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© Copyright 2020 by Peter Aiken Slide # 1paiken@plusanythingawesome.com+1.804.382.5957 Peter Aiken, PhD
F
o
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d
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t
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o
n
a
l
M
e
t
a
d
a
t
a
Practices
Essential
Strategies
• I've been doing this a long time
• My work is recognized as useful
• Associate Professor of IS (vcu.edu)
• Founder, Data Blueprint (datablueprint.com)
• DAMA International (dama.org)
• MIT CDO Society (iscdo.org)
• Anything Awesome (plusanythingawesome.com)
• 11 books and dozens of articles
• Experienced w/ 500+ data
management practices worldwide
• Multi-year immersions
– US DoD (DISA/Army/Marines/DLA)
– Nokia
– Deutsche Bank
– Wells Fargo
– Walmart …
© Copyright 2020 by Peter Aiken Slide # 2https://plusanythingawesome.com
Peter Aiken, Ph.D.
https://plusanythingawesome.com
Program
Essential M
etadata Strategies
• Defining metadata in the
context of data management
– Defining data management
– What do we mean by using data as metadata
and why is this important?
– Specific teachable example using iTunes
• S1: Metadata is a gerund so don't try to treat it as a noun
– Metadata is a use of data, not a type of data
• S2: Enforce metadata to be the language of data governance
– Make metadata the language of data governance
• S3: Treat glossaries/repositories as capabilities not technology
– Cyclic approaches do not start with technologies
• S4: Build from metadata building blocks
– Many many many resources available to jump-start metadata efforts
• Benefits, application & sources
– Understand that metadata defines the essence of organizational interoperability
• Take Aways, References and Q&A
Meta data
• In the history of language, whenever two words are pasted
together to form a combined concept initially, a hyphen links them
• With the passage of time,
the hyphen is lost. The
argument can be made
that that time has passed
• So, the term is "metadata"
• There is a copyright on
the term "metadata," but
it has not been enforced
© Copyright 2020 by Peter Aiken Slide # 4https://plusanythingawesome.com
Meta data, meta-dataMeta data, meta-data, metadata
Investing in Metadata?
• How can IT staff convince managers to plan, budget, and apply
resources for metadata management?
• What is metadata
and why is it
important?
• What technologies
are involved?
• Internet and intranet
technologies are
part of the answer
and will get the
immediate attention of management.
© Copyright 2020 by Peter Aiken Slide # 5https://plusanythingawesome.com
Blind Persons and the Elephant
© Copyright 2020 by Peter Aiken Slide # 6https://plusanythingawesome.com http://www.dailymirror.lk/print/opinion/editorial-we-need-to-become-channels-of-peace/172-27164
It is like a fan!
It is like a snake!
It is like a wall!
It is like a rope!
It is like a tree!
© Copyright 2020 by Peter Aiken Slide #
7
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Unrefined
data management
definition
Sources
Uses
Data Management
© Copyright 2020 by Peter Aiken Slide # 8https://plusanythingawesome.com
More refined
data management
definition
Sources
ReuseData Management➜ ➜
Presentation
Storage
Data Engineering
StoryTelling
DataScience
Better still data management definition
© Copyright 2020 by Peter Aiken Slide # 9https://plusanythingawesome.com
Data Governance
Data Assets/Ethical Framework
Sources
➜ Use
➜Reuse
➜
Blind Persons and the Elephant
© Copyright 2020 by Peter Aiken Slide # 10https://plusanythingawesome.com http://www.dailymirror.lk/print/opinion/editorial-we-need-to-become-channels-of-peace/172-27164
Presentation
Data Engineering
Data Science
Story Telling
Storage
Innovations
The prefix meta-
1. Situated behind: metacarpus.
2. a. Later in time: metestrus.
b. At a later stage of development: metanephros.
3. a. Change; transformation: metachromatism.
b. Alternation: metagenesis.
4. a. Beyond; transcending; more comprehensive:
metalinguistics.
b. At a higher state of development: metazoan.
5. Having undergone metamorphosis: metasomatic.
6. a. Derivative or related chemical substance: metaprotein.
b. Of or relating to one of three possible isomers of a benzene ring
with two attached chemical groups, in which the carbon atoms with
attached groups are separated by one unsubstituted carbon atom:
meta-dibromobenzene.
Definition of the prefix meta- (Emphasis added – source: American Heritage English Dictionary © 1993 Houghton Mifflin).
© Copyright 2020 by Peter Aiken Slide #
Meta
11https://plusanythingawesome.com
4. a. Beyond; transcending; more comprehensive: metalinguistics.
b. At a higher state of development: metazoan.
© Copyright 2020 by Peter Aiken Slide # 12https://plusanythingawesome.comhttps://plusanythingawesome.com
Analogy: a library card catalog
© Copyright 2020 by Peter Aiken Slide # 13https://plusanythingawesome.com
• Identifies
– What books are in the library,
and
– Where they are located
• Search by
– Subject area
– Author, or
– Title
• Catalog shows
– Author
– Subject tags
– Publication date and
– Revision history
• Determine which books will
meet the reader’s
requirements
• Without the catalog, finding
things is difficult, time
consuming and frustrating
from The DAMA Guide to the Data Management Body
of Knowledge © 2009 by DAMA International
© Copyright 2020 by Peter Aiken Slide # 14https://plusanythingawesome.com
Data
About
Data
The most likely managed metadata in your organization
• Tracking network users and access points is metadata
• Your organization's networking group allocates the
responsibility for knowing:
– All the devices permitted to logon to your network
– Locations of
all permitted
access points
• This responsibility
belongs to a
named
individual(s)
© Copyright 2020 by Peter Aiken Slide # 15https://plusanythingawesome.com
Pre-Information Age Metadata
• Examples of information architecture achievements that happened
well before the information age:
– Page numbering
– Alphabetical order
– Table of contents
– Indexes
– Lexicons
– Maps
– Diagrams
© Copyright 2020 by Peter Aiken Slide # 16https://plusanythingawesome.com Example from: How to make sense of any mess by Abby Covert (2014) ISBN: 1500615994
"While we can arrange things
with the intent to communicate
certain information, we can't
actually make information. Our
users do that for us."
Remove the structure and things fall apart rapidly
© Copyright 2020 by Peter Aiken Slide # 17https://plusanythingawesome.com
Metadata yields …
© Copyright 2020 by Peter Aiken Slide # 18https://plusanythingawesome.com
Valuable information about your data assets:
• Do we have these specific (or this class of) data assets?
• What is the quality of …
• What will be the cost to improve this class of data assets?
• Can these data assets be provided more granularly?
• … (increasing insight)
Yes!
Not suitable! 35¢/apiece
Not easily!
Metadata
Management
© Copyright 2020 by Peter Aiken Slide # 19https://plusanythingawesome.com
DataManagement
BodyofKnowledge(DMBoKV2)
Practice
Areas
from The DAMA Guide to the Data Management Body of Knowledge 2E © 2017 by DAMA International
Metadata Management
© Copyright 2020 by Peter Aiken Slide #
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
20https://plusanythingawesome.com
Example: iTunes Metadata
© Copyright 2020 by Peter Aiken Slide # 21https://plusanythingawesome.com
• Example:
- iTunes Metadata
• Insert a recently purchased CD
• iTunes can:
- Count the number of tracks (25)
- Determine the length of each track
Example:
iTunes Metadata
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Example: iTunes Metadata
© Copyright 2020 by Peter Aiken Slide # 22https://plusanythingawesome.com
• When connected to the Internet iTunes
connects to the Gracenote(.com)
Media Database and retrieves:
– CD Name
– Artist
– Track Names
– Genre
– Artwork
• Sure would be a pain to type in all this
information
Example:
iTunes Metadata
https://plusanythingawesome.com
Example: iTunes Metadata
• To organize iTunes
– I create a "New Smart Playlist" for Artist's containing "Miles
Davis"
© Copyright 2020 by Peter Aiken Slide # 23https://plusanythingawesome.com
Example:
iTunes Metadata
https://plusanythingawesome.com
• Notice I didn't get the desired results
• I already had another Miles Davis recording
• Must fine-tune the request to get the
desired results
– Album contains "The complete birth of the cool"
• Now I can move the playlist "Miles Davis" to
a folder
© Copyright 2020 by Peter Aiken Slide # 24https://plusanythingawesome.com
Example:
iTunes Metadata
https://plusanythingawesome.com
Example: iTunes Metadata
• The same:
– Interface
– Processing
– Data Structures
• are applied to
– Podcasts
– Movies
– Books
– .pdf files
• Economies of
scale are
enormous
© Copyright 2020 by Peter Aiken Slide # 25https://plusanythingawesome.com
Example:
iTunes Metadata
https://plusanythingawesome.com
Metadata yields …
© Copyright 2020 by Peter Aiken Slide # 26https://plusanythingawesome.com
Valuable information about your iTunes assets:
• Do we have these specific Miles Davis recordings?
