Real-World Data Governance: What Governed Data Looks Like

Real-World Data Governance
Managing Data and Information as an Asset
Governance End Game
What Does Governed Data Look Like / What Does It Take to Get There
Monthly Webinar Series Hosted by Dataversity
Robert S. Seiner – KIK Consulting / TDAN.com
February 21, 2013 – 2:00 p.m. EST

Robert S. Seiner
KIK Consulting & Educational Services – KIKconsulting.com
The Data Administration Newsletter – TDAN.com

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Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
Twitter About This Webinar at #RWDG
Copyright © 2013 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com

Upcoming Webinars & Presentations

• Real-World Data Governance – 2013 Monthly Webinar Series
 March 21: Governing Data through Metadata
 April 18: What is a Data Steward and What Do They Do?
Rescheduled from January 2013 – Don’t Miss This One!
 May 16: Comparing World Class Solutions in Data Governance
Panel of Practitioners Q&A
 June 19: The Data Governance Road Show from DGIQ
Interviews with Thought Leaders – Special Wed Date Live from Conference
 July 18: Governing Master Data

• Visit Dataversity.Net for Information About All of These

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Upcoming Webinars & Presentations

• Enterprise Data World (EDW) Conference
 April 28 to May 2, 2013 – San Diego, California
 Good (Data Governance) to Great (Data Governance)

• Data Governance Information Quality (DGIQ) Conference
 June 17-20, 2013 – San Diego, California
 How to Develop a Practical Set of Data Governance Roles
 Role of Politics, Culture & Authority in Governing Data (w/Danette McGilvray)
• Visit Dataversity.Net for Information About All of These

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Also on Dataversity.net

• Walk Softly: Why Non-Invasive Data Governance Wins
– Article by Jelani Harper
http://www.dataversity.net/walk-softly-why-non-invasive-data-governance-wins/

• Enterprise Data World Speaker Spotlight
– Interview of Bob Seiner with Charles Roe
http://www.dataversity.net/speaker-spotlight-column-an-interview-with-robert-s-seiner/

• Stay Tuned for More Goodies on Dataversity.net

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Governance End Game
Abstract

• All data-oriented professionals talk about “managing data as an asset”.
• It makes sense to most people that data and information are the backbone on which
the organization operates and therefore attention needs to be paid to how that data
is defined, produced and used.
• And it also makes sense that governance must be applied to all valued assets
including the data and information.
• But … if you ask professionals what governed data looks like and how it is different
from ungoverned data they will typically point to improvements in data quality.
• The truth is that the Governance End Game can go way beyond improvements in
data quality.

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Governance End Game
Abstract

• The first Real-World Data Governance webinar of the 2013 calendar year (January
was rescheduled for April 2013) will focus on the specifics of managing data as an
asset, what governed data looks like, the value add and what it takes to get there.
• You may be surprised by the different ways that governed data’s value add can be
articulated for your organization.
• Join Bob Seiner and DATAVERSITY for the first “Real-World Data Governance”
webinar of the year and walk away with proven methods of managing data as an
asset and communicating the value of governed data.

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Governance End Game
Agenda

• Webinar Summary
– Definitions – Non-Invasive Data Governance™
– Managing Data as an Asset

– Data Versus Information
– Governance End Game / Value Added

– What Does Governed Data Look Like?
– What Does It Take to Get There?

• Questions & Answers

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Governance End Game
Definitions

• What is meant by Non-Invasive Data Governance™?:
With Data Governance in General:
– Many organizations view Data Governance as being over-and-above normal
work efforts and threatening to the existing work culture of the organization.
It does not have to be that way.
– Many organizations have a difficult time getting people to adopt Data
Governance best practices because of a common belief that Data Governance is
about command-and-control.
– While I firmly state that Data Governance is “the execution and enforcement of
authority over the management of data”, nowhere in that definition does it say
that Data Governance has to be invasive or threatening to the work, people and
culture of the organization.
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Governance End Game
Definitions

With Non-Invasive Data Governance™:
– Data steward responsibilities are identified and recognized , formalized and
engaged according to their existing responsibility rather than being assigned or
handed to people as more work.
– The governance of data is applied to existing policies, standard operating
procedures, practices, and methodologies … rather than being introduced or
emphasized as new processes or methods.
– The governance of data augments and supports all data integration, risk
management, business intelligence and master data management activities
rather than imposing inconsistent rigor to these initiatives.

