exposure and use of information Provides “evidence” for governance and compliance purposes Minimizes cost of information usage: Reduces need for users to question information Minimizes time spent reconciling “inconsistent” information Reduces storage costs due to creation and maintenance of redundant data and complexity Solving the Problem of Information

8 Copyright®2012 Allen Systems Group, Inc. DMBOK Metadata Management Framework Document & Content Management Data Warehousing & Business Intelligence Management Reference & Master Data Management Data Security Management Data Development Meta Data Management Data Quality Management Data Architecture Management Database Operations Management Data Governance © DAMA International 2010

9 Copyright®2012 Allen Systems Group, Inc. DMBOK Metadata Management 101 Definition: Planning, implementation, and control activities to enable easy access to high quality, integrated meta-data. Goals: 1. Provide organizational understanding of terms, and usage 2. Integrate meta-data from diverse source 3. Provide easy, integrated access to meta-data 4. Ensure meta-data quality and security Inputs: Meta-data Requirements Meta-data Issues Data Architecture Business Meta-data Technical Meta-data Process Meta-data Operational Meta-data Data Stewardship Metadata Activities: 1. Understand Meta-data Requirements (P) 2. Define the Meta-data Architecture (P) 3. Develop and Maintain Meta-data Standards (P) 4. Implement a Managed Meta-data Environment (D) 5. Create and Maintain Meta-data (O) 6. Integrate Meta-data (C) 7. Manage Meta-data Repositories (C) 8. Distribute and Deliver Meta-data (C) 9. Query, Report, and Analyze Meta-data (O) Primary Deliverables: Meta-data Repositories Quality Meta-data Meta-data Models and Architecture Meta-data Management Operational Analysis Meta-data Analysis Data Lineage Change Impact Analysis Meta-data Control Procedures Suppliers: Data Stewards Data Architects Data Modelers Database Administrators Other Data Professionals Data Brokers Government and Industry Regulators Participants: Meta-data Specialist Data Integration Architects Data Stewards Data Architects and Modelers Database Administrators Other DM Professionals Other IT Professionals DM Executive Business Users Tools: Meta-data Repositories Data Modeling Tools Database Management Systems Data Integration Tools Business Intelligence Tools System Management Tools Object Modeling Tools Process Modeling Tools Report Generating Tools Data Quality Tools Data Development and Administration Tools Reference and Master Data Management Tools Consumers: Data Stewards Data Professionals Other IT Professionals Knowledge Workers Managers and Executives Customers and Collaborators Business Users Metrics: Meta Data Quality Master Data Service Data Compliance Meta-data Repository Contribution Meta-data Documentation Quality Steward Representation/Coverage Meta-data Usage/Reference Meta-data Management Maturity Meta-data Repository Availability © DAMA International 2010

10 Copyright®2012 Allen Systems Group, Inc. 10 Reasons Why Metadata Solutions Fall Short 1.Lack of Commitment – “Tell me again why we need this?..” 2.Poorly Defined Scope – “Rome wasn’t built in a day..” 3.Poorly Defined Requirements – “What does it do for me?..” 4.Poor Communication – “meta what?..” 5.Reorgs & Personnel Changes - “It’s who, not what you know..” 6.Lack of Business Relevance – “It’s like Google right?..” 7.Lack of IT Relevance – “Our new ETL tool does that..” 8.DIY Mentality – “Don’t buy one, I can build that..” 9.High Level of Complexity – “I don’t get it..” 10.Poor User Experience – “Where’s the app?..”

11 Copyright®2012 Allen Systems Group, Inc. How Use Cases Can Make a Difference 1.Lack of Commitment – “Now that’s a compelling business case..” 2.Poorly Defined Scope – “That’s all it needs to do for now..” 3.Poorly Defined Requirements – “That’s what it needs to do for us..” 4.Poor Communication – “A picture is worth a thousand words..” 5.Reorganization & Personnel Changes – “Great story, now I get it!..” 6.Lack of Business Relevance – “I’ll use this every day!..” 7.Lack of IT Relevance – “This will make us better, faster, cheaper..” 8.DIY Mentality – “OK, maybe we shouldn’t build that..” 9.High Level of Complexity – “Now I get it..” 10.Poor User Experience – “That was easy..”

12 Copyright®2012 Allen Systems Group, Inc. Use Cases 101 Use Case - defines a goal-oriented set of interactions between external actors and the system under consideration (e.g. DMBOK Goals & Activities). initiated by a user with a particular goal in mind describes the sequence of interactions between actors and the system captures who (actor) does what (interaction) with the system, for what purpose (goal) System – a mechanism that an actor interacts with in order to achieve a goal (e.g. DMBOK Tools) Actor - party outside the system that interacts with the system (e.g. DMBOK Suppliers, Participants and Consumers) Input/Output – description/illustration of what actors contribute/receive from the system (e.g. DMBOK Inputs & Deliverables) Scenario - an instance of a use case representing a single path through the use case. Use Cases usually have many scenarios.