• Most my played Miles Davis recording
• What will be the cost to improve this class of data assets?
• Can I listen to the entire album before dinner?
Yes!
Bitches Brew
2¢/each
Not easily!
https://plusanythingawesome.com
Program
Essential M
etadata Strategies
• Defining metadata in the
context of data management
– Defining data management
– What do we mean by using data as metadata
and why is this important?
– Specific teachable example using iTunes
• S1: Metadata is a gerund so don't try to treat it as a noun
– Metadata is a use of data, not a type of data
• S2: Enforce metadata to be the language of data governance
– Make metadata the language of data governance
• S3: Treat glossaries/repositories as capabilities not technology
– Cyclic approaches do not start with technologies
• S4: Build from metadata building blocks
– Many many many resources available to jump-start metadata efforts
• Benefits, application & sources
– Understand that metadata defines the essence of organizational interoperability
• Take Aways, References and Q&A
As a topic, Data is ...
© Copyright 2020 by Peter Aiken Slide #
Wally Easton Playing Piano
https://www.youtube.com/watch?v=NNbPxSvII-Q
28https://plusanythingawesome.com
Complex & detailed
• Outsiders do not
want to hear about
or discuss any
aspects of
challenges/solutions
• Most are unqualified
re: architecture/
engineering
Taught inconsistently
• Focus is on
technology
• Business impact is
not addressed
Not well understood
• Lack of standards/
poor literacy/
unknown
dependencies
• (Re)learned by
every
workgroup
© Copyright 2020 by Peter Aiken Slide # 29https://plusanythingawesome.comhttps://plusanythingawesome.com
© Copyright 2020 by Peter Aiken Slide # 30https://plusanythingawesome.com
• If others do not understand
what you do then you are
perceived with a cost bias
• If others understand what you
do then you can be perceived
with a value bias
Comprehension by others is critical!
© Copyright 2020 by Peter Aiken Slide # 31https://plusanythingawesome.com
Defining Metadata
© Copyright 2020 by Peter Aiken Slide # 32https://plusanythingawesome.com
Adapted from Brad Melton
Where
How
Who
When
Data
Metadata is any
combination of any
circle and the data
in the center that
unlocks the value
of the data!
What
Why
Outlook Example
© Copyright 2020 by Peter Aiken Slide # 33https://plusanythingawesome.com
"Outlook" metadata is used
to navigate/manage email
What: "Subject"
How: "Priority"
Where: "USERID/Inbox", 

"USERID/Personal"
Why: "Body"
When: "Sent" & "Received”
• Find the important stuff/weed out junk
• Organize for future access/outlook rules
• Imagine how managing e-mail (already non-trivial)
would change if Outlook did not make use of
metadata Who:"To" & "From?"
Definitions
• Metadata is
– Everywhere in every data management activity and integral
to all IT systems and applications.
– To data what data is to real life. Data reflects real life transactions, events,
objects, relationships, etc. Metadata reflects data transactions, events, objects,
relations, etc.
– The data that describe the structure and workings of an
organization’s use of information, and which describe the
systems it uses to manage that information.
[quote from David Hay's book, page 4]
• Data describing various facets of a data asset, for the purpose of
improving its usability throughout its life cycle [Gartner 2010]
• Metadata unlocks the value of data, and therefore requires
management attention [Gartner 2011]
• Metadata Management is
– The set of processes that ensure proper creation, storage, integration, and
control to support associated use of metadata
© Copyright 2020 by Peter Aiken Slide # 34https://plusanythingawesome.com
© Copyright 2020 by Peter Aiken Slide # 35https://plusanythingawesome.com
0 500 1000 1500 2000 2500
Manage Positions(2%)
Plan Careers (~5%)
AdministerTraining (~5%)
Plan Successions(~5%
Manage Competencies(20%)
Recruit Workforce (62%)
DevelopWorkforce(29.9%)
AdministerWorkforce(28.8%)
CompensateEmployees(23.7%)
MonitorWorkplace(8.1%)
DefineBusiness(4.4%)
TargetSystem (3.9%)
EDI Manager (.9%)
TargetSystem Tools(.3%)
Administer Workforce
Metadata Uses
© Copyright 2020 by Peter Aiken Slide # 36https://plusanythingawesome.com
0 500 1000 1500 2000 2500
Manage Positions(2%)
Plan Careers (~5%)
AdministerTraining (~5%)
Plan Successions(~5%
Manage Competencies(20%)
Recruit Workforce (62%)
DevelopWorkforce(29.9%)
AdministerWorkforce(28.8%)
CompensateEmployees(23.7%)
MonitorWorkplace(8.1%)
DefineBusiness(4.4%)
TargetSystem (3.9%)
EDI Manager (.9%)
TargetSystem Tools(.3%)
Administer Workforce
Why data structure problems have been difficult?
© Copyright 2020 by Peter Aiken Slide # 37https://plusanythingawesome.comhttps://plusanythingawesome.com
© Copyright 2020 by Peter Aiken Slide # 38https://plusanythingawesome.com
Student
Data
Base
Master
© Copyright 2020 by Peter Aiken Slide # 39https://plusanythingawesome.com
Proposed
Data Model
Metadata …
• Isn't
– Is not a noun
– One persons data is another's metadata
• Is more of a verb?
– Represents a use of existing facts, rather than a type of data itself
• It is a gerund
– a form that is derived from
a verb but that functions as a noun
– e.g., asking in do you mind my asking you?
– Describes a use of data - not a type of data
• Describes the use of some attributes
of data to understand or manage that
same data from a different
(usually higher) level of abstraction
• Value proposition
– Is this data worth including within the scope of our metadata practices?
© Copyright 2020 by Peter Aiken Slide # 40https://plusanythingawesome.com
Keep the proper focus
• Wrong question:
– Is this metadata?
• Right question:
– Should we include this
data item within the
scope of our
metadata
practices?
© Copyright 2020 by Peter Aiken Slide # 41https://plusanythingawesome.comhttps://plusanythingawesome.com
https://plusanythingawesome.com
Program
Essential M
etadata Strategies
• Defining metadata in the
context of data management
– Defining data management
– What do we mean by using data as metadata
and why is this important?
– Specific teachable example using iTunes
• S1: Metadata is a gerund so don't try to treat it as a noun
– Metadata is a use of data, not a type of data
• S2: Enforce metadata to be the language of data governance
– Make metadata the language of data governance
• S3: Treat glossaries/repositories as capabilities not technology
– Cyclic approaches do not start with technologies
• S4: Build from metadata building blocks
– Many many many resources available to jump-start metadata efforts
• Benefits, application & sources
– Understand that metadata defines the essence of organizational interoperability
• Take Aways, References and Q&A
Data
Data
Data
Information
Fact Meaning
Request
[Built on definitions from Dan Appleton 1983]
Intelligence
Strategic Use
Data
Data
Data Data
A Model Defining 3 Important Concepts
© Copyright 2020 by Peter Aiken Slide # 43https://plusanythingawesome.com
“You can have data without information, but
you cannot have information without data”
— Daniel Keys Moran, Science Fiction Writer
1. Each FACT combines with one or more MEANINGS.
2. Each specific FACT and MEANING combination is referred to as a DATUM.
3. An INFORMATION is one or more DATA that are returned in response to a specific REQUEST
4. INFORMATION REUSE is enabled when one FACT is combined with more than one MEANING.
5. INTELLIGENCE is INFORMATION associated with its STRATEGIC USES.
6. DATA/INFORMATION must formally arranged into an ARCHITECTURE.
Wisdom & knowledge are
often used synonymously
Useful Data
Data Strategy and Data Governance in Context
© Copyright 2020 by Peter Aiken Slide # 44https://plusanythingawesome.com
Organizational
Strategy
Data Strategy
IT Projects
Organizational Operations
Data Governance
Data asset
support for
organizational
strategy
What the data
assets do to support
strategy
How well the data
strategy is working
Operational
feedback
How data is
delivered by IT
How IT supports
strategy
Other aspects of
organizational strategy
Data Strategy and Governance in Strategic Context
© Copyright 2020 by Peter Aiken Slide # 45https://plusanythingawesome.com
Organizational
Strategy
Data Strategy Data Governance
Data asset
support for
organizational
strategy
What the data assets do
to support strategy
How well the data
strategy is working
(Business Goals)
(Metadata)
IT Projects
How data is
delivered by IT
Data Governance & Data Stewards
© Copyright 2020 by Peter Aiken Slide # 46https://plusanythingawesome.com
Data Strategy
Data
Governance
What the data
assets do to support
strategy
How well the data
strategy is working
(Business Goals)
(Metadata)
Data Stewards
What is the
most effective
use of steward
investments?
