Data Audit Approach To

Developing An Enterprise
Data Strategy

Alan McSweeney

Objective

Define a data audit approach to creating an enterprise

current data state view as part of defining an enterprise
data strategy

February 18, 2015

Developing And Implementing An Enterprise Data

Strategy

Any enterprise data strategy of an existing and mature

organisation with a substantial portfolio of applications
and associated data should start with a data audit that
establishes a baseline that will be one input to a data
strategy

Any new strategy needs to take into account this (possibly)

substantial applications and data legacy

Any strategy has to be implementable and operable

There will be a current state and a future state where the

future state represents the fully actualised strategy
February 18, 2015

Developing And Implementing An Enterprise Data

Strategy

Desired
Long-Term
Steady
State

Current
State

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Need to Move From

Current State To Future
State In A Series Of
Steps

Enterprise Data Strategy In Business And IT Context

Required
Operational
Business
Systems

Business
Processes

Systems
Design/
Selection

Business
Strategy

Business
Objectives

Business
Operational
Model

Business IT
Strategy

Enterprise
Architecture

IT Function
Strategy

Enterprise
Data
Strategy

Information
and Data
Architecture
February 18, 2015

Solution
Implementation
and
Delivery

Management
And
Operations

Systems
Design/
Selection

Required
Infrastructure
Business
Systems

Required
Operational
Processes
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Enterprise Data Strategy In Context

An enterprise data strategy exists in a wider organisation and IT

context
The organisation will have an overall IT strategy to accomplish the
organisation strategy and associated objectives
The IT function will then need its own internal IT strategy that will
structure the function in order to ensure that it can deliver on the wider
organisation strategy
The enterprise data strategy is connected to the overall IT strategy, the
enterprise architecture and the internal IT strategy
The enterprise data strategy will be implemented and operated through
an information and data architecture that is part of the overall
enterprise architecture
This context is important in ensuring that the enterprise data strategy
fits into the overall IT and wider organisational structure
The enterprise data strategy exists to ultimately deliver a business
benefit and contribute to the achievement of the business strategy
The strategy must be translated into an operational framework to
enable the strategy to be actualised

February 18, 2015

Traditional View Of Information And Data

Architecture In An Enterprise Architecture Context

Enterprise Architecture
Information Systems
Architecture

Data
Architecture

February 18, 2015

Solutions and
Application
Architecture

Business
Architecture

Technology
Architecture

Data-Oriented View Of Information And Data

Architecture In An Enterprise Architecture Context

Enterprise Architecture
Information and Data Architecture

Information
Systems
Architecture

February 18, 2015

Solutions
and
Application
Architecture

Business
Architecture

Technology
Architecture

Traditional View Of Information And Data

Architecture In An Enterprise Architecture Context
Data and Information Architecture - the structure of an
organisation's logical and physical data assets and data
management resources is defined as a subset of
Information Systems Architecture which key applications
and data that form the core of mission-critical business
processes
Data and Information Architecture manages the
information of the enterprise by clarifying business
relationships and enhancing the understanding of the
business processes and rules implemented by the
enterprise
Data and Information Architecture links Business Processes
to the Information Systems that support the processes

February 18, 2015

Its All About The Data (And The Processes)

Data needs to be organised by business process, not by

application
The enterprise is the sum of its processes

An effective data architecture is a principal driver of

successful business models and therefore competitive
advantage

Providing business experts timely access to accurate data

is the key factor in improving the ability of the enterprises
to make effective and informed business decisions

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10

Components Of An Information And Data

Architecture And Associated Strategy
Information and Data
Architecture

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Data Governance

Data Architecture Management

Data Development

Data Operations Management

Data Security Management

Data Quality Management

Reference and Master Data

Management

Data Warehousing and Business

Intelligence Management

Document and Content

Management

Metadata Management
11

Components Of An Information And Data

Architecture And Associated Strategy

Data Governance - planning, supervision and control over data management and use
Data Architecture Management - defining the blueprint for managing data assets
Data Development - analysis, design, implementation, testing, deployment, maintenance
Data Operations Management - providing support from data acquisition to purging
Data Security Management - Ensuring privacy, confidentiality and appropriate access
Data Quality Management - defining, monitoring and improving data quality
Reference and Master Data Management - managing master versions and replicas
Data Warehousing and Business Intelligence Management - enabling reporting and
analysis
Document and Content Management - managing data found outside of databases,
including digital strategy and social media
Document and Content Management - integrating, controlling and providing metadata

