Metadata Use Cases
You Can Use
For
DAMA Chicago
Bob Dein
Metadata Solutions Architect
Allen Systems Group
bob.dein@asg.com
August 15, 2012
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
About ASG Software Solutions
• Founded in 1986 by Arthur L. Allen,
President & CEO
• 1,300 employees in over 80 offices
worldwide
• More than 3,400 customers worldwide
• $400 million in revenue annually
• Solutions to meet metadata,
infrastructure/ops management and
cloud challenges
• Expertise in implementing metadata and
data governance solutions
• 85% of Fortune 500 companies
rely on ASG products
www.asg.com
www.asg.com
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2011 Allen Allen
Systems
Group, Inc.
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Systems
Group,
Inc.
Top Rochade Customers
Banking
Insurance
Financial
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Copyright®2012 Allen Systems Group, Inc.
Top Rochade Customers (cont.)
Auctions
Pharmaceutical
Oil and Gasoline
Retail
Health Care
Market Research
Hotels
Professional
Services
Software
Telecommunications
Airlines
Market Research
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Top Rochade Customers (Government)
Defense Finance and Accounting
Service (DFAS)
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Copyright®2012 Allen Systems Group, Inc.
Data Governance and Information Management Challenges
Problems Governing & Managing Data
• Lack of standards– no global codes,
definitions or data format exists
• Application specific definitions – term
definitions differ across divisions and LOB
• No single source of truth – unless vetted
its not trusted.
• No ownership / governance for the
?
problem – system and process “workarounds” are created.
• Difficult to find and understand data
reliance on key knowledge workers.
• Root Cause Analysis-data quality issues
are time consuming to understand and
verify.
Cost of Misunderstanding
• Expensive missteps - Action is taken only to find out later that information
was wrong or incomplete
• Higher costs – unclear change impact
and creation of redundant processes
and information
• Slow response – lack of information
clarity slows decision process and
agility for mergers and regulatory
initiatives (HIPAA, Sarbanes Oxley,
Basel II)
• Productivity loss – those who don’t
understand data burden the few that
do
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Copyright®2012 Allen Systems Group, Inc.
Solving the Problem of Information
Metadata is
the
Makes information usable:
DNA
of information
technology
•
Supports consistent use of terminology
•
Describes how information can be used, combined, and shared
Optimizes value of existing IT investment:
•
Enables broad re-use of information
•
Establishes knowledge base of information and assets
Protects corporate reputation:
Who?
What?
How?
When?
Where?
Why?
•
Prevents inappropriate exposure and use of information
•
Provides “evidence” for governance and compliance purposes
Minimizes cost of information usage:
•
Reduces need for users to question information
•
Minimizes time spent reconciling “inconsistent” information
•
Reduces storage costs due to creation and maintenance of redundant data
and complexity
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Copyright®2012 Allen Systems Group, Inc.
DMBOK Metadata Management Framework
Data Quality
Management
Meta Data
Management
Document
&
Content
Management
Data
Architecture
Management
Data
Governance
Data
Warehousing
&
Business
Intelligence
Management
Data
Development
Database
Operations
Management
Data
Security
Management
Reference
&
Master Data
Management
© DAMA International 2010
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
DMBOK Metadata Management 101
Definition: Planning, implementation, and control activities to enable easy access to high quality,
Goals:
integrated meta-data.
