RequirementsExpertsTraining and Services for Project Success

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DataGovernancePMIClearLake/GalvestonChapter

Lou Wheatcraftlouw@reqexperts.com

www.reqexperts.com/blog

Copyright ReqExperts.com

RequirementsExpertsTraining and Services for Project Success

LouWheatcraft

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• Senior instructor/consultant for Requirements Experts (RE)

• Has taught over 180 requirement seminars over the last 17 years.

• 22 years in the US Air Force

• Heavy involvement in space systems (DoD launch vehicles and spacecraft, NASA Space Shuttle, International Space Station)

• Worked in the Astronaut Office at Johnson Space Center for 6 years. �

• Lou works with both government and industry clients.

• Co-chair of the INCOSE Requirements Working Group for the last 17 years.

• Member of PMI, the Software Engineering Institute (SEI), the World Futures Society, and the National Honor Society of Pi Alpha Alpha.

• Has a BS degree in Electrical Engineering, MA degree in Computer Information Systems, MS degree in Environmental Management, and has completed the course work for an MS degree in Studies of the Future

• Is the primary contributor to RE’s blog on requirements best practices. The blog can be assessed at: http://www.reqexperts.com/blog .

Introduction

• Today,dataandinformationwithintheenterpriseandprojectsaredevelopedandstoredelectronically

• Theenterpriseandprojectisdependentonthisdataandinformation

• Feworganizationshavedocumenteddatagovernanceandinformationmanagementpoliciesdefinedanddocumented

• Becauseofthis,theproject’sdataandinformationisatrisk,puttingtheenterpriseandprojectsatrisk.

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Contents

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– Thispresentationwill• Introducetheconceptsofdatagovernance,information

management,andtheirrelationshiptoIT.• Outlinestepstheenterpriseandprojectsneedtotaketobe

successfulintoday’selectronicage.

Theseareprobablynewconceptsfewprojectmanagershavethoughtabout- letaloneaddressedintheirorganization- yetareessentialconceptsforprojectmanagementtounderstandtobesuccessful.

Data,Information,Knowledge,Wisdom

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DataDataData

Information

Knowledge

In discussing “data”, it is important to understand the relationship between data, information, knowledge, and wisdom. (Bellinger 2004-2),• Data: individual facts/bits/datum without context, by

themselves they have little value• Information: data with context allowing us to

expand on the data and gain information, insight, and knowledge

• Knowledge: aggregation of information, helps apply the information allowing us to define context, patterns, correlations, causations, inform standards, etc.

• Wisdom: knowledge plus experience

PMBOK– KnowledgeBase

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PMBOK– ProjectData&Information

WhatisDataGovernance?

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Data Governance (DG) is the formulation of policy to optimize, secure, manage, and leverage data

and information as an enterprise asset.

DG includes vision, principles, processes, and requirements to oversee and control the

management of data and information and the use of data and data-related resources and

information within the enterprise.

ThefollowingDGbasicprinciplesneedtobeestablishedattheenterpriseleveltoguideallenterpriseactivities:ª Dataandinformationareassets– Dataandinformationareassetsthathavevaluetothe

enterpriseandmustbemanagedaccordingly.Dataandinformationarethelife-bloodoftheenterprise.

ª Dataandinformationmustbeabletobetrusted– Tobetrustedthedataandinformationmustbecorrect,consistent,ofhighquality,andmanaged.

ª Dataandinformationmustbesecure– Dataandinformationmustbeprotectedfromunauthorizeduseanddisclosure.

ª Dataandinformationriskmustbemitigated– Thereisriskassociatedwithdataandinformationwhichmustberecognizedandmitigated.Thisriskalsocanrepresentaliabilityifdataandinformationiscompromisedormisused.

ª Dataandinformationmustbeaccessibleandshareable– Usersmusthaveaccesstothedataandinformationnecessarytoperformtheirduties;therefore,dataandinformationmustbesharableacrosstheenterprisefunctionsandorganizationsthathaveaneedforthedataandinformation.

