developing an effective data management strategy and …

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Developing an Effective Data

Management Strategy and

Roadmap

Andrea Thomsen, CDMP

https://www.linkedin.com/in/athomsen






Background – Andrea Thomsen

❑ IT leader in Enterprise Data Management and Enterprise Architecture versed in

strategic planning, maturing data and BI delivery functions, and developing

architecture capabilities.

❑ Over 20 years experience in delivering solutions in enterprise information

management for companies across industries including healthcare, financial services,

food and agriculture.

❑ Contributing author to the DAMA Data Management Body of Knowledge 2nd Ed.

(DAMA-DMBOK2©)

❑ Holds certifications in enterprise data management (CDMP, CDP)

❑ Earned BA in Quantitative Methods and Computer Science and BA in Print Journalism





What You’ll Learn

❑ Key foundational elements used to deliver a quality assessment,

strategy and roadmap

❑ Practical advice for managing through common challenges

❑ Considerations to get your roadmap and program funded





What is a Data Management Strategy?

A Data Management Strategy is a formal vision, mission and set of

objectives of what the company intends to accomplish with data

management disciplines to realize business outcomes.

➢ It consists of a documented current state, future state, gap

analysis, roadmap and business case.

➢ It is created through an assessment process and is used for

enterprise planning.





Key Elements to Success





Key Elements for Success

Executive Sponsorship &

Funding

Data Management Framework

Proven Approach

Quality Templates & Deliverables

The Right Team

Data Management

Maturity Model

Tie to Business Strategy

Organizational Change

Management





Executive Sponsorship & Funding

Executives play a key role in Data Strategy:

❖ Initial and ongoing funding

▪ Buyin to do an assessment – resources, time,

priority

❖ Sponsorship role through the strategy project

▪ Visible key players in communication of the priority

▪ Aid in ensuring participation from all functions

❖ Approve the milestones in the strategy “project”

▪ current state, future state, roadmap, business case

❖ Commitment and funding of program that follows

▪ Support for the priority, change and

communication





Data Management Framework

The Data Management Body of Knowledge

(DMBOK2) Functional Framework

Benefits of Using a Framework▪ Define scope – breadth, depth

▪ Drive a broader view

▪ Highlight dependencies

▪ Use as taxonomy for all

recommendations

▪ Anchor communication and

change management approach

▪ Use to educate





Proven Approach

Strategy Planning

Current State

Assessment

Target State

DefinitionRoadmap

Business Case

Strategy Planning: Defines the purpose, objectives and scope of the strategy. Obtain a sponsor and define

approach. Determine team and/or engage a 3rd party partner consultancy. Create a plan!

Current State Assessment: Determines where the company is at in Enterprise Data Management maturity.

Target State Definition: Sets the vision and mission and defines the desired state of capabilities.

Roadmap: Prioritizes focus areas and opportunities and sets a path to achieve.

Business Case: Defines the value proposition of Enterprise Data Management.

A data strategy methodology with phases and milestones is needed to keep your effort on course.

There will be several inputs and outputs for each phase along with activities that will need to be

performed. ate

Assessment





Quality Templates & Deliverables

Low(<$250,000)

Medium($250,000 to $750,000)

High(>$750,000)

Legend (Order-of-Magnitude Cost)

$ $ $$ $ $$ $ $

NameID

Program Initiatives

2013 2014

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1

2015

Q2 Q3 Q4

Dependencies

P2 Define information architecture for unstructured content

Form ECM program/center of expertiseP1

Define content lifecycle polices, usage guidelinesP3

P4 Define ECM demand management and delivery model

Cost

Define communications planP5

P6 Define vendor management process

P1

P1

P1

P1

Define monitoring processP7

P8Define unified communications and social collaboration strategies

P1

P1

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

Define e-forms strategyP9

P10 Define web content management/publishing strategy

P1

P1

Define Information Rights Management (IRM) strategy P11 P1

$ $ $

$ $ $

Q3

2012

Q4

Develop initial IA

Define plan Ongoing communications and training

Define process Ongoing monitoring

Ongoing vendor management

Ongoing maintenance and expansion

Define process

$ $ $

NameID

Technology/Foundation Initiatives

2013 2014

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1

2015

Q2 Q3 Q4

Dependencies

Implement SharePoint/Nintex/StoragePoint platform

Implement EasyLink; replace RightFaxT1

Implement KnowledgeLake tools

T2

T3

Cost

Implement Records Management capabilitiesT4 P1 P2

Implement other capabilities prioritized by ECM program

Implement Enterprise SearchT5

T6

P1 P2

P1

$ $ $

$ $ $

$ $ $

Q3

2012

Q4

$ $ $

$ $ $

TBD

NameID

Projects for the Business

2013 2014

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1

2015

Q2 Q3 Q4

Dependencies

Legal/Compliance/Gov’t Affairs document libraries

SharePoint Proof Concept (PMO)B1

HR document libraries

Finance document libraries

Operations and Technology document libraries

Sales document libraries

B3

B4

B5

B6

B7

Cost

Agent document librariesB2 P1 P2

Document libraries for other business functions

Agent Onboarding Process/Solution

Project collaboration site rollouts

Deploy MySites

Intranet Rollout (MoneyGram Connect)

