Data Governance Best Practice

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1 Data Governance Best Practice Business Connexion Michelle Grimley Senior Manager EIM +27 (0) Inri Möller Master Data Manager +27 (0) We accept the submission conditions as outlined

2 Contents Introduction The Challenge Goals and Objectives Roadmap Business Impact and benefits Scope Program Evolution Scale of Solution Lessons Learnt Innovative Solutions & Problem Solving Organisation Details

3 Introduction

4 The Challenge No single version of the truth Inefficient business processes Duplicate master data and effort required to align across the many systems Inefficient administrative communication Costly supply chain delays Long lead times Intricate IT landscape High cost for IT maintenance and support Complexity of interfaces between the BCX Enterprise systems, requiring translations tables and manual intervention Intricate spreadsheets to migrate and upload data

5 Goals and Objectives To establish, design and implement a Master Data Governance Framework The effective functioning of a sustainable Master Data Governance structure Gather Business requirements through Information sessions Complete and document Master Data processes for key Master Data Objects identified Complete Master Data Standardisation for the key Master Data Objects identified RFI/RFP for Master Data Management tool (MDM tool) Implement MDM tool Continuous Master Data Quality Management with MDM tool Complete Meta Data (rules and definitions) for the key Master Data Objects identified on MDM tool

6 Roadmap Identify Master Data as an issue Implement Master Data Governance forums. Initiate MDM discussion and collaboration sessions. Establish a clear Roadmap. Identify Data Stewards in Business. Define and streamline processes. Map attributes and establish standards for fields and input. Enhance your way of work. Initiate data clean up in collaboration with dedicated Business involvement. Continuous Change Management to obtain buy in. Roll out Enterprise Information Management

7 Business Impact & Benefits Reduction of overall data maintenance costs Acceleration of business processes (execution and support) Ensures information consistency and accuracy based on rules and structures One standard set of rules applied (Standardization) Quicker alignment to changing business climates Data Ownership is highlighted Organization matured from unstructured, to semi- or highly structured processes Enhanced knowledge and skill sharing Strengthened Relationships through forced networking

8 Business Impact & Benefits Tangible Results 343 data stewards across the organization 4 established data councils: - Data Governance Council - Data Stewardship Council - Data Architecture Council - Document & Content Governance Council Records Cleaned- Customers Materials Vendors SharePoint sites marked for deletion: 237 Automated BI Reports created, reducing Excel reports: 7

9 Business Impact & Benefits Even Wider Document & Content Management Buy-in from Business to adapt to electronic document saving Proper planning for migration from file servers to SharePoint Activation of archiving, retention, alignment to best practice and automated workflows Successful records management Business Intelligence Reporting Buy-in and participation from all parties (Business, Developers, and Reporting team) Rationalization of Management Information reports Standardization across Business Units User acceptance testing and training

10 Scope Implementation of Master Data Governance Committees Master Data & Data Quality Management ICT Steering Committee and Combined Assurance Committee Master Data Management on Master Data Objects Phase 1: Org Manager, Customer, Material (products, materials and consumables) Phase 2: Suppliers and Vendors, Employees and Other SAP Master Data Objects Implementation of a MDM tool Data Quality Management on Master Data Objects Rules for measuring quality on Master Data Objects Meta Data Management Rules and definitions on Master Data Objects

11 Program Evolution WAS Master Data Governance Establish Committees Identify and Implement Stewardship Master Data Team to enforce participation Implement Master Data Management Tool Implement SharePoint 2010 Excel driven reports NOW Enterprise Information Management Functioning Committees Stewards materialise from Business Business includes EIM Team Implemented Tool as a driver for business processes Enterprise Document & Content Management and Intranet Move towards automated and mobility reports *Program Evolution has been measured over approximately 18 months

12 Program Evolution continued Before- Focus was from Master Data

13 Program Evolution continued Now- Focus from Enterprise Information Management

14 Scale of Solution There are approximately users accessing master data, systems and information services. We have an International footprint in 8 countries, of which Mozambique, Nigeria and Kenya are currently using our services. Our EIM team consists of 10 core members and 4 main streams as follows: Senior Manager EIM (*Data Architecture) Manager Master Data Management and Data Quality Manager BI Reporting and Data Governance Manager Document & Content Management 5 Resources at Central point are fully Cross- Functional Customer Stewards Vendor Stewards Materials and Services Stewards SharePoint advisor

15 Scale of Solution Our conceptual data model comprises 8 domains with 46 sub areas of focus. To mention a few statistics within our model: Customer base = Systems & Applications = 146 Materials = Vendors = Site collections = 111 Blogs = 36 Finance BI reports = 58

16 Lessons Learnt Ensure Senior Management buy in, with constant communication to all stakeholders Ensure alignment between Strategy, Business Process, MDM and EIM Design Send communication through all possible channels and mediums to ensure that everyone affected are included. Ensure record backup and retrieval plans are in place when migrating data and archiving Regularly review policies, standards, guides and processes for improvement Don t underestimate the value of change management Enterprise Information Management uniquely provides services to both Business and IT it is not mutual exclusive to only 1 of these.

17 Innovative Solutions and problem solving Communicate, communicate, communicate Podcast Yammer EIM Newsletter Celebrate each step Data Stewards Day Award Best Steward Add scoring to employee measurements / Key Performance Indicators

18 Organisation Details Business Connexion South Africa

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