1. Provide organizational understanding of terms, and usage
2. Integrate meta-data from diverse source
3. Provide easy, integrated access to meta-data
4. Ensure meta-data quality and security
Inputs:
• Meta-data Requirements
• Meta-data Issues
• Data Architecture
• Business Meta-data
• Technical Meta-data
• Process Meta-data
• Operational Meta-data
• Data Stewardship Metadata
Suppliers:
• Data Stewards
• Data Architects
• Data Modelers
• Database
Administrators
• Other Data
Professionals
• Data Brokers
• Government and
Industry Regulators
Activities:
1. Understand Meta-data Requirements (P)
2. Define the Meta-data Architecture (P)
3. Develop and Maintain Meta-data Standards (P)
4. Implement a Managed Meta-data Environment (D)
5. Create and Maintain Meta-data (O)
6. Integrate Meta-data (C)
7. Manage Meta-data Repositories (C)
8. Distribute and Deliver Meta-data (C)
9. Query, Report, and Analyze Meta-data (O)
Participants:
• Meta-data Specialist
• Data Integration Architects
• Data Stewards
• Data Architects and
Modelers
• Database Administrators
• Other DM Professionals
• Other IT Professionals
• DM Executive
• Business Users
© DAMA International 2010
Primary Deliverables:
• Meta-data Repositories
• Quality Meta-data
• Meta-data Models and Architecture
• Meta-data Management Operational
Analysis
• Meta-data Analysis
• Data Lineage
• Change Impact Analysis
• Meta-data Control Procedures
Tools:
Consumers:
• Meta-data Repositories
• Data Stewards
• Data Modeling Tools
• Data Professionals
• Database Management Systems • Other IT Professionals
• Data Integration Tools
• Knowledge Workers
• Business Intelligence Tools
• Managers and
• System Management Tools
Executives
• Object Modeling Tools
• Customers and
• Process Modeling Tools
Collaborators
• Report Generating Tools
• Business Users
• Data Quality Tools
• Data Development and Administration Tools
• Reference and Master Data Management Tools
Metrics:
• Meta Data Quality
• Master Data Service Data
Compliance
• Meta-data Repository Contribution
• Meta-data Documentation Quality
• Steward Representation/Coverage
• Meta-data Usage/Reference
• Meta-data Management Maturity
• Meta-data Repository Availability
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Copyright®2012 Allen Systems Group, Inc.
10 Reasons Why Metadata Solutions Fall Short
1.
Lack of Commitment – “Tell me again why we need this?..”
2.
Poorly Defined Scope – “Rome wasn’t built in a day..”
3.
Poorly Defined Requirements – “What does it do for me?..”
4.
Poor Communication – “meta what?..”
5.
Reorgs & Personnel Changes - “It’s who, not what you know..”
6.
Lack of Business Relevance – “It’s like Google right?..”
7.
Lack of IT Relevance – “Our new ETL tool does that..”
8.
DIY Mentality – “Don’t buy one, I can build that..”
9.
High Level of Complexity – “I don’t get it..”
10. Poor User Experience – “Where’s the app?..”
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Copyright®2012 Allen Systems Group, Inc.
How Use Cases Can Make a Difference
1.
Lack of Commitment – “Now that’s a compelling business case..”
2.
Poorly Defined Scope – “That’s all it needs to do for now..”
3.
Poorly Defined Requirements – “That’s what it needs to do for us..”
4.
Poor Communication – “A picture is worth a thousand words..”
5.
Reorganization & Personnel Changes – “Great story, now I get it!..”
6.
Lack of Business Relevance – “I’ll use this every day!..”
7.
Lack of IT Relevance – “This will make us better, faster, cheaper..”
8.
DIY Mentality – “OK, maybe we shouldn’t build that..”
9.
High Level of Complexity – “Now I get it..”
10. Poor User Experience – “That was easy..”
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Use Cases 101
Use Case - defines a goal-oriented set of interactions between external actors
and the system under consideration (e.g. DMBOK Goals & Activities).
• initiated by a user with a particular goal in mind
• describes the sequence of interactions between actors and the system
• captures who (actor) does what (interaction) with the system, for what purpose (goal)
System – a mechanism that an actor interacts with in order to achieve a goal
(e.g. DMBOK Tools)
Actor - party outside the system that interacts with the system (e.g. DMBOK
Suppliers, Participants and Consumers)
Input/Output – description/illustration of what actors contribute/receive from
the system (e.g. DMBOK Inputs & Deliverables)
Scenario - an instance of a use case representing a single path through the use
case. Use Cases usually have many scenarios.
