What is Data Management Stake holding and Responsibility Matrix?

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The Data Management Stake holding and Responsibility Matrix can be you SINGLE-WINDOW reference point on all the moving parts to manage your data management domain. This Work-tool, enables the following:

• Assigning key Data Management Related Jobs
• Listing of Data Groups, the roles managing the data-group and its cross-stake holding with functions, systems, processes and other data-groups
• Listing of IT Systems, the roles managing the systems and its cross-stake holding with functions, other systems, processes and data-groups
• Listing of Processes, the roles managing the processes and its cross-stake holding with systems, other processes and data-groups

In other words, this can be your single tracking and mapping sheet for all roles, systems, data-groups and process in the enterprise. This work-tool is part of overall data management group, which helps to support many data management domains including data quality, master data management, meta-data management.

What it is not?

This work-tool is like a balance sheet (provides the status at a point of time) and not a profit and loss-account (provides the activity across a period). It does not provide data management related linkages to an ongoing initiative. It provides the current state of linkage across all entities linked to data management. For example it will share the Customer Data-Group is linked to sales management system, core ERP system and Customer Service System. However, we will not be tracking on what is happening to this data-group in an ongoing customer process re-engineering initiative. For this, you need to refer to Data Management Entity change tracking template.

Who uses it?

This document is ideally owned by the Data Steward, or any other role having the responsibility of Data Management for the organization. As this document is not linked to any specific initiative, it is maintained on the ongoing basis.

When is it used?

Whenever any change or addition happens in any system, process or a Data-Group, this matrix is updated. The version tracking is done and the changes are approved. The change management processes should enable this work-tool to be updated as and when any such change happens.

As you make any change to a data-group or a system or a process, one can refer to this matrix, to understand who all are linked to the change which you are making. This helps to have a better scope and specifications to the planned change, and also to involve the right stakeholders. For example, if you plan to change your Bank Account opening process by changing an application form, which also includes a change in the data which you want to capture. This will have a strong linkage with

• The customer data group,
• System storing the customer master
• System using the customer master data
• Data Warehouse Dimensional modeling etc...

Help Guide- Data Group Stake holding and Responsibility Work-Sheet

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OVERVIEW

• Data-Group (DG): A data-group is the logically grouped data, which is typically used or stored together. Some examples of the Data-Groups are Customer Data, Invoice Data, General Ledger data...
• Data Sub-Group (DSG): This is an optional column, in case you have such scenario. Sometimes a data-group has to be segregated due to functional or location perspective. For example, within customer, you may have a sub-data group for Shipping customers and Air-Cargo customers. This kind of situation happens generally when you have different and non-overlapping customer groups, processes and systems managing these Sub Data-Groups
• Data Group Code: This is the unique code assigned to the Data-Group or Sub-Data Group
• Brief Description: A high level description of the Data-Group and/or sub Data-Group. All the description should be more in the business language. It should also highlight on what this data group does not contain. For example, for customer data-group, you may specify that it does not contain the data on potential customer (Sales Leads Data).

OWNERSHIP

• Data Group Business Owner: Each Data-group has to have a business ownership. This is important, as the business owner is finally responsible for the health and quality of that data-group. Business Owner is assisted by Data-Steward and Data custodian. Business owner is responsible for any business, process and IT decisions related to the data-group. For example, the business owner of invoice data-group will be responsible for making any decisions related to Invoice data, and will be coordinating with the all the other stakeholders for that data-group.
• Data Group IT Owner: The IT owner is responsible to deliver the IT responsibilities related to the data-group.

SPONSORSHIP

Business Sponsor: The sponsor is the executive role to provide direction and funds for managing the data-group

CUSTODIAN AND STEWARDSHIP

• Data Custodian: Data-Custodian is like the vault keeper of the data group. He in a way owns the custody of customer data. He drives the security and access matrix for the data-group and also ensured the data is available online and in archives.
• Data-Steward: Data Steward is responsible for the overall health and robustness of the data-group.

FUNCTIONAL STAKE-HOLDING

• Function: This is the list of the functions which are linked to this data-group. These include the functions which generate or/and use the data.
• Contact Person: The name of the contact person, who should be representing the stakeholders.
• Stake holding Comments: This provides the details on how the function is linked to the Data-Group.