ª Dataandinformationhaveanownerandsteward– Eachdataelementandinformationhasadataowneraccountableforpropermanagement,access,andusageofthedataandinformationandastewardaccountablefordataandinformationquality.

ª ACommonVocabulary(ontologyandschema)mustbedefined - Alldataandinformationmustbeclearlydefinedconsistentlythroughouttheenterprisewiththedefinitionsunderstandableandavailabletoallstakeholders.

DataGovernancePrinciples

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ª DGfortheenterpriseisestablishedandcontrolledatthebusinessmanagementlevel

ª TheDGprocessesandrequirements:– Ensurethatdataandinformationismanagedinalignmentwiththebasic

principlesandneedsoftheenterprise;– Managedataandinformationwithinthelargestrelevantcontextofthe

enterprisestrategy,goals,andobjectives;– Definethedataandinformationtobegovernedandpoliciesfor:security,

access,sharing,quality,andbackup/archivalstorage,andretention;– Ensurecompliancewithregulations,standards,policies,andrequirements

thatgovernaccess,privacy,quality,andsecurityofthedataandinformation;– Supportandenableknowledgebaseddecisions,analysis,andanalytics;– Ensuredataandinformationusageachievesmaximumvaluetothe

enterpriseanditscustomerswhilemanagingthecostandqualityofinformationhandling;

– Enforcetheconsistent,integrated ,anddisciplineduseofdataandinformationwithintheenterpriseandpartners.

DataGovernance

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OrganizationalLayers

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NeedsView RequirementsView

ConceptofOperations(ConOps)

SystemRequirementsSystem

SystemElement

BusinessOperations

BusinessManagement

Enterprise

BusinessNeeds

BusinessRequirements

BusinessorMissionAnalysisProcess

StakeholderNeedsAndRequirementsDefinitionProcess

SystemRequirements

Process

EnterpriseStrategies

Analysis

Analysis

StakeholderRequirements

StakeholderNeeds

BusinessRequirementSpecification

(BRS)

PreliminaryLife-cycleConcepts:Operations(OpsCon),Acquisition,Deployment,Support,Retirement

Analysis

SystemNeeds

Analysis

SystemElementNeeds

SystemElementRequirements

SystemElementLife-cycleConcepts:OpsCon,Acquisition,Deployment,Support,Retirement

SystemLife-cycleConcepts:OpsCon,Acquisition,Deployment,Support,Retirement

Life-cycleConcepts:OpsCon,Acquisition,Deployment,Support,Retirement

ArchitectureDefinitionProcess

StakeholderRequirementSpecification

(StRS)

SystemRequirementSpecification

(SyRS)

SystemElement

RequirementSpecifications

SystemRequirements

Process

ArchitectureDefinitionProcess

Successstartsatthetop

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ª Attheenterpriselevel,strategiesaredefinedthatwillguideitsfuture.Leadershipcommunicatestheirvisionandintentionsregardingtheoperationoftheorganization—intermsofexistingsystems,processes,andsystemstobedeveloped– includingprinciplesofdatagovernance.

ª Atthebusinessmanagementleveltheconcepts,needs,resultingrequirementsaredocumentedthatwillresultinaninfrastructurethatenablestheenterprisetoimplementdatagovernanceprinciples.– Thisincludesdefiningdatagovernanceandinformationmanagementpolicies,

plans,requirementsanddevelopingtheinformationtechnology(IT)architecturerequirementstailoredtotheneedsoftheprojects,productlines,andcultureoftheenterprise.Includedatthislevelconfigurationmanagement(CM)policyisdefined.

ª Atthebusinessoperationslevelwheretheprojectsoperate,theinfrastructureisputinplacetoallowprojectstodevelopandmanagesystemsperthedatagovernanceanddataandinformationplansdefinedatthebusinessmanagementlevel.– Thisinvolvesdefininganorganizationstandardontology,operatingprocedures,

workinstructions,processes,etc.;acquiringtheITinfrastructure,definingamasterschemafortheprojectdatabasesandfilemanagementsystems.