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12

Information And Data Architecture Components And

Their Functional Elements

There are a number of

functional elements
associated with each of
these components

Data Management
Functional Elements

Goals and Principles

Activities

Primary Deliverables

Roles and
Responsibilities

Practices and
Techniques

Technology

Organisation and
Culture

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13

Information And Data Architecture Components And

Their Functional Elements

Goals and Principles - directional business goals of each function and the fundamental
principles that guide performance of each function
Activities - each function is composed of lower level activities, sub-activities, tasks and
steps that are function-specific
Primary Deliverables - information and physical databases and documents created as
interim and final outputs of each function. Some deliverables are essential, some are
generally recommended, and others are optional depending on circumstances
Roles and Responsibilities - business and IT roles involved in performing and supervising
the function, and the specific responsibilities of each role in that function. Many roles will
participate in multiple functions
Practices and Techniques - common and popular methods and procedures used to perform
the processes and produce the deliverables and may also include common conventions,
best practice recommendations, and alternative approaches without elaboration
Technology - categories of supporting technology such as software tools, standards and
protocols, product selection criteria and learning curves
Organisation and Culture this can include issues such as management metrics, critical
success factors, reporting structures, budgeting, resource allocation issues, expectations
and attitudes, style, cultural, approach to change management

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Every Organisation Aspires To ...

What Happened?

Reporting

Insight/
Forecast

Monitoring

Analysis

What Is Currently
Happening?
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Why Is Likely To
Happen In The Future?

Why It Happened?

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Trailing And Leading Indicators

Reporting
Report on Gathered Information On What Happened
To Understand Pinch Points, Quantify Effectiveness,
Measure Resource Usage And Success

Monitoring
Gather Information In Realtime To Understand
Activities, Respond And Make Reallocation Decisions

Trailing
Indicators

Analysis
Understand Reasons For Outcomes and Modify
Operation To Embed Improvements

Leading
Indicators

Insight and Forecast

Quantify Propensities, Forecast Likely Outcomes,
Identify Leading Indicators, Create Actionable
Intelligence
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Every Organisation Needs An Effective Enterprise

Data Strategy
Reporting

Monitoring

Insight/
Forecast

Analysis

Data Architecture
Management

You Cannot
Have This ...
... Without
This

Data Governance

Data Warehousing and Business Intelligence

Management
Data Security Management
Reference and Master Data Management
Document and Content Management

Metadata Management

Solid
Data
Management
Foundation
and
Framework

Data Development
Data Quality Management
Data Operations Management
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Measurement Framework Iceberg

To Do This ...

Be Able To Take Action

Based on Reliable
Information

... You Need To Do

This ...

Measure What is
Important

... Which Requires

This ...
... Which In Turn
Needs This ...

... And So On ...

...
...
...

Define Measurements

Know What Is
Important In Order To
Measure It

Define Data Tools And

Infrastructure

Collect Data

Report And Analyse

Stored Data

Define Collection
Process

Define Consistent
Units of
Measurements

Define Data Storage

Model

Monitor Data
Collection

Define Reports

Define Measurement
Processes

Define Transformation
And Standardisation

Manage Data
Collection

Run And Distribute

Reports

Define Operational
Framework

Install Data Collection

Facilities

Validate And Store

Data

Define Analyses

Provide Realtime
Access To Collected
Data

Run And Distribute

Analyses
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Processes Define How The Organisation Delivers Its

Products And Services
Suppliers

Business
Function
Business
Function

Regulators

Business
Function

Business
Function

Customers

Business
Function

Collaborators

Service
Providers
Partners

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Core And Extended Organisation Landscape

Extended Landscape
Business
Function

Suppliers

Core Landscape
Business
Function

Regulators

Business
Function

Business
Function
Business
Function

Collaborators

Service
Providers

February 18, 2015

Customers

Partners

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Processes Define How The Organisation Delivers Its

Products And Services

Work products and services - moves throughout the

extended organisation landscape as it is delivered to the
customer

Data accompanies supports, describes, enables,

measures work

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Cross Functional Processes Crossing Vertical