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Governance End Game
Definitions

With Non-Invasive Data Governance™:
– Specific attention is paid to assuring senior management’s understanding of a
practical and non-threatening yet effective approach to governing data that will
be taken to mediate ownership and promote stewarding of data as a cross-
organization asset, rather than the traditional method of “you will do this”.
– Best practices and key concepts of the non-threatening approach are
communicated effectively, compared to existing practices to identify and
leverage strengths and enable the ability to address opportunities to improve.

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Governance End Game
Definitions

• Data Governance
– Data Governance is the Execution and Enforcement of Authority
Over the Management of Data and Data-Related Resources.
Robert S. Seiner

• Data Stewardship
– Data Stewardship is the Formalization of Accountability
Over the Management of Data and Data-Related Resources.
Robert S. Seiner
Recent Client Definitions
Formalization of behavior around the definition, production and
usage of data to manage risk and improve quality and usability of
selected data.
Formalization and guidance for behavior over the definition,
production and use of information and information related assets.

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Governance End Game
Definitions

• Non-Invasive Data Governance™
– The practice of:
• applying formal accountability & behavior
• through non-invasive roles & responsibilities
• to existing and / or new processes
• to assure that the definition, production & usage of data
• assures regulatory compliance, security, privacy, protection & quality.
– Non-Invasive describes how governance is applied to assure
non-threatening management of valuable data assets.
– The goal is to be transparent, supportive, collaborative.

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Governance End Game
Definitions

• [to] gov·ern [data]
v. gov·erned, gov·ern·ing, gov·erns
– To make and administer the public policy and affairs [of data]
– To exercise sovereign authority [in data]
– To control the speed or magnitude [of data]
– To regulate [data]
– To control the actions or behavior [of data]
– To keep under control [data]; to restrain [data]
– To exercise a deciding or determining influence [on data]
– To exercise political authority [over data]
– To have or exercise a determining influence [over data]
FreeDictionary.com [Bob Seiner]

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Governance End Game
Manage as an Asset

• What does it mean to Manage something as an Asset?
– Asset management, broadly defined, refers to any system that monitors and
maintains things of value to an entity or group.
– It may apply to both tangible assets such as buildings and to intangible concepts
such as intellectual property and goodwill.
– Asset management is a systematic process of operating, maintaining, upgrading,
and disposing of assets cost-effectively.
Wikipedia

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Governance End Game
Manage as an Asset

• What does it mean to Manage something as an Asset?
– Do we presently manage Data as an Asset?
– Do we presently consider Data to be an Asset?
– What will it take to manage Data as an Asset?
– Who do we need to convince that we must manage Data as an Asset?

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Governance End Game
Manage as an Asset

• What does Data that is Managed as an Asset Look Like?
– It has Improved Documented Business Understanding
– It Improves Decision Making Capabilities
– It Formalizes Enforcement of Risk Management Activities
• Security, Compliance, Classification, Protection, Retention
– It Improves Processes and the Improvement of
• Communications, Cooperation, Coordination, Collaboration

• How Does this Differ from What Governed Data Looks Like?

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Does this also
Governance End Game hold as true for
Manage as an Asset Information
as well as Data?

• What does Data that is Managed as an Asset Look Like?
– Improved in the Dimensions of Data Quality
• Accessibility – Data accessibility must be defined and managed in
accordance with appropriate Organization Business Rules for access and
local and Federal Rules and Regulations.
• Accuracy – Data must correctly reflect the real world object or an event
being described to enable informed decision-making at all levels.
• Completeness – All expected, mandatory attributes of data will be provided.
• Consistency – Data across Company must be in synch with each other.
• Relevance (Non-Obsolete) – Data managed as an asset must be relevant to
the business and retired when obsolete.
• Timeliness – Data must be up-to-date, produced in a timely manner and
appropriate for the task at hand to support information needs.
• Uniqueness – Duplicate data must be avoided at all times.

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Governance End Game
Information Versus Data

• What is Information to Organizations Focusing on Information Governance?
– Governance of People, Process, Data and Use of Technology

– Governance of Data, Technology and Processes
– Governance of Data, Technology and Policy

– Governance of Data, Meta-Data, Content, Knowledge
– Governance of Records

• There is not a Single Way (Only Way) to Define “Information Governance”!
– At least not yet.

