Operation and administration
This chapter contains thoughts about how to plan for the ongoing administration of an IBM InfoSphere Master Data Management Reference Data Management Hub (InfoSphere MDM Ref DM Hub) solution. Establishing overall governance to the management of reference data is key to the ongoing quality. This chapter includes the following topics:
8.1 Managing InfoSphere MDM Ref DM Hub with multiple user groups
An InfoSphere MDM Ref DM Hub installation can be used for many various owners and consumers. Each user group (owner and consumer, also called an adopter) can manage, use, or share different reference data sets and mappings. Each reference data set and mapping can have different type definitions. All of this complexity leads to a best practice to document and update the initial information design and ongoing changes.
8.1.1 Initial model design for a new user group
The initial design should capture all the information necessary to set up the objects in InfoSphere MDM Ref DM Hub. Figure 8-1 illustrates a design option that establishes a set of standard Set and Value properties that are in all reference data sets (RDS) to ensure content quality. Then, individual taxonomies and mappings have custom properties.
Figure 8-1 Example of the use of common set properties and documenting custom only
This approach helps to ensure consistency where appropriate, while allowing for the addition of information for each user group when necessary.
In addition to the information model, the following items should be in the adoption documentation:
•A matrix of the roles that are required and the LDAP groups that will be used to provide access
The matrix shows the groups to which users must be added:
– InfoSphere MDM Ref DM Hub Role access
These groups allow a user to perform a specific role such as administrator, approver, reviewer, and stakeholder (reader). In InfoSphere MDM Ref DM Hub, these groups control which tabs and functions the user can perform.
– Individual InfoSphere MDM Ref DM Hub Object access
These groups provide control over the reference data sets and mappings that a user can see and modify.
•A matrix of the lifecycle processes to be used for each object
8.1.2 Managing ongoing changes
InfoSphere MDM Ref DM Hub provides a feature that allows properties to be added to a type after data is collected. Consider the following information when adding properties:
•Adding new property
A “new” property can be added at any time without affecting the remainder of the data.
You can initialize a new property manually. Or, you can export the reference data set or mapping, update the value of the set attribute to a default or specific setting, and import back into a new version of the object.
•Changing existing property
Changing an existing property or deleting a property is more difficult. That property must have a null value in all values in a set or mapping.
One option is to export the set, null all the values for the property you want to change, and then import the set back in. The reference data set type can then be changed with the modification to that property.
The set can then be re-imported with the appropriate value in that property.
8.1.3 Engaging new user groups
A new user group (owners, consumers, or both) fits into one of three categories:
•Systems that want to consume only existing reference data
In this category, the engagement process focuses mostly on these items:
– Creating the appropriate documents of understanding with the set owners to ensure appropriate communication of changes to sets in the format that the system requires.
– Documenting the system integration required and the format of any outputs.
•Owners of reference data who want to make it available for others to consume
In this category, the business process and information modeling, described earlier, apply.
•User groups who want to consume both existing reference data and add more sets
In this category, both of the previous categories must be considered.
InfoSphere MDM Ref DM Hub is a tool that helps to provide governance of reference data. The reference data needs of any new user group must be compared against the existing data available. The user group setup process must ensure that no duplicate instances are introduced.
8.2 New user group setup process
When a new user group of InfoSphere MDM Ref DM Hub is being set up, you must take appropriate steps.
Enabling new personnel to work with InfoSphere MDM Ref DM Hub involves several steps in planning, configuring, and customizing InfoSphere MDM Ref DM Hub to support the new users. Training is important. As much as possible, training should focus on the tasks that the individuals will perform and provide extra information to help them understand the broader capabilities of InfoSphere MDM Ref DM Hub and how their team is using it. The other major activity in setting up new personnel involves understanding the work they will be doing and planning their access control. In some InfoSphere MDM Ref DM Hub applications, the process of setting up a new user group is called a boarding process.
8.2.1 Access control groups and roles
InfoSphere MDM Ref DM Hub uses the WebSphere Application Server access control functions. Users must be identified to WebSphere Application Server with user ID and passwords. Users must be placed in groups known to WebSphere Application Server. Those groups are then granted two forms of access or capability in InfoSphere MDM Ref DM Hub.
LDAP is an appropriate complementary technology on which to build the group and individual access control capabilities. InfoSphere MDM Ref DM Hub can pull in LDAP-based information about individuals and groups so that the organization can more easily manage the access of those individuals and share that access control infrastructure with other systems.
In the remainder of this section, groups are used to provide access, without distinguishing the considerations for WebSphere Application Server managed groups versus externally managed groups that are accessed through LDAP protocols.