(Metadata)
Progress,
plans,
problems
Domain expertise is less ← | → Domain expertise is greater
Roles more formally defined ← |→ Roles less formally defined
Encountergoverneddatamoredirectly←|→Encountergoverneddatalessdirectly
Moretimeisdedicated←|→Lesstimeisdedicated
IT/Systems Development
Leadership
(data decision makers)
Stewards
(data trustees)
Guidance
Decisions
Participants/Experts
(data subject matter experts)
Other Sources/Uses
(data makers & consumers)
IT/SystemsDevelopment
Data/feedback
Changes
Action
R
esources
Ideas
Data/Feedback
Components comprising the data community
© Copyright 2020 by Peter Aiken Slide # 47https://plusanythingawesome.com
Leadership
(data decision makers)
Stewards
(data trustees)
Guidance
Decisions
Participants/Experts
(data subject matter experts)
Other Sources/Uses
(data makers & consumers)
Data/feedback
Changes
Action
R
esources
Ideas
Data/Feedback
Basic Version
© Copyright 2020 by Peter Aiken Slide # 48https://plusanythingawesome.com
Metadata yields …
© Copyright 2020 by Peter Aiken Slide # 49https://plusanythingawesome.com
Valuable information about your data governance assets & processes:
• Do we have a shared understanding of our goals?
• Are we and IT focused on similar goals
• How cost effective are we being?
• What kind of metadata do we find most valuable?
• … (increasing insight)
Yes!
Yes
2¢/each
Supply Chain
https://plusanythingawesome.com
Program
Essential M
etadata Strategies
• Defining metadata in the
context of data management
– Defining data management
– What do we mean by using data as metadata
and why is this important?
– Specific teachable example using iTunes
• S1: Metadata is a gerund so don't try to treat it as a noun
– Metadata is a use of data, not a type of data
• S2: Enforce metadata to be the language of data governance
– Make metadata the language of data governance
• S3: Treat glossaries/repositories as capabilities not technology
– Cyclic approaches do not start with technologies
• S4: Build from metadata building blocks
– Many many many resources available to jump-start metadata efforts
• Benefits, application & sources
– Understand that metadata defines the essence of organizational interoperability
• Take Aways, References and Q&A
© Copyright 2020 by Peter Aiken Slide # 51https://plusanythingawesome.com
Definition of Bed
Purpose statement incorporates motivations
Entity: BED
Data Asset Type: Principal Data Entity
Purpose: This is a substructure within the Room
substructure of the Facility Location. It contains
information about beds within rooms.
Source: Maintenance Manual for File and Table
Data (Software Version 3.0, Release 3.1)
Attributes: Bed.Description
Bed.Status
Bed.Sex.To.Be.Assigned
Bed.Reserve.Reason
Associations: >0-+ Room
Status: Validated
A purpose statement describing
• Why the organization is maintaining information about this business concept
• Sources of information about it
• A partial list of the attributes or characteristics of the entity and
• Associations with other data items (this one is read as "One room contains zero or many beds.")
© Copyright 2020 by Peter Aiken Slide # 52https://plusanythingawesome.com
Draft
© Copyright 2020 by Peter Aiken Slide # 53https://plusanythingawesome.com
NTB
© Copyright 2020 by Peter Aiken Slide # 54https://plusanythingawesome.com
NokiaTermBank
Uneven Conversations
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0
25
50
75
100
Customers Vendors
Very
Knowledgeable
Not
Knowledgeable Tech-knowledgeGap
FTI Metadata Model
© Copyright 2020 by Peter Aiken Slide # 56https://plusanythingawesome.com
Build Your Own Metadata Repository
© Copyright 2020 by Peter Aiken Slide # 57https://plusanythingawesome.com
Sample Low-tech Repository
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For each column …
© Copyright 2020 by Peter Aiken Slide # 59https://plusanythingawesome.comhttps://plusanythingawesome.com
Where does this key function as a primary key?
© Copyright 2020 by Peter Aiken Slide # 60https://plusanythingawesome.comhttps://plusanythingawesome.com
Where does this key function as a foreign key?
© Copyright 2020 by Peter Aiken Slide # 61https://plusanythingawesome.comhttps://plusanythingawesome.com
Where does this key function as an attribute?
© Copyright 2020 by Peter Aiken Slide # 62https://plusanythingawesome.comhttps://plusanythingawesome.com
Metadata yields …
© Copyright 2020 by Peter Aiken Slide # 63https://plusanythingawesome.com
Valuable information about your data assets:
• Do we have these specific (or this class of) data assets?
• Is this data item used elsewhere?
• What did cost to acquired this set of assets?
• Can these data assets be share securely?
• … (a model for how your information should be managed)
Yes!
Nowhere!
35¢/apiece
Not easily!
https://plusanythingawesome.com
Program
Essential M
etadata Strategies
• Defining metadata in the
context of data management
– Defining data management
– What do we mean by using data as metadata
and why is this important?
– Specific teachable example using iTunes
• S1: Metadata is a gerund so don't try to treat it as a noun
– Metadata is a use of data, not a type of data
• S2: Enforce metadata to be the language of data governance
– Make metadata the language of data governance
• S3: Treat glossaries/repositories as capabilities not technology
– Cyclic approaches do not start with technologies
• S4: Build from metadata building blocks
– Many many many resources available to jump-start metadata efforts
• Benefits, application & sources
– Understand that metadata defines the essence of organizational interoperability
• Take Aways, References and Q&A
Architecture
• Things
– (components)
data structures
• The functions of the things
– (individually)
sources and uses of data
• How the things interact
– (as a system, towards a goal)
Efficiencies/effectiveness
© Copyright 2020 by Peter Aiken Slide # 65https://plusanythingawesome.com
© Copyright 2020 by Peter Aiken Slide #
66
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A B
C D
A B
C D
A
D
C
B
Intricate
Dependencies
Purposefulness
• Details are
organized into
larger
components
• Larger
components are
organized into
models
• Models are
organized into
architectures
(comprised of
architectural
components)
How are components expressed as architectures?
How are data structures expressed as architectures?
• Attributes are organized into
entities/objects
– Attributes are characteristics of "things"
– Entitles/objects are "things" whose
information is managed in support of strategy
– Examples
• Entities/objects are organized into models
– Combinations of attributes and entities are structured to represent information
requirements
– Poorly structured data, constrains organizational information delivery capabilities
– Examples
• Models are organized into architectures
– When building new systems, architectures are used to plan development
– More often, data managers do not know what existing architectures are and -
therefore - cannot make use of them in support of strategy implementation
– Why no examples?
© Copyright 2020 by Peter Aiken Slide # 67https://plusanythingawesome.com
Intricate
Dependencies
Purposefulness
Design Patterns
• Why are the restrooms in the same place in each building?
• What about the electrical wiring?
• HVAC? Floorplans? ...
• Architecture design patterns (spoke and hub,
hub of hubs, warehouse, cloud, MDM,
changing tires, portal)
© Copyright 2020 by Peter Aiken Slide # 68https://plusanythingawesome.com
Meta Data Models
© Copyright 2020 by Peter Aiken Slide # 69https://plusanythingawesome.com
Metadata Data Model
© Copyright 2020 by Peter Aiken Slide #
SCREEN
ELEMENT
screen element id #
data item id #
screen element descr.
INTERFACE
ELEMENT
interface element id #
data item id #
interface element descr.
INPUT
ELEMENT
input element id #
data item id #
input element descr.
OUTPUT
ELEMENT
output element id #
data item id #
output element descr.
MODEL
VIEW
model view element id #
data item id #
model view element des.
DEPENDENCY
dependency elem id #
data item id #
process id #
dependency description
CODE
code id #
data item id #
stored data item #
code location
INFORMATION
information id #
data item id #
information descr.
information request
PROCESS
process id #
data item id #
process description
USER TYPE
user type id #
data item id #
information id #
user type description
LOCATION
location id #
information id #
printout element id #
process id #
stored data items id #
user type id #
location description
PRINTOUT
ELEMENT
printout element id #
data item id #
printout element descr.
STORED DATA ITEM
stored data item id #
data item id #
location id #
stored data description
DATA ITEM
data item id #
data item description
70https://plusanythingawesome.com
© Copyright 2020 by Peter Aiken Slide # 71https://plusanythingawesome.com
Business Goals Model
Defines the mission of the
enterprise, its long-range goals,
and the business policies and
assumptions that affect its
operations.
Business Rules Model
Records rules that govern the
operation of the business and the
Business Events that trigger
execution of Business Processes.
Enterprise Structure Model
Defines the scope of the enterprise
to be modeled. Assigns a name to the
model that serves to qualify each
component of the model.
Extension Support Model
Provides for tactical Information
Model extensions to support special
tool needs.
Info Usage Model
Specifies which of the
Entity-Relationship Model
component instances are used by
other Information Model
components.
Global Text Model
Supports recording of extended
descriptive text for many of the
Information Model components.
DB2 Model
Refines the definition of a Relational
Database design to a DB2-specific
design.
IMS Structures Model
Defines the component structures
and elements and the application
program views of an IMS Database.
