Become a Power Data Steward Operate with greater power and efficiency with your own Data Steward Health Plan

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Speaker bio: Tina McCoppin

Partner at Ajilitee

• Former Engagement & Project Manager for Fortune 1000 companies: HP, Knightsbridge, Forte, Seer, Pansophic, Accenture

• 25+ years of IT integration experience

• Managed multiple Information Management delivery teams with 100+ members both onshore and offshore

• Data governance strategist

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TIME TO PUT ON YOUR SNEAKERS!

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It’s time to GET FIT

To go from THIS To THIS

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Or for Data Stewards, this means

To go from THIS To THIS

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The wake up call

• Data quality issues remain a top barrier of effective BI.

• Poor data quality can cost organizations $8M-$20M+ annually.

• The average B2B company has critical data errors in 10-25% of its records.

• Companies with high data quality can earn 66% more revenue.

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Let’s start! Our topic today

A Data Steward Health Plan is the key to transforming data governance into a sustainable program which brings real business value – and doesn’t wear you out!

Agenda

1. What are the responsibilities of a Data Steward?

2. How and where to “trim the fat”

3. The Data Steward Health Plan

4. Practical tips and tools

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DATA

QUALITY

DW, BI AND

DATA INTEGRATION

Big expectations for Data Stewards

BUSINESS KNOWLEDGE &

EXPERIENCE

PERSONAL

TRAITS

OPERATIONAL SYSTEM RESPONSIBILITIES

• Persuasion / Negotiation • Reputation / acknowledgement • Facilitation

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Essentially, you’re on a “yo-yo” diet

• Expected to hold a “day job” yet still address data quality, metadata, data profiling, etc., etc., etc.

Or…

• The Steward role becomes equated with (or solely focused on) Data Quality

Or…

• Management does not see evidence of value, so the role or entire data governance group is disbanded

Just plain trying to juggle too much at once

Operational system upgrades, analytic reporting, and other important programs reduce the time and attention spent on data governance

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• Too much time spent on… ◦ Endless and/or repetitive meetings

◦ Not knowing where to focus

◦ Never having time for important (but non-critical) items

◦ “Spinning” on a single or a few issues <OR CONVERSELY>

◦ Spread thin trying to go after ‘too many’ and not resolving ‘any’

Problem summary

• Too little time spent… ◦ Mapping repeatable and automated processes, workflows and

communication plans

◦ Communicating to the business community

◦ Seen as a recognized DG SME and trustee of the data

◦ Facilitating resolution or remediation activities across lines of business

◦ Providing insight to the DG Council so that policies can be identified and published

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Introducing the Data Steward Health Plan

Strike the right balance

• CARDIO o lower intensity,

energy-generating activities

₋ Standards and conformity

₋ Metadata

₋ Enterprise glossaries and data dictionaries

• WEIGHT TRAINING o strength and

developing the “skeletal muscles” of your organization

₋ Enterprise data integration

₋ Data quality

₋ MDM

₋ DW

+

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But…first choose your Steward “Body type”

Start with the end in mind: • What DG “muscles” do you want to develop?

• Just like athletes, we work on different things based on our aim

• Work to build those muscles that suit your organization goals and your stewardship goals

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One workout routine does not fit all!

• Assess your own organization: key is deciding which governance functions will be included

◦ Different mix for each institution

◦ Mix will define “protect and manage data as a corporate asset”

◦ Do not over commingle responsibilities

◦ Prioritize the implementation of the functions

◦ Determine implementation sequence

• Important functions to make sure are covered: ◦ Data quality / certification

◦ Data ownership / stewardship

◦ Meta, reference and master data

• Important stewardship growth must include: ◦ Subject matter expertise in data domain(s)

◦ Subject matter expertise in data management best practices

◦ Tools & technologies competencies

◦ Leadership competency

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Set reasonable goals

To improve your health To improve your data governance

Drink more water and less soda, caffeine and alcohol

Spend more time on nearer-term business value activities & less on “never-ending” issues

Reduce sugar and sodium Reduce time (to reach decisions / consensus) in meetings in which little is accomplished

Do 20 min. cardio daily: walk, run, jump rope, aerobics…

Track to a plan in which you prioritize and allot time to DQ, policies, communications…

Weight training for major muscle groups weekly

Work on major organization project – ensure adherence to best practices and standards

Lose 1-2 lbs per week

Measure the data quality improvements: %s, counts, ROI. <E.g., Returned mail, pends, etc.>

Get a trainer Get a supportive business & IT advocate – and C-level sponsor

But still --push yourself Be BOLD! Be willing to push boundaries

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How to create your own Health Plan

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Governance activities – list and prioritize

Responses Data Definitions

& Rules

Data

Quality

Corporate

Asset

Active ownership & management of information across the business

Responsibility or ownership of business rules

Management of the lifecycle of data (creation, architecture, retrieval)

Process, definitions & controls regarding data definitions

Corporate process on how data is managed - the rules

Rules (business process framework) and Infrastructure (organization,

Enabler for data quality (regulatory compliance)

Total management of data as an asset

Custodian of data (business rules)

Rules and processes around data - accountability

Harmonize data into a worldwide view (master data)

Accountability for data (who, how, & why)

Administration of data flows

Data consistency through organization

Overhead

People, process & master data

Definitions & management of reference data

Cleansing of data (cross reference & data mapping)