13 Copyright®2012 Allen Systems Group, Inc. Example Metadata Use Case: Reporting/Analytics Scenario An authorized business user accesses the Business Metadata Repository. The system validates the user credentials and provides access. Business user searches the Repository for particular business terms or keywords. In addition simple and effective reporting and analytical tools are also available. The results of the search or a requested report should be displayed with an option to print or to export to a recognized output format (e.g. CSV). #Data elementValueComments 1Search keyword “Revenue”The system should display all business terms that contain the requested keyword 2Report parameters All business terms within a category, e.g. Finance Management The system should display all business terms with the requested category in a list format 3Export parameters CSV fileThe system should generates a CSV file that contains the contents of the report Sample data The following table suggests a possible data that can be used as part of this Use Case:

14 Copyright®2012 Allen Systems Group, Inc. Conceptual / Logical Physical / Deployed Metadata Use Case Contexts Corporate Line of Business Mgr Finance Sales App Dev Business Analyst DBA Revenue Note: Automated discovery, relationship mapping, and lineage of the physical context. Business IT Dept

15 Copyright®2012 Allen Systems Group, Inc. Conceptual / Logical Physical / Deployed Business Metadata Context Corporate Line of Business Mgr Finance Sales App Dev Business Analyst DBA Revenue Contextual Domain(s)/Group(s) Definition / Description / Value Domain Compliance Standards / Measures Models Business IT Dept

16 Copyright®2012 Allen Systems Group, Inc. Conceptual / Logical Physical / Deployed Technical Metadata Context Corporate Line of Business Mgr Finance Sales App Dev Business Analyst DBA Revenue Contextual Domain(s)/Group(s) Definition / Description / Value Domain Report Process (Appl / ETL / etc) Database / Table / View / Column Compliance Standards / Measures Models Note: Automated discovery, relationship mapping, and lineage of the physical context. Business IT Dept

17 Copyright®2012 Allen Systems Group, Inc. Conceptual / Logical Physical / Deployed Full Contextual Representation = Governance Corporate Line of Business Mgr Finance Sales App Dev Business Analyst DBA Revenue Contextual Domain(s)/Group(s) Definition / Description / Value Domain Report Process (Appl / ETL / etc) Database / Table / View / Column Compliance Standards / Measures Models Note: Automated discovery, relationship mapping, and lineage of the physical context. Business IT Dept

18 Copyright®2012 Allen Systems Group, Inc. Metadata Use Case: Desktop Metadata Accessibility Scenario An authorized user highlights some text (a single word or a combination of words) while on a Windows desktop or in any of the applications (e.g. Microsoft Word, PowerPoint, browser, etc.) and uses a combination of function keys to retrieve and view the Business Term definition from the Business Metadata Repository. The Business Term definition is displayed in a pop-up window (as in IBM’s BG Anywhere). Sample data The following table suggests a possible data that can be used as part of this Use Case: #Data elementValueComments 1Business Term name Highlighted word on a desktop, e.g. “Revenue” 2Business Term definition Business Term definition, name and short description Additional attributes may be retrieved from a pop-up window

19 Copyright®2012 Allen Systems Group, Inc. Metadata Use Case: Desktop Metadata Accessibility Corporate Line of Business Mgr Finance Sales App Dev Business Analyst DBA Custom App

20 Copyright®2012 Allen Systems Group, Inc. Corporate Line of Business Mgr Finance Sales App Dev Business Analyst DBA Highlight the business term “Revenue” Custom App Metadata Use Case: Desktop Metadata Accessibility

21 Copyright®2012 Allen Systems Group, Inc. Corporate Line of Business Mgr Finance Sales App Dev Business Analyst DBA Custom App Pop-up Glossary Terms With Name Containing “Revenue” Metadata Use Case: Desktop Metadata Accessibility

22 Copyright®2012 Allen Systems Group, Inc. Get quick definitions and related business concepts… All Information Available Via Intuitive Search …drill down for availability of detailed context, metrics, and implementations …link directly to the metaGlossary For full details

23 Copyright®2012 Allen Systems Group, Inc. Metadata Use Case: Governance Workflow Scenario An authorized user (in a role of Author), say Data Steward, enters a Business Term in the Business Metadata Repository. The system validates Author’s identity and saves the Business Term definition in “CREATED” status. Author submits the new Business Term definition for approval. The status is changed from “CREATED” to “SUBMITTED.” A notification of the new submitted term is sent to all users granted the Approver role. An approver receives a notification vie , enters Business Metadata Repository and reviews and approves the new Business Term. The system creates a production version of the term with status “APPROVED”. Other users of the Business Metadata Repository can view only those Business Terms that have “APPROVED” status. #Data elementValueComments 1Business Term definition Attributes of Business Term 2Business Term status CREATED  SUBMITTED  APPROVED See Use Case steps for status changes Sample data The following table suggests a possible data that can be used as part of this Use Case:

24 Copyright®2012 Allen Systems Group, Inc. Membership Business Analyst IT Architect Financial Controller VP of Finance Dir of Acctg / Compliance Quality Mgr Governance Mgr IT Architect New Business Term Definition Metadata Use Case: Governance Workflow