Flow Model
Specifies which of the Entity
Relationship Model component
instances are passed between
Process Model components.
Applications Structure Model
Defines the overall scope of an automated
Business Application, the components of the
application and how they fit together.
Data Structures Model
Defines the data structures and their
elements used in an automated
Business Application.
Application Build Model
Defines the tools, parameters and
environment required to build an
automated Business Application.
Derivations/Constraints Model
Records the rules for deriving legal
values for instances of
Entity-Relationship Model
components, and for controlling the
use or existence of E-R instance.
Entity-Relationship Model
Defines the Business Entities, their
properties (attributes) and the
relationships they have with other
Business Entities.
Organization/Location Model
Records the organization structure
and location definitions for use in
describing the enterprise.
Process Model
Defines Business Processes, their
sub processes and components.
Relational Database Model
Describes the components of a
Relational Database design in
terms common to all SAA
relational DBMSs.
Test Model
Identifies the various file (test
procedures, test cases, etc.)
affiliated with an automated
business Application for use in
testing that application.
Library Model
Records the existence of
non-repository files and the role they
play in defining and building an
automated Business Application.
Panel/Screen Model
Identifies the Panels and Screens and
the fields they contain as elements
used in an automated Business
Application.
Program Elements Model
Identifies the various pieces and
elements of application program
source that serve as input to the
application build process.
Value Domain Model
Defines the data characteristics
and allowed values for
information items.
Strategy Model
Records business strategies to
resolve problems, address goals,
and take advantage of business
opportunities. It also records
the actions and steps to be taken.Resource/Problem Model
Identifies the problems and needs
of the enterprise, the projects
designed to address those needs,
and the resources required.
Process Model
Extension
Support Model
Application
Structure
Model
DB2 Model
Relational
Database
Model
Global Text
Model
Strategy
Model
Derivations/
Constriants
Model
Application
Build Model
Test Model
Panel/ Screen
Model
IMS Structure
Model
Data
Structure
Model
Program
Elements
Model
Business
Model
Goals
Organization/
LocationModel
Resource/
Problem
Model
Enterprise
Structure
Model
Entity-
Relationship
Model
Info Usage
Model
Value Domain
Model
Flow Model
Business
Rules Model
Library
Model
IBM's AD/Cycle Information Model
Metadata for Semistructured Data
• Metadata describes both structured
and semi-structured data
– You cannot convert unstructured data into
structured data
– Better description: Non-tabular data ➜
tabular data
• Semi-structured data
– Any data that is not in a database or data
file, including documents or other media data
• Metadata for semi-structured data
exists in many formats, responding to
a variety of different requirements
• Examples of Metadata repositories
describing unstructured data:
– Content management applications
– University websites
– Company intranet sites
– Data archives
– Electronic journals collections
– Community resource lists
• Common method for classifying
Metadata in unstructured sources is to
describe them as descriptive
metadata, structural metadata, or
administrative metadata
• Examples of descriptive metadata:
– Catalog information
– Thesauri keyword terms
• Examples of structural metadata
– Dublin Core
– Field structures
– Format (audio/visual, booklet)
– Thesauri keyword labels
– XML schemas
• Examples of administrative metadata
– Source(s)
– Integration/update schedule
– Access rights
– Page relationships (e.g. site navigational
design)
© Copyright 2020 by Peter Aiken Slide # 72https://plusanythingawesome.com
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
Metadata patterns yield …
© Copyright 2020 by Peter Aiken Slide # 73https://plusanythingawesome.com
Valuable comparisons and 'starting foundations':
• Do we have to create a pharmacy billing system from scratch?
• Will the proposed software 'fit'?
• Do industry best practices exist?
• Has anyone published a model implementing GPPR?
No!
Yes!
Yes
Not yet!
https://plusanythingawesome.com
Program
Essential M
etadata Strategies
• Defining metadata in the
context of data management
– Defining data management
– What do we mean by using data as metadata
and why is this important?
– Specific teachable example using iTunes
• S1: Metadata is a gerund so don't try to treat it as a noun
– Metadata is a use of data, not a type of data
• S2: Enforce metadata to be the language of data governance
– Make metadata the language of data governance
• S3: Treat glossaries/repositories as capabilities not technology
– Cyclic approaches do not start with technologies
• S4: Build from metadata building blocks
– Many many many resources available to jump-start metadata efforts
• Benefits, application & sources
– Understand that metadata defines the essence of organizational interoperability
• Take Aways, References and Q&A
• They know you rang a phone sex service at 2:24 am and spoke for
18 minutes. But they don't know what you talked about.
• They know you called the suicide prevention hotline from the
Golden Gate Bridge. But the topic of the call remains a secret.
• They know you spoke with an HIV testing service, then your doctor,
then your health insurance company in the same hour. But they
don't know what was discussed.
• They know you received a call from the local NRA office while it was
having a campaign against gun legislation, and then called your
senators and congressional representatives immediately after. But
the content of those calls remains safe from government intrusion.
• They know you called a gynecologist, spoke for a half hour, and
then called the local Planned Parenthood's number later that day.
But nobody knows what you spoke about.
– https://www.eff.org/deeplinks/2013/06/why-metadata-matters
© Copyright 2020 by Peter Aiken Slide # 75https://plusanythingawesome.com
Why Metadata Matters
© Copyright 2020 by Peter Aiken Slide #https://plusanythingawesome.com 76Shoshana Zuboff, The Age of Surveillance Capitalism
Who knows?
Who decides? and
Who decides Who decides?
In modern capitalist society,
technology was, is, and always will be
an expression of the economic objectives
that direct it into action.
Widespread Ignorance
Envera Business Value Proposition © Copyright 2020 by Peter Aiken Slide # 77https://plusanythingawesome.com
© Copyright 2020 by Peter Aiken Slide # 78https://plusanythingawesome.com
The Real Value of Metadata
• Foundations for Evidence-Based
Policymaking Act (H.R._4174,_S._2046)
• Purpose: To amend titles 5 and 44,
United States Code,
- to require Federal evaluation activities
- improve Federal data management, and
- for other purposes.
• Opposition?
- FEPA Gives Bureaucrats, Private Parties,
Hackers A Data Gold Mine
https://truthinamericaneducation.com/privacy-issues-state-longitudinal-data-systems/fepa-gives-
bureaucrats-private-parties-hackers-data-gold-mine/
- "A lifelong data citizen surveillance
system from coming into fruition"
https://youtu.be/Qr14ZmrQGu0
• Passed House 356–17 21-12-2018
• Passed Senate unanimously 21-12-2018
• Signed by the President 14-1-2019
FEPA/H.R. 4174
© Copyright 2020 by Peter Aiken Slide #
https://www.congress.gov/bill/115th-congress/house-bill/4174/text
79https://plusanythingawesome.com
OPEN Government Data Act
• Signed on 1/14/19
• Foundations for
Evidence-Based
Policymaking (FEBP)
Act (H.R._4174,_S._2046)
• Title II, which includes the
Open,
Public,
Electronic, and
Necessary (OPEN)
Government Data Act (Title II)
– All federal data is open by default
– Non-political CDOs are required
– Use of open data and open
models required in policy
evolution
– Penalties are higher than HIPPA
© Copyright 2020 by Peter Aiken Slide # 80https://plusanythingawesome.com
https://www.congress.gov/bill/115th-congress/house-bill/4174/text
Metadata benefits …
© Copyright 2020 by Peter Aiken Slide # 81https://plusanythingawesome.com
1. Increase the value of strategic information
(e.g. data warehousing, CRM, SCM, etc.)
by providing context for the data, thus
aiding analysts in making more effective
decisions.
2. Reduce training costs and lower
the impact of staff turnover through
thorough documentation of data context, history, and origin.
3. Reduce data-oriented research time by assisting business analysts in
finding the information they need in a timely manner.
4. Improve communication by bridging the gap between business users and
IT professionals, leveraging work done by other teams and increasing
confidence in IT system data.
5. Increased speed of system development’s time-to-market by reducing
system development life-cycle time.
6. Reduce risk of project failure through better impact analysis at various
levels during change management.
7. Identify and reduce redundant data and processes, thereby reducing
rework and use of redundant, out-of-data, or incorrect data.
+ =
Questions?
© Copyright 2020 by Peter Aiken Slide # 82https://plusanythingawesome.com
It’s your turn!
Use the chat feature or
Twitter (#dataed) to submit
your questions now!
© Copyright 2020 by Peter Aiken Slide # 83https://plusanythingawesome.com
• 'Data about data'
• Metadata unlocks the value of data, and therefore requires
management attention [Gartner]
• Metadata is less about what and more about how
• Metadata must be the language of data governance
• Metadata defines the essence of most business challenges
• Should we include this data item within the scope of our metadata
practices?