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Copyright®2012 Allen Systems Group, Inc.
Example Metadata Use Case: Reporting/Analytics
Scenario
An authorized business user accesses the Business Metadata Repository. The system validates the user credentials and provides
access. Business user searches the Repository for particular business terms or keywords. In addition simple and effective reporting
and analytical tools are also available. The results of the search or a requested report should be displayed with an option to print or to
export to a recognized output format (e.g. CSV).
Use Case: Reporting/Analytics
INPUT
ACTOR
Authorized user submits a
search to the Business
Metadata Repository
Login screen
SYSTEM
Validates search parameters,
conducts the search and
displays results
Sample data
The following table suggests a possible data
that can be used as part of this Use Case:
1
OUTPUT
Search results
Authorized user submits a
request for report to the
Business Metadata
Repository
OUTPUT
Requested report
Validates report parameters
and generates the report
#
1
Data element
Search
keyword
Value
“Revenue”
2
Report
parameters
3
Export
parameters
All business terms
within a category,
e.g. Finance
Management
CSV file
Comments
The system should display
all business terms that
contain the requested
keyword
The system should display
all business terms with the
requested category in a list
format
The system should
generates a CSV file that
contains the contents of
the report
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Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case Contexts
Corporate
Finance
Sales
Line of
Business Mgr
Conceptual /
Logical
Physical /
Deployed
Business
Revenue
IT Dept
App Dev
Business
Analyst
DBA
Note: Automated discovery, relationship
mapping, and lineage of the physical context.
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Copyright®2012 Allen Systems Group, Inc.
Business Metadata Context
Contextual
Domain(s)/Group(s)
Corporate
Definition /
Description /
Value Domain
Compliance
Standards /
Measures
Line of
Business Mgr
Conceptual /
Logical
Physical /
Deployed
Finance
Sales
Business
Models
Revenue
IT Dept
App Dev
Business
Analyst
DBA
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Technical Metadata Context
Contextual
Domain(s)/Group(s)
Corporate
Definition /
Description /
Value Domain
Compliance
Standards /
Measures
Line of
Business Mgr
Conceptual /
Logical
Physical /
Deployed
Finance
Sales
Business
Models
Revenue
IT Dept
Report
Process
(Appl / ETL / etc)
Database /
Table / View /
Column
App Dev
Business
Analyst
DBA
Note: Automated discovery, relationship
mapping, and lineage of the physical context.
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Full Contextual Representation = Governance
Definition /
Description /
Value Domain
Compliance
Standards /
Measures
Line of
Business Mgr
Conceptual /
Logical
Physical /
Deployed
Finance
Contextual
Domain(s)/Group(s)
Corporate
Sales
Business
Models
Revenue
IT Dept
Report
Process
(Appl / ETL / etc)
Database /
Table / View /
Column
App Dev
DBA
Business
Analyst
Note: Automated discovery, relationship
mapping, and lineage of the physical context.
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Desktop Metadata Accessibility
Scenario
An authorized user highlights some text (a single word or a combination of words) while on a Windows desktop or in any of the
applications (e.g. Microsoft Word, PowerPoint, browser, etc.) and uses a combination of function keys to retrieve and view the
Business Term definition from the Business Metadata Repository. The Business Term definition is displayed in a pop-up window (as
in IBM’s BG Anywhere).
Use Case: Desktop Accessibility
INPUT
ACTOR
Authorized business user
highlights text and presses
combination of function keys
Highlighted text and
combination of keys
SYSTEM
Validates user and retrieves
Business Term definition
Sample data
1
OUTPUT
Business Term definition is
displayed in a pop-up
window
The following table suggests a possible data
that can be used as part of this Use Case:
#
1
Data element
Business Term
name
2
Business Term
definition
Value
Highlighted
word on a
desktop, e.g.
