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Overall Usage Guide

Purpose of Data Group Master File:

While in a typical system landscape of an organization, there is documentation of individual data entities at a system level (for example data Model documentation for ERP system) available. Most of this documentation is of IT interest (though the logical data model should be owned and specified by the business). As you set of data quality frame-work, one needs to identify the business owners and business custodians of data-groups. This is from the DQ practice principle that business needs to own the data.

Data Group Master File is used to identify the ‘Business’ data-groups, which need to be managed as a logical group. These data groups will be typically having a single Data Custodian and Business Owner. Most of the Data Quality Gaps are assigned at a data-group level, so that one is able to have a more holistic view on the impact of data quality gaps. For example, if my customer-city is not correct, I will assign this gap to the customer data-group, instead of just to the customer-location data entity.

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Help Guide:

BACK-GROUND AND PURPOSE

• Back-Ground: State the back-ground on what has led to the creation of this document For example:
  • Lack of Data Governance, where there is a singular ownership for a given data-group. For example, we are looking for a single business owner being responsible for customer master data.
  • As we become customer-centric company, we realized that we need to have a standard and consistent ways in which we manage our customer information.

etc...

• Purpose and Objective: For example:
  • To establish a comprehensive reference for data-groups.
  • To help identify the standardization gaps in the existing state of data.
  • To help identify the actions and specifications to fix the data quality issues.

NOTE- This master is not for enforcing any universal standards for the data-group. The universal standards will be applicable for data-entities and data elements (please refer Data Management Standards). T

• Document Description: This document is not for defining universal standards for a data-group. The purpose here is to define, what a data-group is, what all data entities, tables it includes, and who is the custodian, business owner and IT owner for the same.

You will have one page dedicated for each data-group. The details is in the business language. This document has a huge business relevance, as it is the starting point for enforcing the business ownership for the data and its quality.

• When and how to Use: State the events and triggers, when this document will be used. For example-
  • Investigating of Production issues.
  • Designing ETL for Data Warehouse.
  • Driving Data Integration initiatives.
  • Doing Data Quality Assurance Assessment in an initiative.
  • Doing Data Quality Assurance Assessment of the current state.

For each of the above event, one will need to state on how to use this document. For example-

• Investigating the production issue- If you have a problem with certain set of data, you can check on who is the business owner, what has been the issues with this data-group.
• Designing ETL for data warehouse- Typically dimensional modeling happens around a data-group and not a for a data entity within a data-group. For example- you will have a data-mart on Customer Analysis and not on customer-location analysis. Data-Group Master is a great source to start your dimensional modeling.
• Change Management Process for Data-Group Master: Data-Group master is a central reference document, and its changes need to be closely monitored. This section will define the change management process. The change management process will be similar to what you do for maintaining central reference documents like product master, company policies etc...

DATA-GROUP

One page (or more) will be dedicated for each data-group. Each page for a given Data-Group will have

• Data Group Code
• Data Group Name
• Data Group Description

This will provide the description of the Data-Group in terms of the business entity which it contains (like customer, invoice, shipment, inventory...)

• Data Group Entities: This will provide the list of entities, which are included in the data-group. For example, you can have the following entities for customer data-group:
  • Customer Master
  • Customer Location
  • Customer Category
  • Customer Risk Entity
• Data Group Sources: This gives the actual navigation on where all the data is lying related to this data group. It will include:
  • The systems carrying the data
  • The tables within the systems
  • The Enterprise Reports carrying the data
  • The filled up data entry forms, carrying the data.
  • The achieved files carrying the data.
• Universal Standards are defined?: This provides an input if the universal standards related to the domain, data-model and business rules are defined related to entities and data-elements with in this group.

NOTE- As mentioned before, you really cannot have the data management standards for the Data-group. A Data-group is more of a business-level logical grouping of various data elements and data entities, and it can vary from business to business. If the universal standards are defined, one can list the reference to Data Management Standards.

• Business Owner: This provides the business owner who will be responsible for the health of the data and to provide the resources needed for the same.

• Business Data Custodian: This role is essentially responsible for house-keeping of the data.  He is the final signatory for the access to this data-group and also provides the sign-off in case any change, archiving, conversion or purging of data is done.

• Business Data Steward: This will carry the name of the data steward who is responsible for the data management for this data-group. The Data Steward will be responsible to the business owner for that data-group.

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example of creating Data Group#1

• Data Group Code: RETCUST01
• Data Group Name: Retail Customer
• Data Group Description: The Retail Customer, data-group includes the customer master data for all retail product               customers. This includes active as well as inactive customers. This Data-Group contains does not include the leads-data for the potential customer. The Customer-Data group will be considered as a customer, once the customer has done an activity which has recorded him in our business systems. One such examples is a customer, who’s bank-account opening application is entered in the system, even if the bank-account is yet not opened. This Data-group only includes customers for our retail products. This Data-group does not include institutional customers.

• Data Group Entities and Attributes: These are the broad entities, which are included in the Data-Group
  • Customer Name, addresses and contact details.
  • Customer Professional Profile
  • Customer Demographic profile
  • Customer purchase behavior profile.
• Data Group Sources and volumes:
  • Customer_master_table in Seibel (3+million and growing at the rate of 200000 a month)
  • Customer_Profile table in Seibel (1+million and growing at the rate of 50000 a month)
  • Customer_Address table in Seibel (3+million and growing at the rate of 200000 a month)
  • Customer_Details_table in account capture system (1+ million and growing at the rate of 10000 a month)
  • Customer_archive folder in Archives (3 million records)
  • Customer_master in order fulfillment system ((3+million and growing at the rate of 200000 a month)
• Universal Standards are defined?: universal standards for customer_code, customer age, customer demographic profile class, customer professional             profile class have been defined in the data management standards for data entities.

• Business Owner: Head of Sales- Mr. John Andrews

• Business Data Custodian: Head of sales quality- Mr. Navin Seth

• Business Data Steward: Head of sales quality- Mr. Navin Seth

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example of Creating Data Group#2

• Data Group Code: RETINVOICE
• Data Group Name: Retail Invoice Data-Group
• Data Group Description: Retail invoice data-group includes the all the data related to invoices raised to the retail customers. This includes all invoices raised at the retails sales outlets. This is transactional data-group. The invoice data is crucial for us as wrong billing, will create a financial impact and exposure to the organization.
• Data Group Entities and Attributes: These are the broad entities, which are included in the Data-Group-
  • Tax rate table
  • Shipping rates
  • Product Price Master
  • Billing location master
  • Discount rate table..
• Data Group Sources and volumes
  • Tax rate table in Order fulfillment system
  • Shipping rates table in order fulfillment system
  • Product Price table in the product configuration system and order fulfillment system
  • Billing location master in the order fulfillment system
  • Discount rate table in the order fulfillment system
• Universal Standards are defined?: None. These rate tables are expected to be closely management, and there is expected to be only one location for these rates. However, there are multiple quotation systems used by business units, which also may have these tables.

• Business Owner: Head of Order Fulfillment- Mr. Richard Holland

• Business Data Custodian: Head of Billing and Invoice management- Ms. Angelica Murphy

• Business Data Steward: Head of Operations Quality- Mr. John Mason