Data Asset Control: Processes, Status Accounting, and Validation

1. 201 Module 5 • Data Asset Control • Learning Objectives: • Understand The Processes Used To Control Data • Understand The Application Of Status Accounting Related To The • Change Control Process • Understand Way Validation Is An Important Aspect Of Change • Control • Learning Outcomes: • Be Able To Decide What Work Products Come Under DM Control • Be Able To Apply The Basic Tenets Of The Three Levels Of Change • Control

2. Data Asset ControlIntroduction • “Data Asset” – A Term To Describe: • Data • Data Products • Data Views, Or • Metadata • Data Management Provides For Stewardship Of Data • Stewardship Implies Protection • Protection Implies Control • DM Uses Configuration Management - Like Processes To Control Data Assets • Business Rules Define The Conduct Of Control

3. Recommended Control Responsibility for Data Assets

4. Data Asset ControlControl of Data • Initiate Change: • The Driver That Brings About The Need For Change • Determine Impact Of Change: • Evaluation Of Merit Of Change By Decision Makers To Determine Impact • Implement/Verify • Carry Out The Determination Of The Change Authority And Validate Its Occurrence.

5. Data Asset ControlWhy Control Data? • Enterprise’s Data Is Valuable • Crucial To Its Past, Present And Future • It Is In The Enterprises Own Self-interest To Control Data • Data Is Costly • Producing Data Assets Costs $$$S • Data Produces Revenue • Data Assets Are Commodities, Their Sale Is Profitable • Corporate And/Or Local Sites May Require It To Be Controlled • Federal, State, And/Or Local Governments May Require It To Be Controlled

6. Data Asset ControlLevels of Control • All Data Assets Are Not The Same – They Differ In Value, Criticality To The Enterprise, Usage, And Ownership • All Data Assets Are Not Controlled In The Same Way • We Can Define 3 Levels Of Control: • Formal Control Is Used When Changes To The Assets Are Critical To The Enterprise And Need Thorough Review, • Revision Control Is Appropriate When Difference Between Versions On An Asset Are Important And Knowledge Of The Most Recent Version Is Meaningful, • A Data Asset Is Placed Under Custody When It Is Needed To Be Retained And Retrievable For Some Purpose Within The Enterprise.

7. Data Asset ControlLevels of Control

8. Data Asset Control Levels of ControlFormal Control

9. Data Asset Control Levels of ControlFormal Control

10. Data Asset Control Levels of ControlFormal Control

11. Data Asset Control Levels of ControlFormal Control

12. Data Asset Control Levels of ControlRevision Control

13. Data Asset Control Levels of ControlCustody Control

14. Data Asset ControlContinuous Product Improvement • Plan For And Allocate Resources To Achieve Implementation • Measure The Quality Of The Data; • Identify Criteria For Approval Of Improvement Initiatives; • Ensure Improvement Initiative Include Benchmarking Based On Documented Criteria; • Plan And Document The Strategy For Ongoing Improvement; • Track And Report Progress Toward Achieving Stated Objectives.

15. Data Asset ControlBusiness Rules

16. BACKUP SLIDES SLIDES FROM DM 101

17. Control the Integrity of Data, Data Elements, Data Structures, and Data Views • Customer requirements drive the application of the change process, that is, at the program level the process is tailored. • Establish a Change Control Process that Imposes the Appropriate Level of Review and Approval • Provide a Systematic Review of Proposed Changes within the Change Process • Determine the Impact of Change to Include Associated Products, Data, Data Elements, Data Structures, and Data Views • Gain Approval or Disapproval of Changes to Data, Data Elements, Data Structures, and Data Views (Data Products) by a Designated Approval Authority Link to “A” on Slide 7 Link to “B” on Slide 7 DM imposes a change management process on data!

18. High-Level DM Change Control Process

19. Establish and Maintain a Status Accounting Process, Reporting Tool, and Mechanism • Unique Identification • Change Information • Process Tracking Status Accounting Mechanism DM enables the establishment of a status accounting mechanism!

20. Establish and Maintain an Internal Validation Mechanism • Validate the integrity (completeness and uniqueness) of the data stored in a repository • Assess the value of the data • Self-validation takes advantage of data management expertise DM is an essential player in the validation of data!

21. Module P5: Questions for Understanding • Control the Integrity of Data, Data Elements, Data Structures, and Data Views • Which of the following is a true statement: • DM ensures that data products satisfy requirements. • Accurate, controlled data is not an essential requirement for control of the product design. • Establish and Maintain a Status Accounting Process, Reporting Tool, and Mechanism • The tracking system should include: • the date of request for change, • request for change control number, • priority, classification (if required). • All of the above.

22. Module P5: Questions for Understanding • Establish and Maintain an Internal Validation Mechanism • True or False • A self-validation can assess the completeness and uniqueness of the data items within the repository • Which of the following is a true statement: • The validation can not examine the adequacy of protections for intellectual property. • Validations are a convenient time to reassess the continued value of data. • Validations do not play a significant role in the DM process.

23. Links Link A - Tailoring is the process that starts with the DM principles and modifies them to agree with customer specified requirements. Link B – From Module 4: Not all data is delivered as a data product though; if anything, the trend is away from delivery and toward access as needed. When access is provided for, an authorized user can retrieve data that has been grouped or organized to meet specific needs—what is referred to in this standard as a “data view.”