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Governance End Game

• Is there a Difference Between Managing Data and Information as an Asset?
• Data
• Meta-Data
• Process
• Content
• Records
• Documents
• Email
• Project Information
• Contracts

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Governance End Game

• Structured Data • Unstructured Data
(Data) (Information)
– People & Processes – People & Processes
• Data • Knowledge
• Meta-Data • Documents
• Use of Technology • Records
• Content
• Policy
• Email
• Use of Technology

Is this the way
you look at it?
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Governance End Game

• Information / Unstructured Data Location
– Share Point

– Personal / Personnel Desktops
– Servers / Mail Servers

– Document Management Systems
– Record Management Systems

– Content Management Systems
– Filing Cabinet

– Pile Management Systems (PMS)

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Governance End Game
Value Add of Governing Data

• Getting Business to Tell Us What the Governance End Game Looks Like:
– Inconsistencies in the definition, production and use of specific critical pieces of
data across the company prevent the ability to …
– Data Governance provides a formal framework of roles and processes that will
enable CCS to …
– Key Concepts Shared …

• Let’s Look at these Individually

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Governance End Game

• Getting the Business to Tell Us Where Governance will Add Value
– Inconsistencies in the definition, production and use of specific critical pieces of
data across the company prevent the ability to … (examples)
• Compare costs across regions
• Identify the best place to get substitute materials
• Provide sophisticated ad-hoc cross company analysis
• Leverage capacity and material use
• Manage planning for supply chain and demand globally
• Reduce overall investment in capital improvements
• Target areas where cross company comparisons will add the most value

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Governance End Game

– Data Governance provides a formal framework of roles and processes that will
enable our Organization to …
• Identify specific pieces of data that prevent the previous in-capabilities
• Formally address accountability and ownership of that data
• Formally investigate and report the benefit and gain from data consistency
• Formally investigate and report the cost associated with the benefit/gain
• Formally identify the resources and time required to achieve the benefit/gain
• Formally decide the best approach to build consistency in that data
• Complete the process of building consistency in the data

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Governance End Game

– Key Concepts Shared …
• Don’t let perfection get in the way of progress.
• Point of diminishing returns – to determine what data projects should be
completed.
• Concerned of resources – people and time
• Stay away from “data perfection” – address specific inconsistencies that
provide most value
• Secondary – focus on “political” value of consistency in product, category,
customer definition

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Governance End Game

• What is the “Governance End Game”? Questions to help us …
– Will Data Governance Best Practices help us to see the “Governance End Game”?

– Can we accurately describe the difference between how we manage data now and
what data managed as an asset looks like?
– How do we define appropriate Data Governance Best Practices?
– How do we use these Best Practices to describe the “Governance End Game”?

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Governance End Game

• Data Governance Best Practices to Get Them to Tell You How to Proceed
– Two Criteria to Determine What is a Best Practice
• Is it Practical and Doable and Will It Add Value?
• Will the Governance Program be at Risk?

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Governance End Game

• Data Governance Best Practices to Get Them to Tell You How to Proceed
– Data Governance Best Practices are defined as the basis and guideline for the
execution of a Data Governance Program.
1. Organizations that successfully implement Data Governance Programs begin by
defining a limited series of best practices before assessing their present practices
in comparison to the best practices.
2. Once the best practices are defined, a gap-risk assessment can be completed to
identify the differences (gap) between the defined Data Governance Best
Practices and the present practices.
3. This report should identify the risks (and potential risks) associated with the gap
prior to defining the action plan for delivering the Data Governance Program.

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Governance End Game

• Use Best Practices Analysis to Get Them to Tell You How to Proceed
– Sample 1: For Data Governance to be successful there will need to be a High Level
of Senior Management Support and Understanding of the activities of the Data
Governance Team, the roles defined in the Data Governance Operating Model, and
specific examples of where Data Governance will add value.
– Sample 2: Select staff must be committed to the definition, development,
execution and sustainability of the Data Governance Program on a continual basis.
This group will be known as the Data Governance Team and will be lead by
Information Technology in partnership with Corporate Risk Governance with
subject matter expertise from Strategic Business Units and Shared Corporate
Functions.