PMBOK- OrganizationalGovernance

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Cross-OrganizationalCooperation

DataGovernance

DataManagement

InformationTechnology

Datasets/Information

Assets

Definestherules

Adheres totherules

Adheres totherules

Supplies theinfrastructure

accessible,secure,compliant, searchable,sharable,highestquality,backedup,andarchived

Definesneeds

BusinessManagement

BusinessOperations

• DG requires cross-organizational cooperation to deliver timely, trustworthy data and information for better decisions and knowledge

• DG is achieved through a partnership between the Business Management and Business Operations

Example:BuildingaHouse

ª Buildingcodesandarchitecturedesignbestpractices

ª Thearchitectworkswithhomeownertocomeupwithadesignthatwillmeettheowner’sneedsandexpectationswhilebeingcompliancewiththegovernance

– Suppliesspaceforrequiredfunctions:foodprep,foodconsumption,hygiene,sleep,entertainment/recreation,etc.

– Suppliesservices:power,plumbing,safety,security,internet,etc.ª Thebuilderimplementsthearchitecturedesignwhileworkingwith

theownersandbeingincompliancewiththegovernance

ª Thehomeownersconductoperationswithinthesuppliedarchitecture,i.e.,(liveinthehouse).

– Neitherthearchitectnorbuilderareresponsibleforthedailyoperationsofthehomeownerandtheirfamily.

– Thehomeownerisaccountableforallactivitiestheirfamilyconductsinthehome.

– Buildermaintainsthehome

Information Technology

Governance

Data Management(Distributed across

operations and projects)

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Cross-OrganizationalCooperation

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• Data Governance defines the rules “what”. • Data Management (DM) and Information Technology (IT)

adhere to the rules “how”. • Data Management defines the needs and requirements for

the information technology infrastructure. • Information Technology supplies and maintains that

infrastructure per those requirements.

The projects are responsible for the management of their data and information!!

ª ITisresponsiblefortheITinfrastructureneededinsupportofbusinessmanagementleveldatagovernanceandprojectmanagementneedsandrequirements

ª TheITorganizationexistsatthebusinessoperationslevel.ª TheroleofITisto:

– Develop,establish,andmanageenterprisedataarchitectureandplatformsinalignmentwithdatagovernanceanddatamanagementpolicies,principles,processes,andrequirementsdefinedatthebusinessmanagementlevel.

– Supply,maintain,andprovidesupportforhardwareandsoftware(ProjectManagementandSystemsEngineeringtoolsets)neededtomeettheneedsoftheorganizationalelementdatamanagementactivities.

– Designandimplementdataaccess,security,search,sharing,quality,backup,andarchivalstoragecontrolservicesinalignmentwithenterprisedatagovernanceandmanagementandneedsoftheindividualorganizationalelements(operationsandprojects). 17

InformationTechnology

ª DMmanagesthedataandinformationassetswithinanenterpriseandorganizationelements.– DMoccursatthebusinessoperationslevelbythebusinessunitsand

programs/projectswithinthebusinessunits.– DMaddressesthe“how”toimplementdatagovernanceanddataand

informationmanagementrequirementsdefinedatthebusinessmanagementlevel.

ª Therearemultiplelevelsofdatamanagement:– BusinessManagement:defines,controls,monitorsimplementation,and

ensurescompliancewithenterprisedatagovernancepolicies,requirements,andprocessesandprovidesthedirection,philosophy,andmindsetrequiredtomanageenterprisedataassets.

– OrganizationalElements:develop,implement,andmanagedataandinformationmanagementplansthatimplemententerprisedatagovernancerequirementsandprocesses.

• Theorganizationalelementsareresponsiblefortheday-to-day“activities”thatmustbeperformedtoachievethemanagementofdataandinformationassetswithintheirorganizationalelement.