Operational Organisational Units To Deliver Work

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Core Cross Functional Processes

Three cross-functional processes that are common to all

organisations
Product/service delivery

From order/specification/design/selection to
delivery/installation/implementation/provision and billing

Customer management

From customer acquisition to management to repeat business to up-sell/cross-sell

New product/service provision

From research to product/service design to implementation and commercialisation

These processes cross multiple internal organisation boundaries and

have multiple handoffs but they are what concern customers
Cross-functional processes deliver value
Value to the customer
Value to the enterprise

Integrated cross-functional processes means better customer service

and more satisfied and more customers
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Core Cross Functional Processes and Customer View

The customer sees across the structure and is not concerned with but is all too
often aware of the operational elements, their complexity and lack of
interoperability
Product/Service
Delivery: from order
to completion
Customer
Relationship
Management
New Product/
Service
Provision

The organisation sees the structure vertically and in a compartmentalised

view and all to frequently does not see the customer viewpoint
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Organisation Data

Data flows within the organisation between business

functions, supporting the key processes of:
Delivery of products and services
Customer acquisition, management and retention
Product and service development

Enterprise data model needs to be structured to define

process interactions and associated data
Feed data into processes to enable their efficient operation
Take data from processes to allow their operation to be
monitored

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Organisation Information And Data Landscape

Information and data landscape defines the operational

data environment for the organisation
Operational Use

Storage
Manage
Share
Exchange

Analytic Use

Monitoring
Reporting
Analysis
Forecast

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Enterprise Data Model Needs To Encapsulate Data

Landscape
Enterprise Data
Model

Subject Area
Model

Conceptual
Data Model

Enterprise
Logical Data
Models

Data Steward
Responsibility
Assignments

February 18, 2015

Enterprise Data
Model
Elements

Valid Reference
Data Values

Data Quality
Specifications

Entity Life
Cycles

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Generalised Enterprise Business Process Model

Business Environment
Competitors, Governments Regulations and Requirements, Standards, Economics

Customers Process Needs

Core Processes

Business
Controlling
Process
Processes That
Direct and Tune
Other Processes

Business
Measurement
Process

Processes That Create Value for the Customer

Customer
Acquisition

Product
Delivery

Order
Fulfilment

Customer
Support

Enabling Processes

Processes That
Monitor and
Report the
Results of Other
Processes

Processes That Supply Resources to Other Processes

Channel
Management

Supply
Management

Human
Resources

Information
Technology

Business
Acquisition

Suppliers Processes
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Generic Enterprise Business Process Model

Representation of the key processes within and across an

enterprise
The enterprise is the sum of its processes

Key processes require and generate data

Data model needs represent data to and from processes

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Data Collection And Measures Need To Be Linked To

Key Enterprise Processes
Number of
New
Customers

Profitability
Per Customer

Customer
Turnover

Inventory

Business Environment
Competitors, Governments Regulations and Requirements, Standards, Economics

Customer
Acquisition
Cost

Time to Fulfil
Order

Customers Process Needs

Core Processes

Business
Controlling
Process
Processes That
Direct and Tune
Other Processes

Business
Measurement
Process

Processes That Create Value for the Customer

Customer
Acquisition

Product
Delivery

Order
Fulfilment

Customer
Support

Enabling Processes

Processes That
Monitor and
Report the
Results of Other
Processes

Number of
Customers
Complaints

Processes That Supply Resources to Other Processes

Channel
Management

Forecast
Accuracy

Human
Resources

Information
Technology

Time to
Resolve
Complaints

Business
Acquisition

Suppliers Processes

Number of
Returns
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Supply
Management

Delivery
Time
Accuracy

Invoice
Accuracy

Payment
Times
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Enterprise Data Model Needs To Encapsulate Data

