Best Practices for Meeting

State Data Management

Objectives

How ER/Studio Helps

Texas Agencies Achieve

Strategic Plan Goals

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Agenda

• Data Management Defined

• State Strategic Plan Overview

• Planning for Data Management

• Enterprise Planning and Collaboration

• Overview

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Data Management Defined

• According to Data Management Association

• “The development and execution of architectures, policies,

practices, and procedures that properly manage the full lifecycle

needs of an enterprise”

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State Strategic Plan - Background

• Why is Data Management important?

• Emphasis from State CIO Karen Robinson that state agencies plan for data management growth and institute best practices

• State Strategic Plan Background

• Texas DIR developed Top 10 priorities that will affect all technology decisions

• IT’s role to deliver quality services to residents continues to grow

• How to best prioritize agency and statewide technology investments

Source: http://publishingext.dir.texas.gov/portal/internal/resources/DocumentLibrary/2014-2018%20State%20Strategic%20Plan%20for%20Information%20Resources%20Management.pdf

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State Strategic Plan - Background

• There are several current practices in the Texas

Government that support best practices and sound

data management:

• Agencies are required to develop controls to ensure

confidentiality, integrity and availability of data

• Agencies implement internal data governance structures to

guide agency-wide policies

• The Texas Legislature requires agencies to develop a standard

format for data sets for public accessibility, as well as to develop

a Records Management Program

Source : http://publishingext.dir.texas.gov/portal/internal/resources/DocumentLibrary/2014-2018%20State%20Strategic%20Plan%20for%20Information%20Resources%20Management.pdf

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Planning for Data Management

• Key Areas Addressed by ER/Studio

• Eliminate data silos

• Reduce costs through data reuse & standardization

• Protect confidential info

• Decrease likelihood of security incidents due to improper data

classification

• Ensure compliance with data record management policy

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Eliminate Data Silos

• Why is this important?

• Increase intra-agency cooperation & trust

• Improves transparency, data quality and accountability,

allows data to be shared

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Data Reuse and Standardization

• Why is this important?

• Reduces costs and time by not having to start from

scratch

• Standardization helps ensure compliance and avoid

fines

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Protect Confidential Info/Reduce Risk of

Improper Data Classification

• Why is this important?

• Ensures regulatory compliance and reduces risks of fines

• Safeguards against security incidents

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Record Management Compliance

• Why is this important?

• Ensures regulatory compliance

• Ease of data request management

• Promotes data stewardship in complex environments

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Enterprise Planning and Collaboration

• Key Areas Addressed by ER/Studio

• Reviewing and aligning IT governance across all organizations

• Using project management to facilitate cross-division

collaboration

• Aligning objectives and outcomes with strategic goals

• Implementing online collaboration tools

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Enterprise Planning and Collaboration

• Why is this important?

• Working together allows the state to better manage

expenditures and operate more effectively

• Collaboration affects the degree to which the state maximizes

return on IT investments ($$$!!)

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How does ER/Studio Help?

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Planning for Data Management

• Key Areas Addressed by ER/Studio

• Eliminate data silos

• Reduce costs through data reuse & standardization

• Protect confidential info

• Decrease likelihood of security incidents due to improper data

classification

• Ensure compliance with data record management policy

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ER/Studio Enterprise Team Edition

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Eliminate Data Silos

• How does ER/Studio help?

– Inventory existing databases to determine: 1. What common data exists between silos

2. What data should be shared across the organization

– Connect users w/ subject matter experts (SMEs)

– Team Server collaboration

EMBARCADERO TECHNOLOGIES

Complex Data Environments

Evolution:

• 38 years of construction

• 147 builders

• No Blueprints

• No Planning

Result:

• 7 stories

• 65 doors to blank walls

• 13 staircases abandoned

• 24 skylights in floors

• 160 rooms, 950 doors

• 47 fireplaces, 17 chimneys

• Miles of hallways

• Secret passages in walls

• 10,000 window panes (all bathrooms are fitted with windows)

Ad-hoc architecture and lack of strategy

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EMBARCADERO TECHNOLOGIES

Complex Data Landscape

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• Comprised of:

– Proliferation of disparate systems

– Mismatched departmental solutions

– Many database platforms

– Big Data platforms

– ERP, SaaS

– Obsolete legacy systems

• Compounded by:

– Poor decommissioning strategy

– Point-to-point interfaces

– Data warehouse, data marts, ETL …

EMBARCADERO TECHNOLOGIES

Eliminate Data Silos:Inventory existing databases

• What type of data do you posses and where can it be found.

• Map your data landscape using data models as the foundation.

– Each model represents a different database system

– Link like data elements together for traceability

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EMBARCADERO TECHNOLOGIES

Eliminate Data Silos: Inventory existing databases

• Reverse Engineer & MetaWizard

– The ability to create a data model by connecting to an existing data store

• Native connector

– Relational

– Big data

• ODBC

• Can also be SQL script rather than direct connection

• Other models and metadata repositories

– Vital to map & analyze complex data landscapes

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EMBARCADERO TECHNOLOGIES

Eliminate Data Silos:Inventory existing databases

• Native Big Data Support

– MongoDB• Diagramming

• Reverse & Forward Engineering (JSON, BSON)

• MongoDB certification for 2.x and 3.0

– Hadoop Hive• Forward & Reverse Engineer DDL

• Certified for Hortonworks Data Platform (HDP) 2.1

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EMBARCADERO TECHNOLOGIES

Eliminate Data Silos:Inventory existing data types

• What about ERP & SaaS?