DataManagement

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ProjectManagementPlan(PMP)

ª ThePMP– Establishesthedirectionandinfrastructurenecessarytoenablethemonitoring

andcontroloftheprojectactivities– Identifiesthe

• detailsoftheworktobeaccomplished• setofpersonnel,skills,resources,equipment,andfacilities• scheduleandbudgetforresourcesfromwithinandoutsidetheorganizationneededtosuccessfullycompletetheproject

• workproductsthatwillbegeneratedandmanaged• keymeasuresthatwillbeusedtomanagetheproject• dataandinformationneeds• toolstobeusedtogenerateandmaintaintheworkproductsandunderlyingdataandinformation

• ITinfrastructure• projectontology 19

PMBOK– Monitor&Control

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PMBOK- InformationManagement

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InformationManagementPlan(IMP)

ª TheIMP:– providesthebasisforthemanagementofandaccesstoprojectdataand

informationthroughouttheproject– addressesthefunctionsassociatedwithprojectdataandinformation

management– identifiestheproject-relevantdataandinformationtobecollected,retained,

secured,anddisseminated– ensurestheproject’sdataandinformationisproperlystored,maintained,

secured,andaccessibletothosewhoneedit,therebyestablishing/maintainingintegrityofrelevantsystemlifecycleworkproductsandunderlyingdataandinformation

ThepreparationoftheprojectIMPatthebeginningoftheprojectisessentialtoprojectsuccess.

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TheIMPneedsto:

ª Establishthescopeofprojectdataandinformationthatistobemaintained,accessprivileges,andsharingcriteria;

ª Identifytheresourcesandpersonnelskillsrequiredspecifictoinformationmanagement

ª Definetheinformationmanagementtaskstobeperformedª Definetherights,obligations,andcommitmentsofpartiesforgeneration,

management,andaccesstoprojectdataandinformationª Identifydataandinformationmanagementtoolsandprocesses,aswellas

methodologies,standards,andproceduresthatwillbeusedª Defineamasterschemafortheintegrateddatasetanddatabasesthatwillbeused

tostorethedataassociatedwiththevariousworkproductsandunderlyingdata– Theschemaincludesformatsandmediaforcapture,retention,transmission,

sharing,analysis,andretrievalofdataandinformation17

TheIMPneedsto:

ª Identifyvalidsourcesofdataandinformationanddesignatingauthorities(owners)andresponsibilitiesregardingtheorigination,generation,capture,archival,sharing,anddisposalofinformationinaccordancewiththeenterpriserecordsandconfigurationmanagementprocessesandgoverningstandardsandrequirements

ª Identifythestandardsbywhichthedataandinformationwillbecreated,managed,andstored.– Thesestandardsenabletheintegrationandsharingofthedataand

informationcontainedintheintegrateddataset.

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IntegratedDataastheFoundationofProjectManagement

IntegratedDataset

Simulations Models

Guides

RqmtsReportsDesigns

Standards

Policies

Procedures

Plans

InformationManagement

DBAdministration

Drawings&Diagrams

ConfigurationControlData

Governance

DevelopedbyINCOSERWGatIW2017

OtherLife-cycleworkproducts

Models

Data Rqmts

Desig

ns

Drawings&Diagrams

PeopleProcesses

external

Plans

BudgetsSchedules

Measures

ClosingThoughts

ª Foraprojecttobesuccessful,thefollowingactionsmustbecompleted– Theseniormanagementhasagreedtodatagovernanceprinciples,andthereisan

enterpriselevel“champion”.– Datagovernanceandinformationmanagementpolicieshavebeendefined.– Thedataandinformationneedsoftheprojecthasbeendefinedandagreedto.– AnITinfrastructurehasbeenputintoplacethatmeetstheneedsoftheproject.– Atoolsetconsistentwiththedataandinformationneedsoftheprojecthavebeen

procuredandlicensesputinplace.– Theprojecthasadefinedontologyandmasterschemafortheproject’sintegrated

dataset.– Plans,processes,procedures,andworkinstructionshavebeendefinedbythe

program/project(plansinclude:ProjectManagementPlan(PMP),InformationManagementPlan(IMP)),etc.

– Projectteammembersaretrainedindatagovernanceandmanagementtools,definedschema,plans,processes,procedures,andworkinstructions.

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ClosingThoughts

Effectivedataandinformationmanagementisessentialtosuccessfullymanagingaproject,enablingtheprojects

tocreateandmanagethedataandinformationthatisthefoundationofall

theproject’sactivities.

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Sources

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