Metadata Take Aways
References & Recommended Reading
© Copyright 2020 by Peter Aiken Slide # 84https://plusanythingawesome.com
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
References, cont’d
© Copyright 2020 by Peter Aiken Slide # 85https://plusanythingawesome.com
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
References, cont’d
© Copyright 2020 by Peter Aiken Slide # 86https://plusanythingawesome.com
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
References, cont’d
© Copyright 2020 by Peter Aiken Slide # 87https://plusanythingawesome.com
from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
Upcoming Events (All webinars begin @ 18:00 UTC/2:00 PM NYC)
Getting Data Quality Right -
Success Stories
10 November 2020
Necessary Prerequisites to Data
Success: Exorcising the Seven
Deadly Data Sins
8 December 2020
Data Strategy: Plans Are
Useless but Planning is
Invaluable
14 January 2021
© Copyright 2020 by Peter Aiken Slide # 88https://plusanythingawesome.com
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DataEd Slides: Essential Metadata Strategies

  • 1. © Copyright 2020 by Peter Aiken Slide # 1paiken@plusanythingawesome.com+1.804.382.5957 Peter Aiken, PhD F o u n d a t i o n a l M e t a d a t a Practices Essential Strategies • I've been doing this a long time • My work is recognized as useful • Associate Professor of IS (vcu.edu) • Founder, Data Blueprint (datablueprint.com) • DAMA International (dama.org) • MIT CDO Society (iscdo.org) • Anything Awesome (plusanythingawesome.com) • 11 books and dozens of articles • Experienced w/ 500+ data management practices worldwide • Multi-year immersions – US DoD (DISA/Army/Marines/DLA) – Nokia – Deutsche Bank – Wells Fargo – Walmart … © Copyright 2020 by Peter Aiken Slide # 2https://plusanythingawesome.com Peter Aiken, Ph.D.
  • 2. https://plusanythingawesome.com Program Essential M etadata Strategies • Defining metadata in the context of data management – Defining data management – What do we mean by using data as metadata and why is this important? – Specific teachable example using iTunes • S1: Metadata is a gerund so don't try to treat it as a noun – Metadata is a use of data, not a type of data • S2: Enforce metadata to be the language of data governance – Make metadata the language of data governance • S3: Treat glossaries/repositories as capabilities not technology – Cyclic approaches do not start with technologies • S4: Build from metadata building blocks – Many many many resources available to jump-start metadata efforts • Benefits, application & sources – Understand that metadata defines the essence of organizational interoperability • Take Aways, References and Q&A Meta data • In the history of language, whenever two words are pasted together to form a combined concept initially, a hyphen links them • With the passage of time, the hyphen is lost. The argument can be made that that time has passed • So, the term is "metadata" • There is a copyright on the term "metadata," but it has not been enforced © Copyright 2020 by Peter Aiken Slide # 4https://plusanythingawesome.com Meta data, meta-dataMeta data, meta-data, metadata
  • 3. Investing in Metadata? • How can IT staff convince managers to plan, budget, and apply resources for metadata management? • What is metadata and why is it important? • What technologies are involved? • Internet and intranet technologies are part of the answer and will get the immediate attention of management. © Copyright 2020 by Peter Aiken Slide # 5https://plusanythingawesome.com Blind Persons and the Elephant © Copyright 2020 by Peter Aiken Slide # 6https://plusanythingawesome.com http://www.dailymirror.lk/print/opinion/editorial-we-need-to-become-channels-of-peace/172-27164 It is like a fan! It is like a snake! It is like a wall! It is like a rope! It is like a tree!
  • 4. © Copyright 2020 by Peter Aiken Slide # 7 https://plusanythingawesome.com Unrefined data management definition Sources Uses Data Management © Copyright 2020 by Peter Aiken Slide # 8https://plusanythingawesome.com More refined data management definition Sources ReuseData Management➜ ➜
  • 5. Presentation Storage Data Engineering StoryTelling DataScience Better still data management definition © Copyright 2020 by Peter Aiken Slide # 9https://plusanythingawesome.com Data Governance Data Assets/Ethical Framework Sources ➜ Use ➜Reuse ➜ Blind Persons and the Elephant © Copyright 2020 by Peter Aiken Slide # 10https://plusanythingawesome.com http://www.dailymirror.lk/print/opinion/editorial-we-need-to-become-channels-of-peace/172-27164 Presentation Data Engineering Data Science Story Telling Storage Innovations
  • 6. The prefix meta- 1. Situated behind: metacarpus. 2. a. Later in time: metestrus. b. At a later stage of development: metanephros. 3. a. Change; transformation: metachromatism. b. Alternation: metagenesis. 4. a. Beyond; transcending; more comprehensive: metalinguistics. b. At a higher state of development: metazoan. 5. Having undergone metamorphosis: metasomatic. 6. a. Derivative or related chemical substance: metaprotein. b. Of or relating to one of three possible isomers of a benzene ring with two attached chemical groups, in which the carbon atoms with attached groups are separated by one unsubstituted carbon atom: meta-dibromobenzene. Definition of the prefix meta- (Emphasis added – source: American Heritage English Dictionary © 1993 Houghton Mifflin). © Copyright 2020 by Peter Aiken Slide # Meta 11https://plusanythingawesome.com 4. a. Beyond; transcending; more comprehensive: metalinguistics. b. At a higher state of development: metazoan. © Copyright 2020 by Peter Aiken Slide # 12https://plusanythingawesome.comhttps://plusanythingawesome.com
  • 7. Analogy: a library card catalog © Copyright 2020 by Peter Aiken Slide # 13https://plusanythingawesome.com • Identifies – What books are in the library, and – Where they are located • Search by – Subject area – Author, or – Title • Catalog shows – Author – Subject tags – Publication date and – Revision history • Determine which books will meet the reader’s requirements • Without the catalog, finding things is difficult, time consuming and frustrating from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International © Copyright 2020 by Peter Aiken Slide # 14https://plusanythingawesome.com Data About Data
  • 8. The most likely managed metadata in your organization • Tracking network users and access points is metadata • Your organization's networking group allocates the responsibility for knowing: – All the devices permitted to logon to your network – Locations of all permitted access points • This responsibility belongs to a named individual(s) © Copyright 2020 by Peter Aiken Slide # 15https://plusanythingawesome.com Pre-Information Age Metadata • Examples of information architecture achievements that happened well before the information age: – Page numbering – Alphabetical order – Table of contents – Indexes – Lexicons – Maps – Diagrams © Copyright 2020 by Peter Aiken Slide # 16https://plusanythingawesome.com Example from: How to make sense of any mess by Abby Covert (2014) ISBN: 1500615994 "While we can arrange things with the intent to communicate certain information, we can't actually make information. Our users do that for us."
  • 9. Remove the structure and things fall apart rapidly © Copyright 2020 by Peter Aiken Slide # 17https://plusanythingawesome.com Metadata yields … © Copyright 2020 by Peter Aiken Slide # 18https://plusanythingawesome.com Valuable information about your data assets: • Do we have these specific (or this class of) data assets? • What is the quality of … • What will be the cost to improve this class of data assets? • Can these data assets be provided more granularly? • … (increasing insight) Yes! Not suitable! 35¢/apiece Not easily!
  • 10. Metadata Management © Copyright 2020 by Peter Aiken Slide # 19https://plusanythingawesome.com DataManagement BodyofKnowledge(DMBoKV2) Practice Areas from The DAMA Guide to the Data Management Body of Knowledge 2E © 2017 by DAMA International Metadata Management © Copyright 2020 by Peter Aiken Slide # from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International 20https://plusanythingawesome.com
  • 11. Example: iTunes Metadata © Copyright 2020 by Peter Aiken Slide # 21https://plusanythingawesome.com • Example: - iTunes Metadata • Insert a recently purchased CD • iTunes can: - Count the number of tracks (25) - Determine the length of each track Example: iTunes Metadata https://plusanythingawesome.com Example: iTunes Metadata © Copyright 2020 by Peter Aiken Slide # 22https://plusanythingawesome.com • When connected to the Internet iTunes connects to the Gracenote(.com) Media Database and retrieves: – CD Name – Artist – Track Names – Genre – Artwork • Sure would be a pain to type in all this information Example: iTunes Metadata https://plusanythingawesome.com
  • 12. Example: iTunes Metadata • To organize iTunes – I create a "New Smart Playlist" for Artist's containing "Miles Davis" © Copyright 2020 by Peter Aiken Slide # 23https://plusanythingawesome.com Example: iTunes Metadata https://plusanythingawesome.com • Notice I didn't get the desired results • I already had another Miles Davis recording • Must fine-tune the request to get the desired results – Album contains "The complete birth of the cool" • Now I can move the playlist "Miles Davis" to a folder © Copyright 2020 by Peter Aiken Slide # 24https://plusanythingawesome.com Example: iTunes Metadata https://plusanythingawesome.com
  • 13. Example: iTunes Metadata • The same: – Interface – Processing – Data Structures • are applied to – Podcasts – Movies – Books – .pdf files • Economies of scale are enormous © Copyright 2020 by Peter Aiken Slide # 25https://plusanythingawesome.com Example: iTunes Metadata https://plusanythingawesome.com Metadata yields … © Copyright 2020 by Peter Aiken Slide # 26https://plusanythingawesome.com Valuable information about your iTunes assets: • Do we have these specific Miles Davis recordings? • Most my played Miles Davis recording • What will be the cost to improve this class of data assets? • Can I listen to the entire album before dinner? Yes! Bitches Brew 2¢/each Not easily!