SYSTEM STAKE-HOLDING

• System: The list of systems, which are either changing or using the data-group.
• Contact Person: The name of the contact person, who should be representing the stakeholders.
• Stake holding Comments: This provides details on how the systems are linked to this data-group. This includes if system is:

• Storing the data
• Changing or updating the data
• Only reading the data
• Volume of data

PROCESS STAKE-HOLDING

• Process: This is the list of processes which are changing or using this data-group
• Contact Person: The name of the contact person, who should be representing the stakeholders.
• Stake holding Comments: This provides the details on how the processes are linked to the data-group in terms of-

• The Process is using the data
• The process is changing the data

DATA-GROUP STAKE-HOLDING

• Data-Group: This is the list of data-groups, which are linked to this data-group. Essentially, if you have a common field or referential linkage across the data-group, they must be interlinked. This is useful information as it also helps in designing your dimensional models. If the data groups are not interlinked, you simply cannot have them within the same cube.
• Contact Person: The name of the contact person, who should be representing the stakeholders.
• Stake holding Comments: One needs to provide details on the

Help Guide- System Stake holding and Responsibility Work-Sheet

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OVERVIEW

• IT System: A System is the logically grouped data, which is typically used or stored together. Some examples of the Systems are Customer Data, Invoice Data, General Ledger data...
• Sub-System: This is an optional column, in case you have such scenario. A system has sub-systems, which are distinct system modules. For example, you can have sales compensation module in the sales channel management system.
• System Code: This is the unique code assigned to the Data-Group or Sub-Data Group
• Brief Description: A high level description of the system and/or sub-system. All the description should be more in the business language.

OWNERSHIP

• System Business Owner: This is the typical business owner role for an IT system. This role is responsible for fulfilling the business part of the responsibilities.
• System IT Owner: The IT owner is responsible to deliver the IT responsibilities related to the system.

SPONSORSHIP

• Business Sponsor: The sponsor is the executive role to provide direction and funds for managing the system

FUNCTIONAL STAKE-HOLDING

• Function: This is the list of the functions which are linked to this system.
• Contact Person: The name of the contact person, who should be representing the stakeholders.
• Stake holding Comments: This provides the details on how the function is linked to the system.

SYSTEM STAKE-HOLDING

• System: The list of systems, which are either changing or using the data-group.
• Contact Person: The name of the contact person, who should be representing the stakeholders.
• Stake holding Comments: This provides details on how the systems are linked to these systems in terms of online or offline interfaces.

PROCESS STAKE-HOLDING

• Process: This is the list of processes which are linked to this system
• Contact Person: The name of the contact person, who should be representing the stakeholders.
• Stake holding Comments: This provides the details on how the processes are linked to this system.

DATA-GROUP STAKE-HOLDING

Data-Group: This is the list of data-groups, which are linked to this system. Essentially, a system may be storing, changing or/and just referring the data.

Help Guide- Process Stake holding and Responsibility

This will be similar to the systems stake holding and responsibility sheet.

Tips for Use

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TIP- Following can be good starting sources to give you a jump-start on filling this template. The sources are:

• Systems inventory maintained by IT.
• Data Model Documentation.
• Data Flow Diagram documentation.
• Business Process Documentation.

We assume here that you do not have an enterprise metadata repository, as it can also be a great source.

TIP- Most of the time, the number of business owners and IT owners are limited. In a medium sized organization, one may have maximum 15-20 business owners and data custodians, for all possible data groups. If you have too many business owners, this can be an opportunity to do some consolidation.

TIP- To begin with, you may like to start with the systems, which are owned by IT. There can be some systems, which are not owned by IT, but are funded and owned by business.

TIP- Any change can invite dozens of stakeholders. As one uses this work-tool, and identifies the stake holding, one need to check on which stakeholders are for sign-off, which are for consideration and which are for information only. You can also define on the kind of intensity you need to involve the stakeholders. As a rule, you should not have more than 5-6 stakeholders. If the number is more than that, it means the ownership is over-distributed and perhaps fractured as well.