Organize to improve Data Quality

Data Quality?

© 2012 GS1

To fully exploit and utilize the data available, a strategic approach to data governance at the enterprise level is required.

Organize to Improve Data Quality Governance

Data Governance

The formal designation of People, across lines of business, function, and location, to enable an organization to leverage data as an enterprise asset 2

Finance

Marketing

Operations

Manufacturing

Distribution

Retail

Corporate

Regional

Local

© 2012 GS13

Organize to Improve Data QualityObjectives

• Build an enterprise DQ organization that supports the DQ strategy & processes

• Create a culture of information excellence and an information management organization structured to yield results

• Establish clearly defined structures, roles and responsibilities for all position levels

• Establish clear information ownership and accountabilities to support business objectives

• Establish DQ decision-making guidelines and protocols • Identify and ensure engagement of key stakeholders in DQ decision-

making process • Enable people with the right skills to build and manage new information

systems• Reinforce the concept of collaborative DQ decision & resolution into the

new culture – DQ is everyone’s responsibility

© 2012 GS1

Organize to Improve Data QualityDQF DQMS Capability Matrix

Organisational Capabilities

Policies & Standards Business Process System Capabilities

Plan

Executive sponsorship - Mission & vision; Accountable leadership; Staff roles & skill sets; Data owners & stakeholders; Data governance office.

Mission & vision; Goals & objectives; Guiding principles; Success measures; Action plans; Policy & standards management

Initial data entry & setup; Ongoing data maintenance; Processes involved in the information's life-cycle

Unified data repository; Design & architecture; Workflow, user interface; Data validations; Security, access controls; Revision/change history; External publication; Internal publication

Document

Governance organisational structure; Roles & responsibilities; Personal objectives; Reporting alignment

Mission, goals, principles and success measures; Governance model, decision process; Data definitions & standards; Security & use policy; Audit procedures; Documentation standards; Risk Management; Customer feedback policy

Operating procedures; Process flow diagrams; Job aids, work instructions; Performance metrics

System requirements; Operating procedures; Performance metrics

ExecuteEducation & awareness; Internal communication; Training

Education & awareness; Documentation management; Policies & standards management; Data issue management Training; Customer feedback resolution

Education & awareness; Performance management; Process issue management; Change management

*See note on section 2.4.3

MonitorOrganisational capability review; Review of personal objectives

Policy & standards review

Workflow controls; System validations; Performance reporting on service levels; Performance reporting on data quality; External & internal feedback; Process compliance audits; Product measurements; Review & reporting audit results; Monitor impact of erroneous data

Performance reporting on service levels

© 2012 GS15

Organize to Improve Data QualityPlan – Key Elements

• Organization Model• Who is accountable and responsible for defining, managing, and

enforcing DQ at an enterprise level. – Enterprise Structure– Roles & Responsibilities– RACI

• multi-level, cross-functional, support to ensure enterprise alignment.

• Operational Model• Integrates DQ activities across business and technology

processes • Provides an enterprise forum to ensure end-to-end impact

assessment of all information management efforts

© 2012 GS16

Organize to Improve Data QualityDocument – Roles & Responsibilities (Mfg)

• Executive Sponsors• Joint Business & IT (C-level)• Vision & Final Authority

• Enterprise Steering Board• Information Owners• Strategy Management & Enterprise Alignment

• DQ Review Committee• Domain Leads• Decision making – Functional group remediation

• Functional Groups• Information Stewards• Execution & compliance monitoring, responsible for data integrity and quality

• Operations • Business & IT users, SMEs• Issue identification

© 2012 GS17

Organize to Improve Data QualityDocument – Roles & Responsibilities (Mfg)

• Executive Sponsors• Determine Strategy for DQ • Provide guidance for developing Enterprise KPIs for DQ • Approve Data Quality Policy Changes • Provide Enterprise Support • Foster a culture that values information as an enterprise asset • Final word on escalated DQ issues (output) • Allocates funding for Data Quality initiatives • Champions Data Quality to enterprise

• Information Owner• Accountable for the management and control of their owned information assets • Define owned information assets and their components (Standards)• Implement information policy in defined functional area • Approve security access for owned information assets. • Specify information control protection requirements • Authorize information access by role: assigns data entry, capture & maintenance • Actively participate on & provide contribution to the Enterprise Steering Board• Identify and report information governance issues on DQ issues log

© 2012 GS18

Organize to Improve Data QualityDocument – RACI Example

Role Description

Data

Standards

DQ Policies

DQ Pro

cesses

DQ Org

Structur

e

DQ Technol

ogy Management

Executive Sponsors Ultimate authority over the data quality program, final word on escalated DQ issues.

C C C C I

Executive Steering Board Review DQ Change requests and arbitrate information issues that span responsibilities of multiple information owners and functional groups

C C C C C

Information Owner Accountable for the management and control of their owned information assets

A I I I C

Data Quality Administrator Manages enterprise-wide data quality program C A A A A

DQ Analyst Facilitates the implementation of data quality program

I R R R R

DQ Review Committee Review DQ change requests and arbitrate data quality issues that span responsibilities of multiple business information stewards or domains.

C C C C C

DQ Domain Lead Monitor information policy, processes, metrics and standards compliance in defined domain (product, vendor, customer)

C C C C C

Information Steward Responsible for the integrity and quality of functional information assets. Executes data quality policy in defined functional area (Fin, Mkt, Log)

R I I I I

Information Users/SMEs Consumers of the information and identifiers of DQ issues

C I I I I I

R Responsible for performing the task

A Accountable has ultimate ownership and is accountable for making the business decision or delegating specific tasks to other teams

C Consulted for inputs and feedback; however, agreement or action on input is not required

I Informed of the final result, task completion, and/or deliverable distribution

© 2012 GS19

© 2012 GS110

Organize to Improve Data QualityExecute – Key Elements

• Education & Awareness• Conduct education programmes to ensure people understand

the concept and principals of data quality, and its impact on the organization and its clients.

• Internal Communication• Enterprise communication demonstrating how DQ initiatives

support the organisation’s objectives, mission and vision

• Training• Provide the necessary technical training to the personnel

involved so they can perform their functions as described in the documented roles and responsibilities.

© 2012 GS111

Organize to Improve Data QualityMonitor – Key Elements

• Capability Review• Periodic review of the governance structure, process flow, roles

and responsibilities and ongoing training programmes to evaluate relevance and effectiveness and to identify opportunities for improvement.

• Personal Objectives• Monitor the skills and talents required for managing data quality• Compare performance and competencies of personnel to the

documented target descriptions and goals• Re-calibrate actions or update goals.