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Copyright®2012 Allen Systems Group, Inc.www.asg.com
Metadata Use CasesYou Can Use
For
DAMA ChicagoBob Dein
Metadata Solutions ArchitectAllen Systems [email protected]
August 15, 2012
Copyright®2012 Allen Systems Group, Inc.www.asg.com
About ASG Software Solutions
www.asg.comCopyright® 2011 Allen Systems Group, Inc.
• 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®2012 Allen Systems Group, Inc.www.asg.com
Top Rochade Customers
FinancialInsuranceBanking
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Top Rochade Customers (cont.)
Pharmaceutical
Oil and Gasoline
Health Care
Airlines
Auctions
Retail
Hotels
Market Research
Market ResearchTelecommunications
SoftwareProfessional
Services
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Defense Finance and Accounting Service (DFAS)
Top Rochade Customers (Government)
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Data Governance and Information Management Challenges
• 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
• 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.
Problems Governing & Managing Data Cost of Misunderstanding
?
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Metadata is the
DNAof 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
Solving the Problem of Information
Copyright®2012 Allen Systems Group, Inc.www.asg.com
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
ManagementData Governance
© DAMA International 2010
Copyright®2012 Allen Systems Group, Inc.www.asg.com
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 usage2. Integrate meta-data from diverse source3. Provide easy, integrated access to meta-data4. 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
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
Copyright®2012 Allen Systems Group, Inc.www.asg.com
10 Reasons Why Metadata Solutions Fall Short
1. Lack of Commitment – “Tell me again why we need this?..”
2. Poorly Defined Scope – “Rome wasn’t built in a day..”
3. Poorly Defined Requirements – “What does it do for me?..”
4. Poor Communication – “meta what?..”
5. Reorgs & Personnel Changes - “It’s who, not what you know..”
6. Lack of Business Relevance – “It’s like Google right?..”
7. Lack of IT Relevance – “Our new ETL tool does that..”
8. DIY Mentality – “Don’t buy one, I can build that..”
9. High Level of Complexity – “I don’t get it..”
10. Poor User Experience – “Where’s the app?..”
Copyright®2012 Allen Systems Group, Inc.www.asg.com
How Use Cases Can Make a Difference
1. Lack of Commitment – “Now that’s a compelling business case..”
2. Poorly Defined Scope – “That’s all it needs to do for now..”
3. Poorly Defined Requirements – “That’s what it needs to do for us..”
4. Poor Communication – “A picture is worth a thousand words..”
5. Reorganization & Personnel Changes – “Great story, now I get it!..”
6. Lack of Business Relevance – “I’ll use this every day!..”
7. Lack of IT Relevance – “This will make us better, faster, cheaper..”
8. DIY Mentality – “OK, maybe we shouldn’t build that..”
9. High Level of Complexity – “Now I get it..”
10. Poor User Experience – “That was easy..”
Copyright®2012 Allen Systems Group, Inc.www.asg.com
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.
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Example Metadata Use Case: Reporting/Analytics
SYSTEM
Use Case: Reporting/Analytics
Authorized user submits a search to the Business Metadata Repository
Validates search parameters, conducts the search and
displays results
Search results
Login screen
INPUT
OUTPUT
ACTOR
1
Authorized user submits a request for report to the
Business Metadata Repository
Validates report parameters and generates the report
Requested report
OUTPUT
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).
# Data element Value Comments1 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
Sample data
The following table suggests a possible data that can be used as part of this Use Case:
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Conceptual /Logical
Physical /Deployed
Metadata Use Case Contexts
Corporate
Line of Business Mgr
Finance
Sales
App Dev
Business Analyst
DBA
Revenue
Note: Automated discovery, relationship mapping, and lineage of the physical context.