– Difficult to comprehend • Cryptic table and column names

• Internal data dictionaries

• Thousands of tables

• Often don’t implement referential integrity in the database

– Safyr – Technology Partnership

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EMBARCADERO TECHNOLOGIES

Eliminate Data Silos:Connect with SMEs

• Collaborate with SMEs using ER/Studio Team Server

– Break down barriers of SME silos • Organizations suffer from SME silos as well as data silos

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Data Reuse and Standardization

• How does ER/Studio help?

– Define, apply, and enforce naming standards across database systems

– Eliminate data redundancies and errors with data domains

– Document databases with the entire organization in mind

– Create a catalog of existing databases that can be easily accessed and reused

• Team Server exposes the catalog and makes it easily searchable

• Users may make comments and start discussions

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Data Reuse and Standardization: Define/apply/enforce naming standards

• Typical use case– Logical -> physical

• Entity name -> table name

• Attribute name -> column name

• Landscape Mapping– Physical -> logical

– Table name -> entity name

– Column Name -> attribute name

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Data Reuse and Standardization: Eliminate data redundancies and errors

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Data Reuse and Standardization: Document databases with the entire organization in mind

• Data that is not understood will not be reused

• Consider the different user types that may need to

leverage this documentation.

• Create various layers of abstraction

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Data Reuse and Standardization: Create an easy-to-access catalogue of databases

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Protect Confidential Info/Reduce Risk of

Improper Data Classification

• How does ER/Studio help?

– Document sensitive data for regulatory compliance• PII, highly confidential, security impact, etc.

– Increase awareness of sensitive data by using ER/Studio

Team Server alerts

– Ensure sensitive data is available only to privileged users

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Protect confidential information:Document sensitive data

• Include security tags along side of tables and columns

so auditors and other users know where this data lies

and how to use it.

Privacy Level Security tag

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Protect confidential information:Increase awareness of sensitive data

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Record Management Compliance

• How does ER/Studio help?

– Use of data domains to ensure that data is being properly stored

– Classify data so that it can be properly managed

• Master, reference, transactional, etc.

– Include data lineage in your landscape map for data traceability

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Record Management Compliance: Properly classify data

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Record Management Compliance: Include data lineage in your landscape map

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Enterprise Planning and Collaboration

• How does ER/Studio help?

• Using data modeling to define data standards within and across

agencies = promotion of higher data quality

• Naming standards, domain standards, data classifications, etc.

• Team Server – “business-driven data architecture” = uniting

business and IT

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ER/Studio Team Server Overview

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What is ER/Studio Team Server?

Team Server is a web environment that delivers a new class of capabilities extending the reach of enterprise data across departments and throughout the organization.

Simple, secure unlimited access is now available to:

• Provide a “self-service” view and navigation of the technical structure in enterprise data.

• Enable cross-departmental collaboration and full traceability of all changes and discussions.

• Manage a single source of business definitions in enterprise glossaries.

• Integrate key business terms and definitions with technical content for greater comprehension.

ER/STUDIO TEAM SERVER PROMOTES BUSINESS DRIVEN ARCHITETURE

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Life Without Team Server

• Issues connecting teams and departments with data content:

– Discussions around data management

• Written / Printed Documents

• Loose notes

• Whiteboard sessions

• Email

– Content flow and Storage

• Overwhelming options for storage and sharing of critical documentation

– Enterprise Content Management Platform (SharePoint)

– Spreadsheet Workbooks

– Local Files

– Network Files

– Public Information…

– “Silo” effect resulting in a poor understanding of the data landscape

• Tribal-knowledge

• Redundant work

• Lost Time

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Before Team Server

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After Team Server

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Environment Overview

Tap into the ability to collaborate, define relationships, and

track changes around business terms, technical structure,

and deployment information.

– Business Glossaries and Terms• Custom fields and content

• Insightful business perspective related to technical content

– Technical Structure • Simple way to search and view technical metadata and structure.

– Deployment Information • Store all data sources and show relationships to model diagrams.

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Business Definitions

Quickly find relevant information based

on business meaning

» Leverage business glossaries and terms with:

– Custom fields and content Definition

Department

Abbreviation

Data Steward…

» Create insightful business perspective related to technical content

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Structural Metadata & Security Compliance

Improve productivity and accuracy in

data analytics, application, BI and ETL development

» Technical Structure

– Simple way to search and view

technical metadata and structure. Column name

Data type

Business rule

Data model name…

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Deployment Metadata & Syndication for All

Navigate straight to the source of information assets.

Provide relevant metadata inline with workflows.

» Deployment Information

– Store all data sources and show relationships to model diagrams. Data Source Name

Application Name

Data Source Type

Data Source Server Name

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Collaboration for Better Data and Metadata

Communication between team members in departments ranging from data modelers, developers, analysts, and business stakeholders is critical for creating and maintaining a strong data management system.

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Integrate Terms & Policies with External Applications

Deploy business definitions to external URL’s and REST API functional applications.

Stay compliant with sensitive data

alerts while using other Embarcadero

products. Team Server

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Centralized Business & Technical Reporting

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Q&A

EMBARCADERO TECHNOLOGIES

Thank you!

• Learn more about the ER/Studio product family: http://www.embarcadero.com/data-modeling

• Trial Downloads: http://www.embarcadero.com/downloads

• To arrange a demo, please contact Embarcadero Sales: sales@embarcadero.com, (888) 233-2224

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