Identifi ing and managing changes in data

Enabling a single version of the truth

Ownership & accountability for data

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• Know which activities need lots of ‘reps’ (repetitions)

◦ Weekly meeting on data quality issues list with a team who can help resolve

◦ DG Council meetings where Steward presents items that need to become policies or need the weight of C-levels to implement

• Know which activities are ‘sprints’ of activity

◦ Data model validation

◦ Approval of standard values

• Know which activities are endurance

◦ Major data change – e.g, being at the forefront of SSN Randomization

◦ Identifying and tracking security of data (in lockstep with Corporate Security)

◦ Getting conformance on a business definition for “Market Segment” or “Product Hierarchy” or “Revenue”

Top tips for practical time management

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• Just like a workout routine, be aware of how long you spend on an activity. This helps prioritize your work.

• Recognize the different Steward activities and “divide and conquer.” Really, can one person do it all? Assign tasks.

• Get training on Persuasion and Leadership! Lots of time lost due to inability to influence.

• Incorporate tools for transparency and visibility.

Top tips for practical time management

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Measuring success

Metrics show if your efforts are working. The quality of data can be measured and scored –

• With a quality process, metrics can be captured and constructed so data quality can be measured and “evaluated” for its intended use

• By capturing quality metrics, Service Level Agreements can be developed and defined

• Defined “quality metrics” are captured at four stages:

◦ Source Files metrics

◦ Data Profiling metrics

◦ End-to-End Checks

◦ Business Checks

Data Consumers

Planning &

Financial Control

Group Marketing

Process

Improve /

Operation Risk

Retail and

Commercial Line

Corporate

Business

Treasury and

ForEx

FINCOR

Regional

Operations

TRAM

Risk

Management

Data Providers

FASEncore

FINCOR

Tradewind

Corona

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Switchware

IVR

CAMRA

ICCS

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Measure / Track / Score – example

Category Low Medium High Essential

•Accommodate possible merger integration X

•Incorporate more sources/feeds X

•Support more functionality, users, and analysis X

•Open data access 23x7 X

•Improve regulatory & compliance response time X

•Enhance decision support & planning X

•Widen access to & analysis of performance metrics X

•Align needs, investment with strategic direction X

•Reduce redundancy of data and effort X

•Lower information delivery costs X

•Optimize investment across initiatives X

•Focus resources on analysis, not data collection X

•Institute rigorous data quality & certification X

•Support “much to many” data & reporting needs X

•Reduce manual or automated fixes & workarounds X

Relative Cost Low Low Moderate High

Implementation Risk N/A Low Moderate High

Time to Implement / Schedule N/A Low Moderate Long

Match to Business Drivers No Limited Yes Yes

Overall Feasibility Not an

Option

Not

Sustainable

Acceptable

Risk;

Managed

Evolution

High Risk;

High Cost

Scoring

Business

Satisfaction

IT Dept Goal

Revenue / Cost

Focus

Data Quality

Focus

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1. COTS: ◦ Data profiling tools

◦ Data quality tools

◦ Metadata repositories

◦ Master data management tools with automated match/merge capabilities

◦ Workflow and/or Business Process Management (BPM) tools

2. BYO (Build Your Own) ◦ Audit, Balance and Control reports

◦ Data steward workgroups

◦ Lunch-n-learns

◦ Sharepoint or shared site for training, information exchange

Tools

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Have a visible DG Health Plan calendar

Apr’12 May’’12 Jun’12 Ju’l12 Aug’12 Sep’12 Oct’12 Nov’12 Dec’12 Jan’13 Feb’13 Mar’13 Apr’13

► Identify supporting stewards

► Provide training to stewards

► Conduct dry-runs of process flow

► Conduct / facilitate Quarterly Data Steward meetings

► Send emails / communiques

Data Steward Leadership

► Assign / distribute data steward inputs across stewardship team

► Track progress on DG Maturity Model

DG Council

► Intakes: manage & control ► Institute / refine process flow

► Propose policies ► Create funding requests

DW, MDM & ODS, etc.

► Demonstrate ability to allocate steward work (e.g., artifact reviews) across other data stewards ► Involve others in development

Align to activities of EDW, MDM, DG Council, Data Stewards, and applicable high priority projects

► Take additional courses

► Instruct / train selected courses

DG / MDM / EDM / DQ Training Modules

► Create additional (special topic) courses

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Key takeaways and conclusion

• Keep the prime objective in mind: ◦ To protect and manage data as a corporate asset!

• As you consider your own data governance path: 1. Seek a common definition of just what data governance means to your

institution 2. Identify the governance functions that are required 3. Implement an initial governance function that can evolve with the institution

• A Data Steward Health Plan should… ◦ Identify what body type you want and what muscles to work on

₋ Make a checklist and prioritize it against a timeline

◦ Track your activities and time consumed by each against the prioritization

◦ Establish metrics

◦ Make sure to make the metrics visible – and be ready to defend why they justify the cost

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Are you ready? Can you handle the truth?

© COPYRIGHT 2010 Ajilitee. Confidential.

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Thank you

TINA MCCOPPIN PARTNER AND FOUNDER, Ajilitee

tmccoppin@ajilitee.com

847.840.0858

www.linkedin.com/company/ajilitee

www.facebook.com/ajilitee

www.ajilitee.com