  • 14. https://plusanythingawesome.com Program Essential M etadata Strategies • Defining metadata in the context of data management – Defining data management – What do we mean by using data as metadata and why is this important? – Specific teachable example using iTunes • S1: Metadata is a gerund so don't try to treat it as a noun – Metadata is a use of data, not a type of data • S2: Enforce metadata to be the language of data governance – Make metadata the language of data governance • S3: Treat glossaries/repositories as capabilities not technology – Cyclic approaches do not start with technologies • S4: Build from metadata building blocks – Many many many resources available to jump-start metadata efforts • Benefits, application & sources – Understand that metadata defines the essence of organizational interoperability • Take Aways, References and Q&A As a topic, Data is ... © Copyright 2020 by Peter Aiken Slide # Wally Easton Playing Piano https://www.youtube.com/watch?v=NNbPxSvII-Q 28https://plusanythingawesome.com Complex & detailed • Outsiders do not want to hear about or discuss any aspects of challenges/solutions • Most are unqualified re: architecture/ engineering Taught inconsistently • Focus is on technology • Business impact is not addressed Not well understood • Lack of standards/ poor literacy/ unknown dependencies • (Re)learned by every workgroup
  • 15. © Copyright 2020 by Peter Aiken Slide # 29https://plusanythingawesome.comhttps://plusanythingawesome.com © Copyright 2020 by Peter Aiken Slide # 30https://plusanythingawesome.com • If others do not understand what you do then you are perceived with a cost bias • If others understand what you do then you can be perceived with a value bias Comprehension by others is critical!
  • 16. © Copyright 2020 by Peter Aiken Slide # 31https://plusanythingawesome.com Defining Metadata © Copyright 2020 by Peter Aiken Slide # 32https://plusanythingawesome.com Adapted from Brad Melton Where How Who When Data Metadata is any combination of any circle and the data in the center that unlocks the value of the data! What Why
  • 17. Outlook Example © Copyright 2020 by Peter Aiken Slide # 33https://plusanythingawesome.com "Outlook" metadata is used to navigate/manage email What: "Subject" How: "Priority" Where: "USERID/Inbox", 
 "USERID/Personal" Why: "Body" When: "Sent" & "Received” • Find the important stuff/weed out junk • Organize for future access/outlook rules • Imagine how managing e-mail (already non-trivial) would change if Outlook did not make use of metadata Who:"To" & "From?" Definitions • Metadata is – Everywhere in every data management activity and integral to all IT systems and applications. – To data what data is to real life. Data reflects real life transactions, events, objects, relationships, etc. Metadata reflects data transactions, events, objects, relations, etc. – The data that describe the structure and workings of an organization’s use of information, and which describe the systems it uses to manage that information. [quote from David Hay's book, page 4] • Data describing various facets of a data asset, for the purpose of improving its usability throughout its life cycle [Gartner 2010] • Metadata unlocks the value of data, and therefore requires management attention [Gartner 2011] • Metadata Management is – The set of processes that ensure proper creation, storage, integration, and control to support associated use of metadata © Copyright 2020 by Peter Aiken Slide # 34https://plusanythingawesome.com
  • 18. © Copyright 2020 by Peter Aiken Slide # 35https://plusanythingawesome.com 0 500 1000 1500 2000 2500 Manage Positions(2%) Plan Careers (~5%) AdministerTraining (~5%) Plan Successions(~5% Manage Competencies(20%) Recruit Workforce (62%) DevelopWorkforce(29.9%) AdministerWorkforce(28.8%) CompensateEmployees(23.7%) MonitorWorkplace(8.1%) DefineBusiness(4.4%) TargetSystem (3.9%) EDI Manager (.9%) TargetSystem Tools(.3%) Administer Workforce Metadata Uses © Copyright 2020 by Peter Aiken Slide # 36https://plusanythingawesome.com 0 500 1000 1500 2000 2500 Manage Positions(2%) Plan Careers (~5%) AdministerTraining (~5%) Plan Successions(~5% Manage Competencies(20%) Recruit Workforce (62%) DevelopWorkforce(29.9%) AdministerWorkforce(28.8%) CompensateEmployees(23.7%) MonitorWorkplace(8.1%) DefineBusiness(4.4%) TargetSystem (3.9%) EDI Manager (.9%) TargetSystem Tools(.3%) Administer Workforce
  • 19. Why data structure problems have been difficult? © Copyright 2020 by Peter Aiken Slide # 37https://plusanythingawesome.comhttps://plusanythingawesome.com © Copyright 2020 by Peter Aiken Slide # 38https://plusanythingawesome.com Student Data Base Master
  • 20. © Copyright 2020 by Peter Aiken Slide # 39https://plusanythingawesome.com Proposed Data Model Metadata … • Isn't – Is not a noun – One persons data is another's metadata • Is more of a verb? – Represents a use of existing facts, rather than a type of data itself • It is a gerund – a form that is derived from a verb but that functions as a noun – e.g., asking in do you mind my asking you? – Describes a use of data - not a type of data • Describes the use of some attributes of data to understand or manage that same data from a different (usually higher) level of abstraction • Value proposition – Is this data worth including within the scope of our metadata practices? © Copyright 2020 by Peter Aiken Slide # 40https://plusanythingawesome.com
  • 21. Keep the proper focus • Wrong question: – Is this metadata? • Right question: – Should we include this data item within the scope of our metadata practices? © Copyright 2020 by Peter Aiken Slide # 41https://plusanythingawesome.comhttps://plusanythingawesome.com https://plusanythingawesome.com Program Essential M etadata Strategies • Defining metadata in the context of data management – Defining data management – What do we mean by using data as metadata and why is this important? – Specific teachable example using iTunes • S1: Metadata is a gerund so don't try to treat it as a noun – Metadata is a use of data, not a type of data • S2: Enforce metadata to be the language of data governance – Make metadata the language of data governance • S3: Treat glossaries/repositories as capabilities not technology – Cyclic approaches do not start with technologies • S4: Build from metadata building blocks – Many many many resources available to jump-start metadata efforts • Benefits, application & sources – Understand that metadata defines the essence of organizational interoperability • Take Aways, References and Q&A
  • 22. Data Data Data Information Fact Meaning Request [Built on definitions from Dan Appleton 1983] Intelligence Strategic Use Data Data Data Data A Model Defining 3 Important Concepts © Copyright 2020 by Peter Aiken Slide # 43https://plusanythingawesome.com “You can have data without information, but you cannot have information without data” — Daniel Keys Moran, Science Fiction Writer 1. Each FACT combines with one or more MEANINGS. 2. Each specific FACT and MEANING combination is referred to as a DATUM. 3. An INFORMATION is one or more DATA that are returned in response to a specific REQUEST 4. INFORMATION REUSE is enabled when one FACT is combined with more than one MEANING. 5. INTELLIGENCE is INFORMATION associated with its STRATEGIC USES. 6. DATA/INFORMATION must formally arranged into an ARCHITECTURE. Wisdom & knowledge are often used synonymously Useful Data Data Strategy and Data Governance in Context © Copyright 2020 by Peter Aiken Slide # 44https://plusanythingawesome.com Organizational Strategy Data Strategy IT Projects Organizational Operations Data Governance Data asset support for organizational strategy What the data assets do to support strategy How well the data strategy is working Operational feedback How data is delivered by IT How IT supports strategy Other aspects of organizational strategy
  • 23. Data Strategy and Governance in Strategic Context © Copyright 2020 by Peter Aiken Slide # 45https://plusanythingawesome.com Organizational Strategy Data Strategy Data Governance Data asset support for organizational strategy What the data assets do to support strategy How well the data strategy is working (Business Goals) (Metadata) IT Projects How data is delivered by IT Data Governance & Data Stewards © Copyright 2020 by Peter Aiken Slide # 46https://plusanythingawesome.com Data Strategy Data Governance What the data assets do to support strategy How well the data strategy is working (Business Goals) (Metadata) Data Stewards What is the most effective use of steward investments? (Metadata) Progress, plans, problems
  • 24. Domain expertise is less ← | → Domain expertise is greater Roles more formally defined ← |→ Roles less formally defined Encountergoverneddatamoredirectly←|→Encountergoverneddatalessdirectly Moretimeisdedicated←|→Lesstimeisdedicated IT/Systems Development Leadership (data decision makers) Stewards (data trustees) Guidance Decisions Participants/Experts (data subject matter experts) Other Sources/Uses (data makers & consumers) IT/SystemsDevelopment Data/feedback Changes Action R esources Ideas Data/Feedback Components comprising the data community © Copyright 2020 by Peter Aiken Slide # 47https://plusanythingawesome.com Leadership (data decision makers) Stewards (data trustees) Guidance Decisions Participants/Experts (data subject matter experts) Other Sources/Uses (data makers & consumers) Data/feedback Changes Action R esources Ideas Data/Feedback Basic Version © Copyright 2020 by Peter Aiken Slide # 48https://plusanythingawesome.com
