From MIKE2.0 Methodology
| Overall Content Model
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| Where Activities Reside
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| Content Model Relationship
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Activity: Data Standards
Objective
Data Standards provide an objective set of structures that are used to ensure consistency of data element usage throughout the enterprise. The key to data standards is that they encompass the enterprise. They provide guidelines for all the important entities that the organisation needs to effectively run the business. Data standards should provide examples that illustrate good and bad usage. The examples assist users in knowing whether or not they have complied with the standards.
A review and appeal process is established that encourages improvement. Data standards should be defined in a metadata repository and make available to information users.
Major Deliverables
Data standards can be classified as follows:
Tasks
Define Data Specification Standards
Objective:
Data Specification Standards govern the definition of data. Data specification standards are used to ensure that data definition is consistent and of high quality. High-quality data specification standards encompass the enterprise use of data, are managed and enforced by data stewards, and provide clarity such that compliance can be assessed.
Data Specification Standards include:
- Common naming conventions
- Common use of data types
- Common formats for text fields
- Data presentation standards
- Use of common Domains
- Use of Class Words
Input:
Output:
Define Data Modelling Standards
Objective:
Data Modelling Standards provide a set of guidelines that should be followed for modelling data in operational or information systems. Standards are defined that relate to:
- Logical Modeling techniques related to:
- Entities definitions
- Use of Sub-types and Super-types
- Attributes definitions
- Relationship and cardinaility
- Use of Keys
- Handling specific types of data issues, such as:
- Time Variance
- Auditing
- Volatility
- DBMS-specific definitions
These standards act as input to the modelling process of going through Conceptual, Logical, Physical Design and Implementation.
Input:
Output:
Define Data Capture Standards
Objective:
Data Capture Standards govern the acquisition and update of data by operational staff. Data collection standards are used to ensure that data is accurately captured, that all important data is captured, that data is entered into the right system, and that existing data is maintained for accuracy. High quality data capture standards encompass the enterprise use of data, consider all roles involved in data capture, are managed and enforced by business stewards, and are inclusive of both initial data capture and ongoing data relevance.
Input:
Output:
Data Capture Standards include:
- Scope of KDEs
- Verification/validation standards
- Update Standards
Define Data Security Standards
Objective:
Data Security Standards should be established to provide protection against unauthorized access and usage. These typically include:
- Confidential data is kept secure, both at rest and in motion
- Systems are secured, at both a physical and software level
- RDBMS Controls are in place that restrict data access
- Standards exist for system access to data
- Limited control at the OS level
- Controlled development and test environments by access control
- Access to production systems is limited and traceable
Although each component model in the architecture will have a responsibility in terms of security, an overall set of standards and a complementary architecture should govern data security.
Input:
Output:
Define Data Reporting Standards
Objective:
Data Reporting Standards are the baseline standards for end-user data in the reporting environment. The scope of report specifications should include two important components: first the common enterprise reporting definitions, and second the accessibility and appropriateness of report metadata.
Common enterprise reporting definitions define the dimensional units that are used to report values. Examples of common reporting definitions include the definition of a sales region, profit center, banker portfolio, and how these definitions relate to each other. Report metadata should be available to the report audience at the time of reading and contain appropriate detail for the report audience.
Input:
Output: Data Reporting Standards include:
- Common reporting dimensions
- Accessibility
- Timeliness
Define Information Receipt Standards
Objective:
Information Receipt Standards govern the bringing in of information from outside sources into the organization. The scope of these standards is similar to Information Delivery Standards in that here is centralized knowledge of what information is brought in, when it is received, by whom and for what purpose. Some of the same tools used for Information Delivery can also be used for Information Receipt such as web portals and EDI.
Any area of an organization can receive information from outside sources. Controls should be in place to assure that the person or system that brings in the outside information has the authority to do so. For outside databases, a certification process should be in place to validate the information source before it is brought into the organization. Each time the information is loaded, it should be screened for viruses and contaminants. Once the information is loaded, it becomes part of the organizations information assets.
Examples of outside information includes databases that support data cleansing tools for customer or vendor address validation and SIC code databases to assist in building customer hierarchies and a single view of a customer. Outside transactional data sources include when customers place orders using EDI or an order portal. These tools should be vetted and tested to insure quality information coming into the organization.