25 Copyright®2012 Allen Systems Group, Inc. Membership Business Analyst IT Architect Financial Controller VP of Finance Dir of Acctg / Compliance Quality Mgr Governance Mgr IT Architect Automatic Notification Metadata Use Case: Governance Workflow

26 Copyright®2012 Allen Systems Group, Inc. Membership Business Analyst IT Architect Financial Controller Quality Mgr Governance Mgr IT Architect Approve New Term Metadata Use Case: Governance Workflow

27 Copyright®2012 Allen Systems Group, Inc. Membership Business Analyst IT Architect Financial Controller VP of Finance Dir of Acctg / Compliance Quality Mgr Governance Mgr IT Architect Auto Notify Subscribers Approve New Term Metadata Use Case: Governance Workflow

28 Copyright®2012 Allen Systems Group, Inc. Metadata Use Case: Business/Technical Metadata Integration Scenario Business and technical metadata resides in the Business Metadata Repository. An authorized user (in a role of Author), say Data Architect, edits a Business Term in the Business Metadata Repository and links it to a technical metadata object (e.g. Table or Column). The system creates a working version of the Business Term change with “MODIFIED” status. Author submits the Business Term alignment change for approval. The status is changed from “MODIFIED” to “SUBMITTED.” A notification of the submitted term change is sent to all users granted the Approver role. An approver receives a notification vie , enters Business Metadata Repository and reviews and approves the Business Term alignment change. The system creates a production version of the term with status “APPROVED”. Other users of the Business Metadata Repository can view only those Business Terms that have “APPROVED” status. Sample data The following table suggests a possible data that can be used as part of this Use Case: #Data elementValueComments 1Business Term definitionBusiness Term attributes, such as Name, Short Description, Long Description, etc. 2Technical Metadata definitions Technical metadata elements, such as entities, attributes, tables, columns, records, fields, etc. 3Business Term Status MODIFIED  SUBMITTED  APPROVED See Use Case steps for status changes

29 Copyright®2012 Allen Systems Group, Inc. Applications ETL BI Reports Databases DW Metadata Repository Models Membership Business Analyst IT Architect Financial Controller Ext Docs, URLs, etc. VP of Finance Dir of Acctg / Compliance Quality Mgr Governance Mgr IT Architect Metadata Use Case: Business/Technical Metadata Integration

30 Copyright®2012 Allen Systems Group, Inc. Applications ETL BI Reports Databases DW Metadata Repository Models Membership Business Analyst IT Architect Financial Controller VP of Finance Dir of Acctg / Compliance Quality Mgr Governance Mgr IT Architect Ext Docs, URLs, etc. Alignment of “Customer Name” to DB/table/column Metadata Repository BI Reports Databases DW Metadata Use Case: Business/Technical Metadata Integration

31 Copyright®2012 Allen Systems Group, Inc. Applications ETL BI Reports Databases DW Metadata Repository Models Membership Business Analyst IT Architect Financial Controller VP of Finance Dir of Acctg / Compliance Quality Mgr Governance Mgr IT Architect Ext Docs, URLs, etc. Metadata Repository BI Reports Databases DW Automatic Notification Metadata Use Case: Business/Technical Metadata Integration

32 Copyright®2012 Allen Systems Group, Inc. Applications ETL BI Reports Databases DW Metadata Repository Models Membership Business Analyst IT Architect Financial Controller VP of Finance Dir of Acctg / Compliance Quality Mgr Governance Mgr IT Architect Ext Docs, URLs, etc. Metadata Repository BI Reports Databases DW Accept Change Auto Notify Subscribers Metadata Use Case: Business/Technical Metadata Integration

33 Copyright®2012 Allen Systems Group, Inc. CodeDESC 3Haz of Lead Coverage: exp only 7Lead Law/Lead Liability 9Cover for Haz, Full Policy Limits Global Business Definition Physical Deployment: the where and how is it used in our IT Systems Valid Values Metadata Use Case: Business/Technical Metadata Integration

34 Copyright®2012 Allen Systems Group, Inc. Metadata Use Case: Integration With Technical Metadata Business Term definitions, stewards and where this certified term is used in the IT environment

35 Copyright®2012 Allen Systems Group, Inc. Conclusions Good Use Cases are Crucial to Metadata Projects: Pre-Requisite for trial and evaluation of metadata solutions An efficient means of capturing functional metadata requirements (Requirements & Relevance) Promotes user involvement (Commitment) User and goal oriented (Commitment & Relevance) Specifies all the different ways to use the metadata solution (Scope) Written in an easy-to-understand structured narrative (Simplicity & Communication) Help close the gap between functional requirements and testing (Quality) Represent the solution benefits supporting a metadata business case (Commitment, Communication & Relevance)

36 Copyright®2012 Allen Systems Group, Inc. Use Case Demonstration

37 Copyright®2012 Allen Systems Group, Inc. Documentation Client Success Cases + Examples

38 Copyright®2012 Allen Systems Group, Inc. The Data Warehousing Institute’s Best Practice Award in the category of “Data Governance” Why ASG ? 25+ Years of Data Management experience Recognized leader in the management of metadata for data, process, and technology Hundreds of the world’s largest organizations trust ASG for solutions to help manage their data


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