Module P4 Identify Data Products and Views So Their Requirements and Attributes Can Be Controlled Learning Objectives: Understand the value of data. Understand the importance of consistent data description Establishment of relevant attributes, and unique identification Learning Outcomes – Students will: Be able to explain the value of data Be introduced to various tools that ensure consistent data descriptions Have a list of relevant attributes for unique identification. Presentation: display all content on entering screen. Explanatory material (voiceover, popup, etc.) Data is of value to the enterprise when it can be located or accessed by users. Metadata, or data about data, is essential for data managers and others to identify, catalog, store, search for, locate, and retrieve data Creating standard processes for selecting metadata provides for consistent, uniform, repeatable processes that can be tailored to specific business requirements. Unique identifiers, usually called “keys” in database terminology, are the attributes (e.g., document number and version number) that make it possible to unambiguously distinguish one product from another. Not all data is delivered as a data product though; if anything, the trend is away from delivery and toward access as needed. When access is provided for, an authorized user can retrieve data that has been grouped or organized to meet specific needs—what is referred to in this standard as a “data view.” The purpose of this principle is to ensure that metadata is selected to enable effective identification, storage, and retrieval of data. References: in GEIA 859 Principle 4

Process for Consistently Describing Data Enabler 4.1: Develop Consistent Methods for Describing Data Process for Consistently Describing Data Presentation: display all content on entering screen. Explanatory material (voiceover, popup, etc.) The process for selecting metadata should be coordinated with users or other enterprises to ensure compatibility and interoperability among those who will exchange data. Attributes are the properties that uniquely characterize the data, such as document number, title, date and data type. A metadata record consists of a set of attributes necessary to describe the data in question. Although identification of attributes initially occurs during the early stages of planning, it should be seen as an iterative process throughout the data life cycle. Business rules are needed to consistently describe data throughout the life cycle. This will include an attribute glossary, controlled vocabulary (enterprise level) that is not project specific. Processes should be developed to map the flow of data throughout the life cycle. The use of a template provides a consistent, repeatable method to identify data products and the flow of data among users. When developing a process for describing data it is important to apply a methodology to characterize data and data products to ensure adequacy and consistency. References: in GEIA 859 Principle 4

Enabler 4.2: Establish Relevant Attributes to Refer to and Define Data Develop a Process for Selecting Attributes Presentation: Each box in the flowchart corresponds in order to the bullets in the explanatory material. Explanatory material (voiceover, popup, etc.) Cataloging, storing, and retrieving data depend on understanding the format of the data to be managed. Electronic files are managed differently than hard-copy paper or microfilm, so the physical characteristics should be considered when establishing attributes The storage medium and file formats influence readability and reproducibility of the content. Access to data is restricted based on proprietary issues, security issues, or other limits in data rights. Thus, part of what is involved in selecting attributes is determining what attributes are needed to identify data that requires special handling or limited access. Requirements for tracking and reporting metrics also should be considered when selecting attributes. Metrics are typically used to monitor throughput and ensure that the process is operating as intended, or to ensure that resources are properly allocated. The enterprise should identify relationships and their importance relative to other data elements in order to efficiently identify and manage related objects. Metadata attributes change over time due to evolving requirements throughout the life cycle. Potential attributes should be evaluated based on whether there is value added in tracking and locating data. It is important to weigh the cost of creating and entering metadata attributes, as well as the potential benefits. References: in GEIA 859 Principle 4, enabler 4.2

Enabler 4.3: Assign Identifying Information to Distinguish Similar or Related Data Products from Each Other Assign Identifying Information to Distinguish Among Similar Data Products Presentation:Each box in the flowchart corresponds in order to the bullets in the explanatory material. Explanatory material (voiceover, popup, etc.) Data must be assigned unique identifying information, which commonly consists of a title, unique identifier (e.g., document number), the source of the document, date, and revision. The enterprise should ensure that a unique identifier is needed. Unique identifiers are assigned only to the data that needs to be tracked and controlled to meet ongoing needs for the data. The identifier provides a method for differentiating among similar documents and enables consumers to identify the information they need to perform their assigned tasks. It also helps to minimize the delay in retrieving the desired information, and the problems caused by the use of incorrect information. Application: IUID Item unique identification example. References: in GEIA 859 Principle 4, enabler 4.3

c. Industry computing solution d. b. and c. What is Metadata? a. Large Data b. Data about data c. Industry computing solution d. b. and c. 2. ________ are needed to consistently describe data throughout the life cycle. a. complex computer systems b. business rules c. flow charts d. project specific vocabulary e. all of the above 3. True/False All data, regardless of physical attributes, can be catalogued, stored, and retrieved in the same manner. (False, cataloguing, storing and retrieving data depend on understanding the format of the data to be managed (e.g. hard copy vs. electronic) 4. Data must be assigned unique identifying information, which commonly consists of___________ a. title b. unique identifier (e.g., document number) c. the source of the document d. date, and revision e. All the above. What is Metadata? a. Large Data b. Data about data c. Industry computing solution d. b. and c. ________ are needed to consistently describe data throughout the life cycle. a. complex computer systems b. business rules c. flow charts d. project specific vocabulary e. all of the above All data, regardless of physical attributes, can be catalogued, stored, and retrieved in the same manner. True or False