  • 25. Metadata yields … © Copyright 2020 by Peter Aiken Slide # 49https://plusanythingawesome.com Valuable information about your data governance assets & processes: • Do we have a shared understanding of our goals? • Are we and IT focused on similar goals • How cost effective are we being? • What kind of metadata do we find most valuable? • … (increasing insight) Yes! Yes 2¢/each Supply Chain https://plusanythingawesome.com Program Essential M etadata Strategies • Defining metadata in the context of data management – Defining data management – What do we mean by using data as metadata and why is this important? – Specific teachable example using iTunes • S1: Metadata is a gerund so don't try to treat it as a noun – Metadata is a use of data, not a type of data • S2: Enforce metadata to be the language of data governance – Make metadata the language of data governance • S3: Treat glossaries/repositories as capabilities not technology – Cyclic approaches do not start with technologies • S4: Build from metadata building blocks – Many many many resources available to jump-start metadata efforts • Benefits, application & sources – Understand that metadata defines the essence of organizational interoperability • Take Aways, References and Q&A
  • 26. © Copyright 2020 by Peter Aiken Slide # 51https://plusanythingawesome.com Definition of Bed Purpose statement incorporates motivations Entity: BED Data Asset Type: Principal Data Entity Purpose: This is a substructure within the Room substructure of the Facility Location. It contains information about beds within rooms. Source: Maintenance Manual for File and Table Data (Software Version 3.0, Release 3.1) Attributes: Bed.Description Bed.Status Bed.Sex.To.Be.Assigned Bed.Reserve.Reason Associations: >0-+ Room Status: Validated A purpose statement describing • Why the organization is maintaining information about this business concept • Sources of information about it • A partial list of the attributes or characteristics of the entity and • Associations with other data items (this one is read as "One room contains zero or many beds.") © Copyright 2020 by Peter Aiken Slide # 52https://plusanythingawesome.com Draft
  • 27. © Copyright 2020 by Peter Aiken Slide # 53https://plusanythingawesome.com NTB © Copyright 2020 by Peter Aiken Slide # 54https://plusanythingawesome.com NokiaTermBank
  • 28. Uneven Conversations © Copyright 2020 by Peter Aiken Slide # 55https://plusanythingawesome.com 0 25 50 75 100 Customers Vendors Very Knowledgeable Not Knowledgeable Tech-knowledgeGap FTI Metadata Model © Copyright 2020 by Peter Aiken Slide # 56https://plusanythingawesome.com
  • 29. Build Your Own Metadata Repository © Copyright 2020 by Peter Aiken Slide # 57https://plusanythingawesome.com Sample Low-tech Repository © Copyright 2020 by Peter Aiken Slide # 58https://plusanythingawesome.comhttps://plusanythingawesome.com
  • 30. For each column … © Copyright 2020 by Peter Aiken Slide # 59https://plusanythingawesome.comhttps://plusanythingawesome.com Where does this key function as a primary key? © Copyright 2020 by Peter Aiken Slide # 60https://plusanythingawesome.comhttps://plusanythingawesome.com
  • 31. Where does this key function as a foreign key? © Copyright 2020 by Peter Aiken Slide # 61https://plusanythingawesome.comhttps://plusanythingawesome.com Where does this key function as an attribute? © Copyright 2020 by Peter Aiken Slide # 62https://plusanythingawesome.comhttps://plusanythingawesome.com
  • 32. Metadata yields … © Copyright 2020 by Peter Aiken Slide # 63https://plusanythingawesome.com Valuable information about your data assets: • Do we have these specific (or this class of) data assets? • Is this data item used elsewhere? • What did cost to acquired this set of assets? • Can these data assets be share securely? • … (a model for how your information should be managed) Yes! Nowhere! 35¢/apiece Not easily! https://plusanythingawesome.com Program Essential M etadata Strategies • Defining metadata in the context of data management – Defining data management – What do we mean by using data as metadata and why is this important? – Specific teachable example using iTunes • S1: Metadata is a gerund so don't try to treat it as a noun – Metadata is a use of data, not a type of data • S2: Enforce metadata to be the language of data governance – Make metadata the language of data governance • S3: Treat glossaries/repositories as capabilities not technology – Cyclic approaches do not start with technologies • S4: Build from metadata building blocks – Many many many resources available to jump-start metadata efforts • Benefits, application & sources – Understand that metadata defines the essence of organizational interoperability • Take Aways, References and Q&A
  • 33. Architecture • Things – (components) data structures • The functions of the things – (individually) sources and uses of data • How the things interact – (as a system, towards a goal) Efficiencies/effectiveness © Copyright 2020 by Peter Aiken Slide # 65https://plusanythingawesome.com © Copyright 2020 by Peter Aiken Slide # 66 https://plusanythingawesome.com A B C D A B C D A D C B Intricate Dependencies Purposefulness • Details are organized into larger components • Larger components are organized into models • Models are organized into architectures (comprised of architectural components) How are components expressed as architectures?
  • 34. How are data structures expressed as architectures? • Attributes are organized into entities/objects – Attributes are characteristics of "things" – Entitles/objects are "things" whose information is managed in support of strategy – Examples • Entities/objects are organized into models – Combinations of attributes and entities are structured to represent information requirements – Poorly structured data, constrains organizational information delivery capabilities – Examples • Models are organized into architectures – When building new systems, architectures are used to plan development – More often, data managers do not know what existing architectures are and - therefore - cannot make use of them in support of strategy implementation – Why no examples? © Copyright 2020 by Peter Aiken Slide # 67https://plusanythingawesome.com Intricate Dependencies Purposefulness Design Patterns • Why are the restrooms in the same place in each building? • What about the electrical wiring? • HVAC? Floorplans? ... • Architecture design patterns (spoke and hub, hub of hubs, warehouse, cloud, MDM, changing tires, portal) © Copyright 2020 by Peter Aiken Slide # 68https://plusanythingawesome.com
  • 35. Meta Data Models © Copyright 2020 by Peter Aiken Slide # 69https://plusanythingawesome.com Metadata Data Model © Copyright 2020 by Peter Aiken Slide # SCREEN ELEMENT screen element id # data item id # screen element descr. INTERFACE ELEMENT interface element id # data item id # interface element descr. INPUT ELEMENT input element id # data item id # input element descr. OUTPUT ELEMENT output element id # data item id # output element descr. MODEL VIEW model view element id # data item id # model view element des. DEPENDENCY dependency elem id # data item id # process id # dependency description CODE code id # data item id # stored data item # code location INFORMATION information id # data item id # information descr. information request PROCESS process id # data item id # process description USER TYPE user type id # data item id # information id # user type description LOCATION location id # information id # printout element id # process id # stored data items id # user type id # location description PRINTOUT ELEMENT printout element id # data item id # printout element descr. STORED DATA ITEM stored data item id # data item id # location id # stored data description DATA ITEM data item id # data item description 70https://plusanythingawesome.com
  • 36. © Copyright 2020 by Peter Aiken Slide # 71https://plusanythingawesome.com Business Goals Model Defines the mission of the enterprise, its long-range goals, and the business policies and assumptions that affect its operations. Business Rules Model Records rules that govern the operation of the business and the Business Events that trigger execution of Business Processes. Enterprise Structure Model Defines the scope of the enterprise to be modeled. Assigns a name to the model that serves to qualify each component of the model. Extension Support Model Provides for tactical Information Model extensions to support special tool needs. Info Usage Model Specifies which of the Entity-Relationship Model component instances are used by other Information Model components. Global Text Model Supports recording of extended descriptive text for many of the Information Model components. DB2 Model Refines the definition of a Relational Database design to a DB2-specific design. IMS Structures Model Defines the component structures and elements and the application program views of an IMS Database. Flow Model Specifies which of the Entity Relationship Model component instances are passed between Process Model components. Applications Structure Model Defines the overall scope of an automated Business Application, the components of the application and how they fit together. Data Structures Model Defines the data structures and their elements used in an automated Business Application. Application Build Model Defines the tools, parameters and environment required to build an automated Business Application. Derivations/Constraints Model Records the rules for deriving legal values for instances of Entity-Relationship Model components, and for controlling the use or existence of E-R instance. Entity-Relationship Model Defines the Business Entities, their properties (attributes) and the relationships they have with other Business Entities. Organization/Location Model Records the organization structure and location definitions for use in describing the enterprise. Process Model Defines Business Processes, their sub processes and components. Relational Database Model Describes the components of a Relational Database design in terms common to all SAA relational DBMSs. Test Model Identifies the various file (test procedures, test cases, etc.) affiliated with an automated business Application for use in testing that application. Library Model Records the existence of non-repository files and the role they play in defining and building an