Business
IT Dept
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Conceptual /Logical
Physical /Deployed
Business Metadata Context
Corporate
Line of Business Mgr
Finance
Sales
App Dev
Business Analyst
DBA
Revenue
ContextualDomain(s)/Group(s)
Definition / Description /
Value Domain
ComplianceStandards / Measures
ModelsBusiness
IT Dept
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Conceptual /Logical
Physical /Deployed
Technical Metadata Context
Corporate
Line of Business Mgr
Finance
Sales
App Dev
Business Analyst
DBA
Revenue
ContextualDomain(s)/Group(s)
Definition / Description /
Value Domain
ReportProcess(Appl / ETL / etc)
Database / Table / View /
Column
ComplianceStandards / Measures
Models
Note: Automated discovery, relationship mapping, and lineage of the physical context.
Business
IT Dept
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Conceptual /Logical
Physical /Deployed
Full Contextual Representation = Governance
Corporate
Line of Business Mgr
Finance
Sales
App Dev
Business Analyst
DBA
Revenue
ContextualDomain(s)/Group(s)
Definition / Description /
Value Domain
ReportProcess(Appl / ETL / etc)
Database / Table / View /
Column
ComplianceStandards / Measures
Models
Note: Automated discovery, relationship mapping, and lineage of the physical context.
Business
IT Dept
Copyright®2012 Allen Systems Group, Inc.www.asg.com
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).
SYSTEM
Use Case: Desktop Accessibility
Authorized business user highlights text and presses
combination of function keys
Validates user and retrieves Business Term definition
Business Term definition is displayed in a pop-up
window
Highlighted text and combination of keys
INPUT
OUTPUT
ACTOR
1 Sample data
The following table suggests a possible data that can be used as part of this Use Case:
# Data element Value Comments1 Business Term
nameHighlighted 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
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Metadata Use Case: Desktop Metadata Accessibility
Corporate
Line of Business Mgr
Finance
Sales
App Dev
Business Analyst
DBA
Custom App
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Corporate
Line of Business Mgr
Finance
Sales
App Dev
Business Analyst
DBA
Highlight the business term“Revenue”
Custom App
Metadata Use Case: Desktop Metadata Accessibility
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Corporate
Line of Business Mgr
Finance
Sales
App Dev
Business Analyst
DBA
Custom App
Pop-up Glossary Terms With Name Containing “Revenue”
Metadata Use Case: Desktop Metadata Accessibility
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Get quick definitionsand related
businessconcepts…
All Information Available Via Intuitive Search
…drill down for availability of
detailedcontext, metrics, and
implementations
…link directly to themetaGlossaryFor full details
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Metadata Use Case: Governance Workflow
ScenarioAn 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 email, 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.
SYSTEM
Use Case: Workflow Support
Authorized business user (Author) creates Business
Term in Repository
Validates and saves new working version of Business
Term definition with CREATED status
System updates status of working version of term to
SUBMITTED
Author submits new Business Term for approval
Business term definition
INPUT
Notification message to Approvers
ACTOR
1
2
3
Approver enters Repository and approves new
BusinessTerm
System creates production version of term and sets status
to APPROVED
Authorized users can view new Business Term
4
5# Data element Value Comments1 Business Term
definitionAttributes of Business Term
2 Business Term status CREATED SUBMITTED APPROVED
See Use Case steps for status changes
Sample data
The following table suggests a possible data that can be used as part of this Use Case:
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Membership
BusinessAnalyst
ITArchitect
FinancialController
GovernanceProcess
VP of Finance
Dir of Acctg / Compliance
QualityMgr
GovernanceMgr
IT Architect
Business GlossarySolution
New Business Term Definition
Metadata Use Case: Governance Workflow
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Membership
BusinessAnalyst
ITArchitect
FinancialController
GovernanceProcess
VP of Finance
Dir of Acctg / Compliance
QualityMgr
GovernanceMgr
IT Architect
Business GlossarySolution
Automatic Notification