Landscape
Suppliers

Business
Function
Business
Function

Regulators

Business
Function

Enterprise
Data Model
Business
Function

Customers

Business
Function

Collaborators

Service
Providers
Partners

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Enterprise Data Model

Build an enterprise data model in layers

Focus on the most critical business subject areas

Subject Area Model
Conceptual Data Model
Enterprise Logical Data Models

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Subject Area Model

List of major subject areas that collectively express the

essential scope of the enterprise

Important to the success of the entire enterprise data

model

List of enterprise subject areas becomes one of the most

significant organisation classifications

Acceptable to organisation stakeholders

Useful as the organising framework for data governance,

data stewardship, and further enterprise data modeling

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Conceptual Data Model

Conceptual data model defines business entities and their

relationships
Business entities are the primary organisational structures in a
conceptual data model
Business needs data about business entities
Include a glossary containing the business definitions and other
metadata associated with business entities and their relationships
Assists improved business understanding and reconciliation of terms
and their meanings
Provide the framework for developing integrated information
systems to support both transactional processing and business
intelligence.
Depicts how the enterprise sees information
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Enterprise Logical Data Models

Logical data model contain a level of detail below the

conceptual data model

Contain the essential data attributes for each entity

Essential data attributes are those data attributes without

which the enterprise cannot function can be a subjective
decision

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Enterprise Data Model Components

Data Steward Responsibility Assignments- for subject

areas, entities, attributes, and/or reference data value sets

Valid Reference Data Values - controlled value sets for

codes and/or labels and their business meaning

Data Quality Specifications - rules for essential data

attributes, such as accuracy / precision requirements,
currency (timeliness), integrity rules, nullability,
formatting, match/merge rules, and/or audit requirements

Entity Life Cycles - show the different lifecycle states of

the most important entities and the trigger events that
change an entity from one state to another
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Data Strategy

High-level course of action to achieve high-level goals

Data strategy is a data management program strategy a

plan for maintaining and improving data quality, integrity,
security and access

Address all data management functions relevant to the

organisation

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Elements Of Information And Data Strategy

Vision for data management

Summary business case for data management
Guiding principles, values, and management perspectives
Mission and long-term directional goals of data management
Management measures of data management success
Short-term data management programme objectives
Descriptions of data management roles and business units along
with a summary of their responsibilities and decision rights
Descriptions of data management programme components and
initiatives
Outline of the data management implementation roadmap
Scope boundaries
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Data Strategy

Data Management
Programme Charter
Data Management
Scope Statement
Goals and objectives for a
defined planning horizon and
the roles, organisations, and
individual leaders accountable
for achieving these objectives

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Overall vision, business case,

goals, guiding principles,
measures of success, critical
success factors, recognised risks

Data Management
Implementation
Roadmap
Identifying specific programs,
projects, task assignments, and
delivery milestones

39

Data Audit And Information And Data Strategy

The objectives of the audit are to understand the current
data management systems, structures and processes
This will then feed into the development of the strategy
and the identification of gaps
Data audit views

1.
2.
3.
4.
5.

Data landscape view

Data supply chain view
Data model view
Data lifecycle view
Current information and data architecture and data strategy
view
6. Current data management view
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Data Landscape View

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Data Landscape View

The purpose of the Data Landscape View is to describe the entities

and functional units within and outside the organisation with which
the organisation interacts and to describe the interactions in terms
of data flows
This will show the participants in data flows
These can be business units, partners, service providers, regulators
and other entities
The data landscape view can be created at different levels of details:
Level 1 Main Interactions - Main interactions and functions associated with
the Enterprise Level
Level 2 Business Function - Specific data exchanges of the function
Level 3 Function - What is done within each function as a series of activities
Level 4 Procedure - How each activity is carried out through a series of tasks
Level 5 - Sub Procedure - Detailed steps which are carried out to complete a
task
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Data Supply Chain View

The data supply chain view looks at in-bound and outbound data paths within and outside the organisations in
terms of the applications and the data that flows along the
data paths

It can be a subset or an extension of the Data Landscape

View

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Data Model View

Enterprise data model is a set of data specifications that

reflect data requirements and designs and defines the
critical data produced and consumed across the
organisation

Data model view quantifies the status of the development

and specification of the enterprise data model

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Enterprise Data Model Needs To Encapsulate Data

Landscape
Enterprise Data
Model

Subject Area
Model

Conceptual
Data Model

Enterprise
Logical Data
Models

Data Steward
Responsibility
Assignments

February 18, 2015

Enterprise Data
Model
Elements

Valid Reference
Data Values

Data Quality
Specifications

Entity Life
Cycles

45

Data Lifecycle View

When analysing data, what you are really analysing is the

state of the processes around its lifecycle: how well
defined those processes are, how automated, how risks
and controls are defined and managed