automated Business Application. Panel/Screen Model Identifies the Panels and Screens and the fields they contain as elements used in an automated Business Application. Program Elements Model Identifies the various pieces and elements of application program source that serve as input to the application build process. Value Domain Model Defines the data characteristics and allowed values for information items. Strategy Model Records business strategies to resolve problems, address goals, and take advantage of business opportunities. It also records the actions and steps to be taken.Resource/Problem Model Identifies the problems and needs of the enterprise, the projects designed to address those needs, and the resources required. Process Model Extension Support Model Application Structure Model DB2 Model Relational Database Model Global Text Model Strategy Model Derivations/ Constriants Model Application Build Model Test Model Panel/ Screen Model IMS Structure Model Data Structure Model Program Elements Model Business Model Goals Organization/ LocationModel Resource/ Problem Model Enterprise Structure Model Entity- Relationship Model Info Usage Model Value Domain Model Flow Model Business Rules Model Library Model IBM's AD/Cycle Information Model Metadata for Semistructured Data • Metadata describes both structured and semi-structured data – You cannot convert unstructured data into structured data – Better description: Non-tabular data ➜ tabular data • Semi-structured data – Any data that is not in a database or data file, including documents or other media data • Metadata for semi-structured data exists in many formats, responding to a variety of different requirements • Examples of Metadata repositories describing unstructured data: – Content management applications – University websites – Company intranet sites – Data archives – Electronic journals collections – Community resource lists • Common method for classifying Metadata in unstructured sources is to describe them as descriptive metadata, structural metadata, or administrative metadata • Examples of descriptive metadata: – Catalog information – Thesauri keyword terms • Examples of structural metadata – Dublin Core – Field structures – Format (audio/visual, booklet) – Thesauri keyword labels – XML schemas • Examples of administrative metadata – Source(s) – Integration/update schedule – Access rights – Page relationships (e.g. site navigational design) © Copyright 2020 by Peter Aiken Slide # 72https://plusanythingawesome.com from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
  • 37. Metadata patterns yield … © Copyright 2020 by Peter Aiken Slide # 73https://plusanythingawesome.com Valuable comparisons and 'starting foundations': • Do we have to create a pharmacy billing system from scratch? • Will the proposed software 'fit'? • Do industry best practices exist? • Has anyone published a model implementing GPPR? No! Yes! Yes Not yet! https://plusanythingawesome.com Program Essential M etadata Strategies • Defining metadata in the context of data management – Defining data management – What do we mean by using data as metadata and why is this important? – Specific teachable example using iTunes • S1: Metadata is a gerund so don't try to treat it as a noun – Metadata is a use of data, not a type of data • S2: Enforce metadata to be the language of data governance – Make metadata the language of data governance • S3: Treat glossaries/repositories as capabilities not technology – Cyclic approaches do not start with technologies • S4: Build from metadata building blocks – Many many many resources available to jump-start metadata efforts • Benefits, application & sources – Understand that metadata defines the essence of organizational interoperability • Take Aways, References and Q&A
  • 38. • They know you rang a phone sex service at 2:24 am and spoke for 18 minutes. But they don't know what you talked about. • They know you called the suicide prevention hotline from the Golden Gate Bridge. But the topic of the call remains a secret. • They know you spoke with an HIV testing service, then your doctor, then your health insurance company in the same hour. But they don't know what was discussed. • They know you received a call from the local NRA office while it was having a campaign against gun legislation, and then called your senators and congressional representatives immediately after. But the content of those calls remains safe from government intrusion. • They know you called a gynecologist, spoke for a half hour, and then called the local Planned Parenthood's number later that day. But nobody knows what you spoke about. – https://www.eff.org/deeplinks/2013/06/why-metadata-matters © Copyright 2020 by Peter Aiken Slide # 75https://plusanythingawesome.com Why Metadata Matters © Copyright 2020 by Peter Aiken Slide #https://plusanythingawesome.com 76Shoshana Zuboff, The Age of Surveillance Capitalism Who knows? Who decides? and Who decides Who decides? In modern capitalist society, technology was, is, and always will be an expression of the economic objectives that direct it into action. Widespread Ignorance
  • 39. Envera Business Value Proposition © Copyright 2020 by Peter Aiken Slide # 77https://plusanythingawesome.com © Copyright 2020 by Peter Aiken Slide # 78https://plusanythingawesome.com The Real Value of Metadata
  • 40. • Foundations for Evidence-Based Policymaking Act (H.R._4174,_S._2046) • Purpose: To amend titles 5 and 44, United States Code, - to require Federal evaluation activities - improve Federal data management, and - for other purposes. • Opposition? - FEPA Gives Bureaucrats, Private Parties, Hackers A Data Gold Mine https://truthinamericaneducation.com/privacy-issues-state-longitudinal-data-systems/fepa-gives- bureaucrats-private-parties-hackers-data-gold-mine/ - "A lifelong data citizen surveillance system from coming into fruition" https://youtu.be/Qr14ZmrQGu0 • Passed House 356–17 21-12-2018 • Passed Senate unanimously 21-12-2018 • Signed by the President 14-1-2019 FEPA/H.R. 4174 © Copyright 2020 by Peter Aiken Slide # https://www.congress.gov/bill/115th-congress/house-bill/4174/text 79https://plusanythingawesome.com OPEN Government Data Act • Signed on 1/14/19 • Foundations for Evidence-Based Policymaking (FEBP) Act (H.R._4174,_S._2046) • Title II, which includes the Open, Public, Electronic, and Necessary (OPEN) Government Data Act (Title II) – All federal data is open by default – Non-political CDOs are required – Use of open data and open models required in policy evolution – Penalties are higher than HIPPA © Copyright 2020 by Peter Aiken Slide # 80https://plusanythingawesome.com https://www.congress.gov/bill/115th-congress/house-bill/4174/text
  • 41. Metadata benefits … © Copyright 2020 by Peter Aiken Slide # 81https://plusanythingawesome.com 1. Increase the value of strategic information (e.g. data warehousing, CRM, SCM, etc.) by providing context for the data, thus aiding analysts in making more effective decisions. 2. Reduce training costs and lower the impact of staff turnover through thorough documentation of data context, history, and origin. 3. Reduce data-oriented research time by assisting business analysts in finding the information they need in a timely manner. 4. Improve communication by bridging the gap between business users and IT professionals, leveraging work done by other teams and increasing confidence in IT system data. 5. Increased speed of system development’s time-to-market by reducing system development life-cycle time. 6. Reduce risk of project failure through better impact analysis at various levels during change management. 7. Identify and reduce redundant data and processes, thereby reducing rework and use of redundant, out-of-data, or incorrect data. + = Questions? © Copyright 2020 by Peter Aiken Slide # 82https://plusanythingawesome.com It’s your turn! Use the chat feature or Twitter (#dataed) to submit your questions now!
  • 42. © Copyright 2020 by Peter Aiken Slide # 83https://plusanythingawesome.com • 'Data about data' • Metadata unlocks the value of data, and therefore requires management attention [Gartner] • Metadata is less about what and more about how • Metadata must be the language of data governance • Metadata defines the essence of most business challenges • Should we include this data item within the scope of our metadata practices? Metadata Take Aways References & Recommended Reading © Copyright 2020 by Peter Aiken Slide # 84https://plusanythingawesome.com from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
  • 43. References, cont’d © Copyright 2020 by Peter Aiken Slide # 85https://plusanythingawesome.com from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International References, cont’d © Copyright 2020 by Peter Aiken Slide # 86https://plusanythingawesome.com from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International
  • 44. References, cont’d © Copyright 2020 by Peter Aiken Slide # 87https://plusanythingawesome.com from The DAMA Guide to the Data Management Body of Knowledge © 2009 by DAMA International Upcoming Events (All webinars begin @ 18:00 UTC/2:00 PM NYC) Getting Data Quality Right - Success Stories 10 November 2020 Necessary Prerequisites to Data Success: Exorcising the Seven Deadly Data Sins 8 December 2020 Data Strategy: Plans Are Useless but Planning is Invaluable 14 January 2021 © Copyright 2020 by Peter Aiken Slide # 88https://plusanythingawesome.com Brought to you by:
  • 45. Event Pricing © Copyright 2020 by Peter Aiken Slide # 89https://plusanythingawesome.com • 20% off directly from the publisher on select titles • My Book Store @ http://plusanythingawwsome.com • Enter the code "anythingawesome" at the Technics bookstore checkout where it says to "Apply Coupon" anythingawesome peter@plusanythingawesome.com +1.804.382.5957 Questions? Thank You! © Copyright 2020 by Peter Aiken Slide # 90 + = Book a call with Peter to discuss anything - https://plusanythingawesome.com/OfficeHours.html