“Revenue”
Business
Term
definition,
name and
short
description
Comments
Additional attributes may be
retrieved from a pop-up window
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Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Desktop Metadata Accessibility
Corporate
Finance
Sales
Line of
Business Mgr
App Dev
Business
Analyst
Custom
App
DBA
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Desktop Metadata Accessibility
Highlight the business term
“Revenue”
Corporate
Finance
Sales
Line of
Business Mgr
App Dev
Business
Analyst
Custom
App
DBA
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Desktop Metadata Accessibility
Pop-up Glossary Terms With
Name Containing “Revenue”
Corporate
Finance
Sales
Line of
Business Mgr
App Dev
Business
Analyst
Custom
App
DBA
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
All Information Available Via Intuitive Search
Get quick
definitions
and related
business
concepts…
…drill down for
availability of
detailed
context, metrics, and
implementations
…link directly to the
metaGlossary
For full details
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Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Governance Workflow
Scenario
An authorized user (in a role of Author), say Data Steward, enters a Business Term in the Business Metadata Repository. The system validates Author’s identity
and saves the Business Term definition in “CREATED” status. Author submits the new Business Term definition for approval. The status is changed from
“CREATED” to “SUBMITTED.” A notification of the new submitted term is sent to all users granted the Approver role. An approver receives a notification vie
email, enters Business Metadata Repository and reviews and approves the new Business Term. The system creates a production version of the term with
status “APPROVED”. Other users of the Business Metadata Repository can view only those Business Terms that have “APPROVED” status.
Use Case: Workflow Support
INPUT
ACTOR
Business term
definition
1
Authorized business user
(Author) creates Business
Term in Repository
2
Author submits new
Business Term for approval
3
Notification message to
Approvers
4
Approver enters Repository
and approves new
BusinessTerm
5
Authorized users can view
new Business Term
SYSTEM
Validates and saves new
working version of Business
Term definition with CREATED
status
System updates status of
working version of term to
SUBMITTED
Sample data
System creates production
version of term and sets status
to APPROVED
The following table suggests a possible data that can be used as
part of this Use Case:
#
1
2
Data element
Business Term
definition
Business Term
status
Value
Attributes of Business
Term
CREATED
SUBMITTED 
APPROVED
Comments
See Use Case steps for status changes
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Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Governance Workflow
Dir of
Acctg /
Compliance
VP of
Finance
Financial
Controller
IT
Architect
Quality
Mgr
Governance
Mgr
Membership
Business
Analyst
IT
Architect
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Governance Workflow
Dir of
Acctg /
Compliance
VP of
Finance
Financial
Controller
IT
Architect
Quality
Mgr
Governance
Mgr
Membership
Business
Analyst
IT
Architect
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Governance Workflow
Financial
Controller
IT
Architect
Quality
Mgr
Governance
Mgr
Membership
Business
Analyst
IT
Architect
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Governance Workflow
Dir of
Acctg /
Compliance
VP of
Finance
Financial
Controller
IT
Architect
Quality
Mgr
Governance
Mgr
Membership
Business
Analyst
IT
Architect
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Business/Technical
Metadata Integration
Scenario
Business and technical metadata resides in the Business Metadata Repository. An authorized user (in a role of Author), say Data Architect, edits a Business
Term in the Business Metadata Repository and links it to a technical metadata object (e.g. Table or Column). The system creates a working version of the
Business Term change with “MODIFIED” status. Author submits the Business Term alignment change for approval. The status is changed from “MODIFIED” to
“SUBMITTED.” A notification of the submitted term change is sent to all users granted the Approver role. An approver receives a notification vie email, enters
Business Metadata Repository and reviews and approves the Business Term alignment change. The system creates a production version of the term with
status “APPROVED”. Other users of the Business Metadata Repository can view only those Business Terms that have “APPROVED” status.