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Data Lifecycle View

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Data Lifecycle View

The stages in this generalised lifecycle are:

Architect, Budget, Plan, Design and Specify - This relates to the design and specification of the data
storage and management and their supporting processes. This establishes the data management
framework
Implement Underlying Technology- This is concerned with implementing the data-related hardware and
software technology components. This relates to database components, data storage hardware, backup
and recovery software, monitoring and control software and other items
Enter, Create, Acquire, Derive, Update, Integrate, Capture- This stage is where data originated, such as
data entry or data capture and acquired from other systems or sources
Secure, Store, Replicate and Distribute - In this stage, data is stored with appropriate security and access
controls including data access and update audit. It may be replicated to other applications and distributed
Present, Report, Analyse, Model - This stage is concerned with the presentation of information, the
generation of reports and analysis and the created of derived information
Preserve, Protect and Recover- This stage relates to the management of data in terms of backup,
recovery and retention/preservation
Archive and Recall - This stage is where information that is no longer active but still required in archived
to secondary data storage platforms and from which the information can be recovered if required
Delete/Remove - The stage is concerned with the deletion of data that cannot or does not need to be
retained any longer
Define, Design, Implement, Measure, Manage, Monitor, Control, Staff, Train and Administer, Standards,
Governance, Fund - This is not a single stage but a set of processes and procedures that cross all stages
and is concerned with ensuring that the processes associated with each of the lifestyle stages are
operated correctly and that data assurance, quality and governance procedures exist and are operated

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Data Audit Approach

1.

Build an application landscape view, including internal and external systems and
third-parties from which data may be obtained and to which data may be supplied

The application view can be supplement with a system and infrastructure view that shows the hardware and
software components behind an application

2.

Layer onto this information capture, storage and flows: where and what types of
information is maintained by applications and that is passed between applications

An application is a collection of systems and infrastructure that delivers an integrated set of functions
It may or may not be necessary to document the underlying infrastructure associated with applications
This may be further complicated because the underlying infrastructure may not be isolated but may itself be part
of an application - this would be the case where the server infrastructure is virtualised and managed by
virtualisation manager

3.
4.
5.
6.

Categorise information by a classification such as: Operational Data, Master and

Reference Data, Analytic Data and Unstructured Data
Define the business units/functions and their use of applications
View the information capture, storage and flows identified above across the stages
of their lifecycle
Identify how well the processes and their controls associated with the lifecycle
stages are defined, documented and operated. This will identify gaps to be
remediated

This will then form the basis of a work plan to resolve any data-related process gaps

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Data Audit Approach Application Landscape

February 18, 2015

Application
1

Application
2

Application
3

Application
4

Application
5

Application
6

Application
7

Application
8

Application
9

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Data Audit Approach Data Capture, Storage And

Transfer

February 18, 2015

Application
1

Application
2

Application
3

Application
4

Application
5

Application
6

Application
7

Application
8

Application
9

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Data Audit Approach Infrastructure And System

View

Application

Consists
of

Load Balancer

Load Balancer

Authentication
Server

Firewall

Firewall

User Directory

Web Server

Web Server

Application
Server

Application
Server

Database Server

Database Server

Database

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Classification Information By Operational Data, Master

and Reference Data, Analytic Data and Unstructured Data
Operational
Data

Master and Analytic and Unstructured

Data
Reference Derived Data
Data

Architect, Budget, Plan, Design and Specify

Implement Underlying Technology
Enter, Create, Acquire, Derive, Update, Integrate,
Capture
Secure, Store, Replicate and Distribute
Present, Report, Analyse, Model
Preserve, Protect and Recover

Archive and Recall

Delete/Remove
Define, Design, Implement, Measure, Manage,
Monitor, Control, Staff, Train and Administer,
Standards, Governance, Fund
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Business Functions And Application Use

Business
Function 1

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Business
Function 2

Business
Function 3

Business
Function 4

Application 1

Application 2

Application 3

Application 4

Application 5

Application 6

Application 7

Application 8

Application 9

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Information Capture, Storage And Flows Identified