Metadata Use Case: Governance Workflow
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Membership
BusinessAnalyst
ITArchitect
FinancialController
GovernanceProcess
QualityMgr
GovernanceMgr
IT Architect
Business GlossarySolution
Approve New Term
Metadata Use Case: Governance Workflow
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Membership
BusinessAnalyst
ITArchitect
FinancialController
GovernanceProcess
VP of Finance
Dir of Acctg / Compliance
QualityMgr
GovernanceMgr
IT Architect
Auto Notify Subscribers
Auto Notify Subscribers
Auto Notify Subscribers
Auto Notify Subscribers
Business GlossarySolution
Approve New Term
Metadata Use Case: Governance Workflow
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Metadata Use Case: Business/Technical Metadata Integration
ScenarioBusiness 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 email, 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 Comments1 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
SYSTEM
Use Case: Business/Technical Metadata Integration
Authorized business user (Author) looks up and links a
Business Term to a Technical Metadata Object
stored in the Metadata Repository
Validates and saves new working version of Business
Term definition with MODIFIED status
System updates status of working version of term to
SUBMITTED
Author submits change to Business Term for approval
Business term definition
INPUT
Notification message to Approvers
ACTOR
1
2
3
Approver enters Repository and approves Business Term
change
System updates production version of term and sets status
to APPROVED
Authorized users can view Business Term lineage
change
4
5
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Applications
ETL
BI ReportsDatabases
DW
Metadata Repository
Models
Membership
BusinessAnalyst
ITArchitect
FinancialController
GovernanceProcess
Ext Docs, URLs, etc.
VP of Finance
Dir of Acctg / Compliance
QualityMgr
GovernanceMgr
IT Architect
Business GlossarySolution
Metadata Use Case: Business/Technical Metadata Integration
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Applications
ETL
BI ReportsDatabases
DW
Metadata Repository
Models
Membership
BusinessAnalyst
ITArchitect
FinancialController
GovernanceProcess
VP of Finance
Dir of Acctg / Compliance
QualityMgr
GovernanceMgr
IT Architect
Ext Docs, URLs, etc.Business Glossary
Solution
Alignment of “
Customer N
ame” to DB/ta
ble/column
Metadata Repository
BI ReportsDatabases
DW
Metadata Use Case: Business/Technical Metadata Integration
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Applications
ETL
BI ReportsDatabases
DW
Metadata Repository
Models
Membership
BusinessAnalyst
ITArchitect
FinancialController
GovernanceProcess
VP of Finance
Dir of Acctg / Compliance
QualityMgr
GovernanceMgr
IT Architect
Ext Docs, URLs, etc.Business Glossary
Solution
Metadata Repository
BI ReportsDatabases
DW
Automatic Notification
Metadata Use Case: Business/Technical Metadata Integration
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Applications
ETL
BI ReportsDatabases
DW
Metadata Repository
Models
Membership
BusinessAnalyst
ITArchitect
FinancialController
GovernanceProcess
VP of Finance
Dir of Acctg / Compliance
QualityMgr
GovernanceMgr
IT Architect
Ext Docs, URLs, etc.Business Glossary
Solution
Metadata Repository
BI ReportsDatabases
DW
Accept Change
Auto Notify Subscribers
Auto Notify Subscribers
Metadata Use Case: Business/Technical Metadata Integration
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Code DESC
3 Haz of Lead Coverage: exp only
7 Lead Law/Lead Liability
9 Cover for Haz, Full Policy Limits
Global Business Definition
Physical Deployment: the where and how is it used in our IT Systems
Valid Values
Metadata Use Case: Business/Technical Metadata Integration
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Metadata Use Case: Integration With Technical Metadata
Business Term definitions, stewards
and where this certified term is used in the IT environment
Copyright®2012 Allen Systems Group, Inc.www.asg.com
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)
Copyright®2012 Allen Systems Group, Inc.www.asg.com
Use Case Demonstration
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Documentation
Client Success Cases + Examples
Copyright®2012 Allen Systems Group, Inc.www.asg.com
The Data Warehousing Institute’s Best Practice Award in the category of
“Data Governance”
Why ASG ?
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