Use Case: Business/Technical Metadata Integration
INPUT
ACTOR
Business term
definition
1
Authorized business user
(Author) looks up and links a
Business Term to a
Technical Metadata Object
stored in the Metadata
Repository
2
Author submits change to
Business Term for approval
3
Notification message to
Approvers
4
Approver enters Repository
and approves Business Term
change
5
Authorized users can view
Business Term lineage
change
SYSTEM
Validates and saves new
working version of Business
Term definition with MODIFIED
status
Sample data
The following table suggests a possible data that can
be used as part of this Use Case:
System updates status of
working version of term to
SUBMITTED
System updates production
version of term and sets status
to APPROVED
#
1
Data element
Business Term definition
2
Technical Metadata
definitions
3
Business Term Status
Value
Business Term attributes, such as
Name, Short Description, Long
Description, etc.
Technical metadata elements, such as
entities, attributes, tables, columns,
records, fields, etc.
MODIFIED SUBMITTED 
APPROVED
Comments
See Use Case
steps for status
changes
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Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Business/Technical
Metadata Integration
Dir of
Acctg /
Compliance
VP of
Finance
Financial
Controller
IT
Architect
Quality
Mgr
Governance
Mgr
Membership
Ext Docs,
URLs, etc.
Business
Analyst
Models
Applications
DW
BI Reports
Databases
ETL
Metadata Repository
IT
Architect
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Business/Technical
Metadata Integration
Dir of
Acctg /
Compliance
VP of
Finance
Financial
Controller
IT
Architect
Quality
Mgr
Governance
Mgr
Membership
Ext Docs,
URLs, etc.
Business
Analyst
Models
Applications
DW
BI Reports
Databases
ETL
Metadata Repository
IT
Architect
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Business/Technical
Metadata Integration
Dir of
Acctg /
Compliance
VP of
Finance
Financial
Controller
IT
Architect
Quality
Mgr
Governance
Mgr
Membership
Ext Docs,
URLs, etc.
Business
Analyst
Models
Applications
DW
BI Reports
Databases
ETL
Metadata Repository
IT
Architect
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Business/Technical
Metadata Integration
Dir of
Acctg /
Compliance
VP of
Finance
Financial
Controller
IT
Architect
Quality
Mgr
Governance
Mgr
Membership
Ext Docs,
URLs, etc.
Business
Analyst
Models
Applications
DW
BI Reports
Databases
ETL
Metadata Repository
IT
Architect
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Business/Technical
Metadata Integration
Global Business Definition
Valid Values
Code DESC
3
Haz of Lead Coverage: exp only
7
Lead Law/Lead Liability
9
Cover for Haz, Full Policy Limits
Physical Deployment: the where and how is it used in our IT Systems
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Copyright®2012 Allen Systems Group, Inc.
Metadata Use Case: Integration With Technical Metadata
Business Term
definitions, stewards
and where this
certified term is used
in the IT environment
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Copyright®2012 Allen Systems Group, Inc.
Conclusions
Good Use Cases are Crucial to Metadata Projects:
• Pre-Requisite for trial and evaluation of metadata solutions
• An efficient means of capturing functional metadata requirements
(Requirements & Relevance)
• Promotes user involvement (Commitment)
• User and goal oriented (Commitment & Relevance)
• Specifies all the different ways to use the metadata solution (Scope)
• Written in an easy-to-understand structured narrative (Simplicity &
Communication)
• Help close the gap between functional requirements and testing
(Quality)
• Represent the solution benefits supporting a metadata business case
(Commitment, Communication & Relevance)
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Copyright®2012 Allen Systems Group, Inc.
Use Case
Demonstration
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Copyright®2012 Allen Systems Group, Inc.
Documentation
Client Success Cases +
Examples
www.asg.com
Copyright®2012 Allen Systems Group, Inc.
Why ASG ?
25+ Years of Data
Management experience
Recognized leader in the
management of
metadata for data,
process, and technology
The Data Warehousing Institute’s Best
Practice Award in the category of
“Data Governance”
Hundreds of the world’s
largest organizations
trust ASG for solutions to
help manage their data
www.asg.com
Copyright®2012 Allen Systems Group, Inc.