Above Across The Stages Of Their Lifecycle
Data Type
1

Data Type
2

Data Type
3

Data Type
4

Architect, Budget, Plan, Design and Specify

Implement Underlying Technology
Enter, Create, Acquire, Derive, Update, Integrate,
Capture
Secure, Store, Replicate and Distribute
Present, Report, Analyse, Model
Preserve, Protect and Recover
Archive and Recall
Delete/Remove
Define, Design, Implement, Measure, Manage,
Monitor, Control, Staff, Train and Administer,
Standards, Governance, Fund
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Identify How Well The Processes And Their Controls

Associated With The Lifecycle Stages Are Defined
Data Type
1

Data Type
2

Data Type
3

Data Type
4

Architect, Budget, Plan, Design and Specify

Implement Underlying Technology
Enter, Create, Acquire, Derive, Update, Integrate,
Capture
Secure, Store, Replicate and Distribute
Present, Report, Analyse, Model
Preserve, Protect and Recover
Archive and Recall
Delete/Remove
Define, Design, Implement, Measure, Manage,
Monitor, Control, Staff, Train and Administer,
Standards, Governance, Fund
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Identify How Well The Processes And Their Controls

Associated With The Lifecycle Stages Are Defined

Provides a baseline of the status of data processes in the

organisation

Identify gaps to be remediated

This will then form the basis of a workplan to resolve any

data-related process gaps

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Current Information and Data Architecture And Data

Strategy and View
Information and Data
Architecture

Data Governance

Data Architecture
Management

Data Development

Data Operations
Management

Data Security Management

Data Quality Management

Reference and Master Data

Management

Data Warehousing and

Business Intelligence
Management

Document and Content

Management

Metadata Management

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Review current
information and
data architecture
and
implementation
and operational
under the key
component areas

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Current Data Management View

The data strategy components and the functional

elements are be combined to create a view of all the
potential elements of an operational data strategy
implementation and operational framework

Not all of these facets will have the same importance

Each of these facets will also be in a different state of

effective operation

You can create a high-level representation of the state of

data management strategy and its implementation

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Data Management View Components And

Functional Elements
Goals and
Principles
Data
Governance
Data
Architecture
Management
Data
Development
Data
Operations
Management
Data Security
Management
Data Quality
Management
Reference and
Master Data
Management
Data
Warehousing
and Business
Intelligence
Management
Document and
Content
Management
Metadata
Management
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Activities

Primary
Deliverables

Roles and
Practices and
Responsibilities Techniques

Technology

Organisation
and Culture

Scope of Each Data Management Function

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Data Management View Importance and State

Goals and
Principles
Importance

Activities

Primary
Roles and
Practices and
Deliverables Responsibilities Techniques

Technology

Organisation
and Culture

Current
Current
Current
Current
Current
Current
Current
Importance
Importance
Importance
Importance
Importance
Importance
State
State
State
State
State
State
State

Data Governance
Data Architecture
Management
Data Development
Data Operations
Management
Data Security
Management

Data Quality
Management
Reference and Master
Data Management
Data Warehousing and
Business Intelligence
Management
Document and
Content Management

Metadata
Management
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Data Management View Importance and Status

Coding of data management components and functional

elements
= High Importance

= Good State

= Medium Importance

= Medium State

= Low Importance

= Poor State

Understand their importance and current state of

implementation and operation

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Data Audit Views And Results

Data Landscape View quantify and understand where data exists

Data Supply Chain View quantify and understand data exchanges
and interfaces
Data Model View quantify and understand the development and
specification of the enterprise data model
Data Lifecycle View identify how well the processes and the
controls associated with the lifecycle stages are defined
Current Information And Data Architecture And Data Strategy View
identify current information and data architecture and
implementation and operational under the key component areas
Current Data Management View quantify the relative importance
and current state of implementation and operation of data
management components and functional elements
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Data Audit Views And Results

Gives a comprehensive view of the current state, desired

future state and gaps/deficiencies

Provides a current state view within the context of a future

state

Ensures that any information and data architecture and

strategy is based on evidence

Enables a realistic workplan to be developed and worked

through to achieve the desired results

Approach can be applied to the entire enterprise or

functional component
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Now All That Is Left Is The Implementation And

Operation

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More Information
Alan McSweeney
http://ie.linkedin.com/in/alanmcsweeney

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