InfoSphere MDM Ref DM Hub employs two classes or concepts of capability. The two user capability concepts in the following list are controlled by groups:
•The ability to make changes on specific reference data sets and mappings. These groups are named in the owner property. The owner property is a standard reference data set level property. If a user is not in one of these groups, the user cannot modify any reference data set, however, the user can browse the reference data sets.
•The ability to perform certain functions or operations within InfoSphere MDM Ref DM Hub, for example, approve a reference data set, modify the properties (reference data type) for an reference data set.
Roles users might fulfill
The roles are based on the operations that the roles play in InfoSphere MDM Ref DM Hub. InfoSphere MDM Ref DM Hub includes the following roles:
•Reference Data Steward: This basic role is for someone who creates and maintains reference data values.
•Reference Data Set Approver: This role carries more responsibility than the steward because an understanding of the implications of approving new versions of reference data sets is required.
•Reference Data Expert and Reference Data Subject Matter Expert: The person or persons in this role have the most expertise in the information architecture of the reference data and knowledgeable of the master data in the systems that use the reference data.
The roles of users determine the function control groups in which they are included.
Reference data set access
If multiple teams use InfoSphere MDM Ref DM Hub to manage various sets of reference data, place the users in groups that align with their team or teams. Those groups should then be used in the “owner” property of the reference data sets with which the teams will be collaborating to manage so that users can perform operations or functions on the correct reference data.
Special access control considerations
Multiple InfoSphere MDM Ref DM Hub systems should be established to support an organization that needs orderly control over changes to reference and master data. In such situations, three or more InfoSphere MDM Ref DM Hub systems might be configured with related but distinct roles an in the following examples:
•RDM production system
•RDM (new) function test system
•RDM development system
•RDM training system
The access control groups on these systems vary. New users are likely enabled on the training system first. Users who are given more responsibility are likely getting that authority also on the training system first. The development system might be accessible only to the development team and selected users, including super users (the Reference Data Subject Matter Experts). Most users will have access to both the production system and the test system. Some access control groups will be shared across the training, test, and production systems. Some groups will provide super user access uniquely on the production and development systems. Many developers will not have access to the production system. Likewise, most users will not have access to the development system.
8.2.2 Customized training materials for each role defined
Providing proper training about the routine tasks that a user performs after deploying InfoSphere MDM Ref DM Hub is essential for smooth operation. The training topics described next are suggestions.
Basis training topics
Include the following topics in the basic training:
•Working with reference data sets:
– Locating a reference data set in the list view of reference data sets
– Locating a reference data set in the folder view of reference sets
– Locating a value in an reference data set
– Locating a hierarchy
– Adding a value to an existing reference set
– Editing an existing value or other properties in an reference set
– Changing a hierarchy
– Workflow steps for a reference set
•Working with mappings:
– Adding a new value to value mapping
Intermediate training topics
Include the following topics in the intermediate training:
•Creating folders to organize reference data sets
•Moving reference data sets into folders
Advanced training topics
Include the following topics in the advanced training:
•Working with reference data sets:
– Creating new reference data sets
– Creating new versions of reference data sets and hierarchies
– Managing translations
•Working with mappings:
– Creating new mappings
– Creating new versions of mappings
•Importing and exporting:
– Importing reference data sets and hierarchies
– Importing mappings
– Exporting reference data sets and hierarchies
– Exporting mappings
8.3 Reporting
The InfoSphere MDM Ref DM Hub user interface (UI) provides access to individual objects such as reference data sets, hierarchies, and mappings. You can filter long lists to find and view the values and metadata managed. However, there are times when exporting and transforming the reference data into HTML reports is helpful, to be viewed in a browser or in comma-delimited files that can be opened in a spreadsheet.
Several reasons for providing reports are as follows:
•To provide access to the reference data information for users who will never have access to the InfoSphere MDM Ref DM Hub user interface.
•To assemble multiple objects for viewing, for example, showing the mapping between two or more reference data sets.
•For quality assurance; links to reports can be distributed to various users for review and feedback.
•To compare versions of complex object relationships.
Examples of typical reports are as follows:
•A single reference data set: Variations of this report might include the following information:
– Node status information from a custom property (Figure 8-2)
Figure 8-2 Single reference data set with node status report
– Additional columns for custom properties (Figure 8-3)
Figure 8-3 Report with custom attributes
– Version comparisons, with node change information (Figure 8-4)
Figure 8-4 Report with node change information, comparing versions
•A single reference data set with a hierarchy (Figure 8-5)
Figure 8-5 Reference data set with a hierarchy
•A mapping of two reference data sets, A to B (Figure 8-6)
Figure 8-6 Mapping report of two reference data sets (A to B)
•A mapping of three reference data sets, A to B to C, or A to B and C (Figure 8-7)
Figure 8-7 Mapping report of three reference data sets (A to B to C)
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