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Governance End Game

– Sample 3: The Data Governance Principles will be applied consistently and
continuously to data that is defined, produced and used for Enterprise Reporting.
The initial focus of the Data Governance Program will be directed at improving the
quality, understandability and value of data that drives metrics for Reporting.
– Sample 4: The goals, scope, expectations, measurements of success and roles and
responsibilities of the Data Governance Program will be well defined and
communicated with Information Technology, Strategic Business Units and Shared
Corporate Functions.

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Governance End Game

– Sample 5: Data Governance should be considered an ongoing program rather than
a one-time project based on the fact that Governance is not a temporary activity.
– Sample 6: Ideal individuals for the Data Steward role will have business expertise
with a specific domain of data and be empowered to make decisions and if
needed, escalate issues to a strategic level for resolution.

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Governance End Game
What Does Governed Data Look Like

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Governance End Game

• Principle 1: From “MY” Data to “OUR” Data
– Data is a valuable strategic asset and shall be managed accordingly.

• Principle 2: Data is Everyone’s Responsibility
– Data shall be shared, secured, and accessed as appropriate and allowed.

• Principle 3: Avoid Risk and Compliance Issues
– Data shall have clearly defined accountability and shall be defined and managed
consistently according to relevant regulations.

• Principle 4: Right the First Time, Every Time
– The quality of Data will be recorded, measured and reported to assure that data
will be trusted for business processes and decision making.

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Governance End Game

• What Governed Data Looks Like – Dimensions of Data Governance
– Accessible – Data accessibility will be defined and managed in accordance with
appropriate Business Rules for access and local and Federal Rules and Regulations.
– Accurate – Data should correctly reflect the real world object or an event being
described to enable informed decision-making at all levels.
– Complete – All expected, mandatory attributes of data should be provided.
– Consistent – Data across the organization should be in synch with each other.
– Relevant (Not-Obsolete) – Data managed as an asset must be relevant to the
business and retired when obsolete.
– Timely – Data should be up-to-date, produced in a timely manner and appropriate
for the task at hand to support information needs.
– Unique – Duplicate data should be avoided at all times.

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Governance End Game

• How Does Un-Governed Data Look Different From Governed Data
1. Data is Inaccessible?
2. Data is Not Inaccurate?
3. Data is Incomplete?
4. Data is Inconsistent?
5. Data is Irrelevant (Obsolete)?
6. Data is Not Timely?
7. Data is Not Unique?

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Governance End Game
What Does It Take to Get There

• What Actions Does It Take?
– Define Best Practices

– Conduct a Best Practice Critical Analysis
– Investigate the Need and Ability to Enforce a Data Governance Policy

– Develop a Data Governance Action Plan

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Governance End Game
What Does It Take to Get There

• What Actions Does It Take?
– Define an Operating Model of Roles & Responsibilities

– Develop and Deploy a Communications Plan
– Focus and Deliver on a Data Governance Documentation Platform

– Utilize Available Tools & Templates of Data Governance

• Do Not Let Perfection Get in the Way of Good Enough.

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Wrap Up

• Webinar Summary
– Definitions – Non-Invasive Data Governance™
– Managing Data as an Asset

– Data Versus Information
– Governance End Game / Value Added

– What Does Governed Data Look Like?
– What Does It Take to Get There?

• Questions & Answers

38


Coming Up

• Real-World Data Governance – 2013 Monthly Webinar Series
 March 21: Governing Data through Metadata
 April 18: What is a Data Steward and What Do They Do?
Rescheduled from January 2013
 May 16: Comparing World Class Solutions in Data Governance
Panel of Practitioners Q&A
 June 19: The Data Governance Road Show from DGIQ
Interviews with Thought Leaders – Special Wed Date Live from Conference
 July 18: Governance for Master Data

• Visit Dataversity.Net for More Information

39


Contact Information

• Robert S. Seiner
KIK Consulting & Educational Services – KIKconsulting.com
The Data Administration Newsletter – TDAN.com
Post Office Box 112571, Upper St. Clair, Pennsylvania 15241
412.220.9643, 412.220.9644 (Fax)
rseiner@kikconsulting.com
rseiner@tdan.com

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Real-World Data Governance: What Governed Data Looks Like

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