Input:
Output:
Define Information Delivery Standards
Objective:
Information Delivery Standards govern the sharing of corporate information through all information delivery mechanisms. It requires that there is centralized knowledge of what information is produced, when it is produced, by whom and for what purpose. Significant focus should be given to setting standards for all information that leaves the organization. Of special importance is financial information because of changes in U.S. regulations related to the Sarbanes-Oxley Act of 2002. The Act requires internal controls for assuring the accuracy of financial reports and disclosures. The Act has also been interpreted as applying to internal financial reporting as well as externally reported financal statements.
Information delivery is a broad term that encompasses virtually all areas of an organization. In many cases different information delivery standards can be set for internal vs. external information sharing or by delivery mechanism or by the content of the information. Information delivery mechanisms include reporting tools, shared information through Service Oriented Architecture (SOA), web portals (see web content standards), vendor or customer interaction through EDI or other data exchange tools, government reporting, regulatory compliance as well as press releases.
Information delivery standards work closely with reporting standards managed by the Business Intelligence organization. Information delivery standards also need to incorporate data security standards to ensure that data is only delivered to those who have authority to view it. For example, customers who log into a customer service portal are only allowed to see their account information after validation by appropriate security measures.
Input:
Output:
Define Web Content Standards
Objective:
Web Content Standards are put in place to insure accurate and appropriate information is contained in all corporate websites and web pages. Standards should apply to both intranet and internet web sites and portals. The web is an important tool for global communication, but without clear standards information can be presented incorrectly.
In today’s business environment, the internet is one of the main sources of interaction between companies and their customers or their suppliers. With this in mind, web content should enhance and support corporate branding. The look and feel of web pages reflects on the organization and a pleasant user experience will result in customer good will. Consistently accurate information along with easy navigation and perhaps the ability to personalize the experience will enhance the organization’s image.
Behind the scenes, version control should be a part of web content standardization. Organizations need to determine policies for web page approval, archiving, retention and purging. These policies are similar to the email, data and document retention policies of most organizations. Another important component of web content standards is content tagging and taxonomy. These features allow users to search your website as well as allow external search engines such as Google or Yahoo to find your sites.
Input:
Output: Web Content Standards include:
- Web Page Templates
- Web Publication Work Flow and Procedures
- Web Page Version Control Policies and Procedures
- Web Content Tagging and Taxonomy Policies
Define Documentation Standards
Objective:
Documentation Standards are set for the creation and maintenance of corporate information. Standards can be set up enterprise wide or within a function or department. The scope of documentation standardization should include three important components: first, document creation, processes and templates, and second, document naming conventions and third, document folder structures. All of these components are designed to enable people to find high quality information quickly.
The enterprise should define documentation standards based on their specific requirements and corporate culture. There is a danger that an enterprise can create documentation standards that are overly complex and burdensome. So, it is important to be flexible and take an incremental approach.
Once documentation standards are implemented, processes should be put in place to set up security groups by functional area where some users have access to maintain and modify documentation and other groups can only view the documentation. Successful documentation standards aslo encourages employees to keep good records through incentives such as line items in employee goals and reviews.
Input:
- Existing Documentation Standards and Policies
- Department documentation requirements
Output: Documentation Standards include:
- Documentation Templates
- Document Naming Conventions
- Shared Drive Configuration and Folder Structures
- Security Groups
Core Supporting Assets
Yellow Flags
- Major inconsistency or lack of agreement around standards
- Historical resistance to following established data standards
Key Resource Requirements
Potential Changes to this Activity
This activity should be extended to cover the terminology related names in an unstructured model as well.
Define Content Modelling Standards
Content Modelling standards cover the approach to be followed for modelling unstructured content.
Define Search Standard Specifications
Search Standards could provide guidelines for how users would search. This would be kept very simple - users already know how to search and don't want to go through an instructional process on soemthing they feel should be easy.
Define Data Security Standards
In terms of Data Security, it may be better to expand this definition to more generally cover Data Protection and thereby covering how data will be stored online and offline as well as kept secure from an access perspective.
