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Metadata Solutions Architect

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

2 About ASG Software Solutions
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 Copyright® 2011 Allen Systems Group, Inc.

3 Banking Insurance Financial
10/18/2010 Top Rochade Customers Banking Insurance Financial ASG-Rochade Sales Support Library

4 Top Rochade Customers (cont.)
10/18/2010 Top Rochade Customers (cont.) Oil and Gasoline Pharmaceutical Auctions Health Care Retail Software Market Research Hotels Airlines Professional Services Telecommunications Market Research ASG-Rochade Sales Support Library

5 Top Rochade Customers (Government)
10/18/2010 Top Rochade Customers (Government) Defense Finance and Accounting Service (DFAS) ASG-Rochade Sales Support Library

6 Data Governance and Information Management Challenges
Problems Governing & Managing Data Cost of Misunderstanding 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. 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

7 Solving the Problem of Information
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 Making info usable consists of achieving common ground, a cross-functional understanding of the same element. this allows for re-using the element, combining and sharing it across LOB’s Save time and money by re-using this information instead of starting from scratch and re-visiting previously made business decisions. Centralize your data facts in to one vetted, trusted source. Provide a means for auditing and “evidence” that IT knows where the information came from and what happened to it along the way Minimize the cost of usage by providing a central repository for Root cause analysis Reconcile inconsistent information be supported across the IT landscape and reduce storage costs due to the redundant information and subsequent complexity surrounding how information is being used today.

8 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 Run time stats © DAMA International 2010

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

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

12 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. Run time stats

13 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). Sample data The following table suggests a possible data that can be used as part of this Use Case: # Data element Value Comments 1 Search keyword “Revenue” The system should display all business terms that contain the requested keyword 2 Report 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 3 Export parameters CSV file The system should generates a CSV file that contains the contents of the report Run time stats

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

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

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

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

18 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: Run time stats # Data element Value Comments 1 Business Term name Highlighted word on a desktop, e.g. “Revenue” 2 Business Term definition Business Term definition, name and short description Additional attributes may be retrieved from a pop-up window

19 Metadata Use Case: Desktop Metadata Accessibility
Corporate Finance Sales Line of Business Mgr A large part of the ASG goal in future product development surrounds “actionable” information. Receiving the information at your fingertips from any desktop application and any level/location within the organization. In this manner the the certified business definitions are pervasive and aligned with the business App Dev Business Analyst DBA Custom App

20 Metadata Use Case: Desktop Metadata Accessibility
Corporate Highlight the business term “Revenue” Finance Sales Line of Business Mgr App Dev Business Analyst DBA Custom App

21 Metadata Use Case: Desktop Metadata Accessibility
Corporate Pop-up Glossary Terms With Name Containing “Revenue” Finance Sales Line of Business Mgr App Dev Business Analyst DBA Custom App

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

23 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. Sample data The following table suggests a possible data that can be used as part of this Use Case: Run time stats # Data element Value Comments 1 Business Term definition Attributes of Business Term 2 Business Term status CREATED SUBMITTED  APPROVED See Use Case steps for status changes

24 Metadata Use Case: Governance Workflow
Financial Controller VP of Finance Dir of Acctg / Compliance Governance Process New Business Term Definition IT Architect Quality Mgr Membership Governance Mgr Business Glossary Solution Business Analyst IT Architect

25 Metadata Use Case: Governance Workflow
Financial Controller VP of Finance Dir of Acctg / Compliance Governance Process Automatic Notification IT Architect Quality Mgr Membership Governance Mgr Business Glossary Solution Business Analyst IT Architect

26 Metadata Use Case: Governance Workflow
Financial Controller Governance Process IT Architect Approve New Term Quality Mgr Membership Governance Mgr Business Glossary Solution Business Analyst IT Architect

27 Metadata Use Case: Governance Workflow
Financial Controller Dir of Acctg / Compliance Governance Process VP of Finance IT Architect Membership Approve New Term Quality Mgr Auto Notify Subscribers Governance Mgr Auto Notify Subscribers Business Glossary Solution Business Analyst Auto Notify Subscribers Auto Notify Subscribers IT Architect

28 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 element Value Comments 1 Business Term definition Business Term attributes, such as Name, Short Description, Long Description, etc. 2 Technical Metadata definitions Technical metadata elements, such as entities, attributes, tables, columns, records, fields, etc. 3 Business Term Status MODIFIED SUBMITTED  APPROVED See Use Case steps for status changes Run time stats

29 Metadata Use Case: Business/Technical Metadata Integration
Financial Controller Dir of Acctg / Compliance Governance Process VP of Finance IT Architect Quality Mgr Membership Governance Mgr Business Glossary Solution Ext Docs, URLs, etc. Business Analyst Applications ETL BI Reports Databases DW Metadata Repository Models IT Architect

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

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

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

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

34 Metadata Use Case: Integration With Technical Metadata
Business Term definitions, stewards and where this certified term is used in the IT environment

35 Good Use Cases are Crucial to Metadata Projects:
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) Run time stats

36 Use Case Demonstration

37 Client Success Cases + Examples
Documentation Client Success Cases + Examples

38 25+ Years of Data Management experience
Why ASG ? The Data Warehousing Institute’s Best Practice Award in the category of “Data Governance” 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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