B9

B10

B11

B12

B13

Marketing document librariesB8

P1

Call Center Knowledgebase

Retail/Transaction forms and documentsB14

B15

T2

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

2012

Q3 Q4

Digital Asset Management (Communications Group)B16

Subset of functional areas

Ongoing rollouts of project collaboration sites upon request

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

T3

P1 P2 T2 T3

P1 P2 T2 T3

P1 P2 T2 T3

P1 P2 T2 T3

P1 P2 T2 T3

P1 P2 T2 T3

P1 P2 T2 T3

T2 T3

P1 P2 T2 T3

P1 P2 T2 T3

P1 P2 T2 T3

P1 P2 T2 T3

P1 P2 T2 T3

P9

P9

P1 P2 T2 T3P4

P10






Sample - Enterprise Content Management RoadmapQuality deliverables

make it easy to

understand, digest and

keep the strategy effort

on time and budget

• Templates for all

phases

• Written and visual

• Vary level of detail

for audiences





The Right Team

❖ Executive sponsors

❖ Seasoned data management

professionals with deep expertise

❖ Specialists for disciplines of focus

❖ Providers with credible data strategy

development experience & methods

❖ Organizational change management and

communication professionals

❖ Project management

❖ Internal Finance consultant

Enlisting a team for creating the Data Management Strategy may seem obvious but is central

to ensuring expertise is in place to create a quality outcome based on best practices and

ensure it gets adopted.





Data Management Maturity Model

Current State

Maturity models represent a scale for assessing the current level of an organization’s

capabilities as measured against an industry standard set of definitions. They serve as a basis

to help an organization understand what they gain and what business goals are achieved by

moving to a higher level of maturity and to set a reasonable target.

ECM Sample





Tie to Business Strategy

• Increase transactions and customer loyalty • Improve profitability with better consumer analytics for improved decision making

• Improve products/service introduction with improved master data

• Accelerate processes such as customer onboarding, which results in faster time to start conducting transactions

• Improve quality of reporting to regulators and authorities; prevent fines, penalties and sanctions; improve reputation with regulators and authorities

• Provide better insights into fraud with improved analytics

• Manage credit exposure risk through better access to high-quality consumer and agent data

• Support business continuity and disaster recovery requirements

• Reduce research time to find the right information

• Lower cost of data management and integration through enterprise data source mapping and definitions

• Improve agility – accelerate IT projects with flexible designs

• Reduce the time and cost of information discovery

• Improve decision making through trusted data

• Enable optimization of processes with accurate data

• Empower business with involvement in data governance

• Reduce re-keying of information from documents into business systems

• Reduce chance of error from document loss, damage, or data entry mistakes

Increase Revenue

Manage Costs and

Complexity

Manage Risk

Improve

Performance

Quality

The Data Management Strategy must articulate how it supports and helps achieve

business objectives and the business strategy.





Organizational Change Mgmt

✓ Make change management

efforts a prominent aspect

through the Data Strategy

phases

✓ Lead with the “Why”

✓ Understand the human

element of a Data Strategy &

support the organization in

the transition

A Data Management Strategy represents a vision and objectives that will require a shift to close the gap

between where the organization is and where it desires to be. To do this requires changes. This could

be in new or modified responsibilities, doing things that have not been done before or changing the way

things are currently done.





Common Challenges





Common Challenges

Potential Challenges Approaches to Overcome

Accepting the Current State & Change Resistance • Have a change management professional on the team

• Communication, change, education plans

• Engage stakeholders

Pressure to deliver and execute projects with improved

data mgmt. before the capability exists

• Set expectations up front on strategy phase, a need for

building the disciplines and operating model following,

then executing

• Incorporate doable quick wins in the Roadmap

There is buyin on the Data Strategy, but the subsequent

funding or allocating people to execute the roadmap

flounders

• Right-size the roadmap and pace of rollout plans

• Have a realistic organizational roadmap

• Understand the budgeting cycle at the organization and

how headcount is approved and when

Dependencies in the data management functions are not

well understood.

• Use the Data Management Framework

• Introduce concepts and educate along the way





Getting Funded





Gain Support for the Strategy





Funding considerations

Gain budget for the Data Strategy project effort itself

❑Need an Executive, Director or VP

❑Must influence and pre-sell the concept

❑Strong presentations and business examples

Gain budget to execute the Data Mgmt program roadmap

❑ Develop a business case tying to key business drivers

❑ Enlist business champions to tell their story

❑ Present multiple options on the roadmap for proceeding forward ❖ Use bottoms up estimation of roadmap effort AND top-down guidance of realistic spend

❑Enlist a finance guru who understands the budget process well





Summary





Learning Summary

✓ Described 8 key foundational elements used to deliver an

effective data management strategy and roadmap

✓ Discussed ideas for managing through common challenges

✓ Shared considerations to get your roadmap and program

funded




Learn…Grow…Achieve!Strategic Partner & Systems Integrator

Intelligent Business Intelligencesm

Questions





Contact

Andrea Thomsen, [email protected]

952-210-2224 (M)







Data Management University

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Strategic Partner & Systems Integrator

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