real-world data governance: governing data through metadata

www.asg.com © 2012 Allen Systems Group, Inc.

Governing Data through Metadata RWDG Webinar: March 21, 2013

Ian Rowlands, Vice President of Product Management, ASG

www.asg.com © 2012 Allen Systems Group, Inc. 2

What we know about the data we define, produce and use can be the most valuable tool to help us govern data. This metadata includes information we already harvest through tools used in our data management and business intelligence environments, metadata we store in artifacts we develop to enhance our data governance program, and metadata that is recorded specifically to apply formal accountability for data and information. Metadata is a byproduct of any best practice data governance solution and organizations are using that metadata in many unique ways.

The third Real-World Data Governance webinar of the 2013 calendar year will focus on identifying the metadata that is most valuable for a data governance program, where that metadata can be found and how to make that metadata the face of a successful data governance initiative. Examples of “Real-World” metadata use for data governance will be shared.

www.asg.com © 2012 Allen Systems Group, Inc.

In November, We Said …

Governance is a business driven process impacting

technical choices

• Data is a by-product of business activities • Metadata should be a by-product of activities that manipulate

data (over simplification!)

Most metadata is not presented is business

friendly fashion

• But metadata is key to understanding data • And you can’t govern anything if you don’t understand it

How to bridge the gap between business- and

technology-focused specialists?

• (1) Talk the same language • (2) Make governance invisible, as far as possible • (3) Don’t worry about it too much!

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There’s No Silver Bullet, But…

• Attach governance activities to business processes so that governance is a by-product

• So manage the activity model

Governance is a business driven

process impacting technical choices …

• Eliminate the user interface, and make metadata supplemental business information

Most metadata is not presented is business

friendly fashion…

• By building a business glossary and linking it to the metadata repository

• By managing the role model

Bridge the gap between business- and

technology-focused specialists …


What Do You Mean?

Manage The Activity Model?

The activity model defines how governable events apply to governed data

Manage The Role Model?

The role model defines what roles are allowed to perform what governable activities

Governance is a formal process with an underlying metamodel


Model

Metadata-enabled Governance overview

Definition Monitoring Management

Metadata Services

Event Interface

Workflow Interface

User Interface

Reporting

Creation

Communication

Execution

Measurement

Reaction

Tuning

Activity Model

Event Model

Role Model Data Model


Governance Metamodel

Semantic Layer

Technical Layer

Term Definition

Associated Entities

Model

Data Element

Application

- - - - -

Entity Type

Governance Model

Event Model

Role Model


Financial Services Provider

One Real Life Example Protecting Individual Privacy

Inbound Data Flows File

Transfer Web

Services eMail Letters

Outbound Data Flows

File Transfer

Web Services eMail Letters

Problem – Federal requirement to provide defensible process to

demonstrate that privacy is protected


One Real Life Example Protecting Individual Privacy

(Business) Information Owners delegate responsibility (not authority / accountability)

to (Technical) Information Custodians

Information Custodians setup and document information transfer to and from external

entities

Information Owners certify truth of record annually and are legally accountable

Risk – Information Owners may not have technical expertise to detect breaches of

compliance

Information Owners

Information Custodians

Delegated Responsibility

Metadata Repository

External Transfer Details

External Transfer Documentation

Transfer Data Item

Privacy

Presenter

Presentation Notes

This is an example of a governance process which addresses one of the major operational challenges of data governance. The challenge might be expressed as variability, complexity or scale, but it comes down to the same thing – there are many potential points of exposure. By abstracting the model of governable events and describing them in the metadata repository, the organization has taken a major step towards bringing them under control. This approach also provides for “macro governance” by allowing metrics to be created about numbers of categorized data items and numbers of managed transfers. It should be clear, however, that at least two significant risks remain: -- Without a gating process, external transfers may be created and not documented. -- Without appropriate education, Information Owners may not be adequately prepared to certify the documentation. This organization needs a mechanism for Information Owners to understand the content of external transfers using terminology that they understand.


Protecting Individual Privacy

•Activity Model •Event Interface

•Workflow

•RACI Model

•Constraints

•Data Model •Links

Information Owners

Information Custodians

Delegated Responsibility

Metadata Repository

External Transfer Details

External Transfer Documentation

Transfer Data Item

Privacy


To hear more about ASG solutions …

[email protected] (239) 435 2097

mailto:[email protected]

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Copyright © 2013 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDG

Robert S. Seiner KIK Consulting & Educational Services – KIKconsulting.com

The Data Administration Newsletter – TDAN.com

Real World Data Governance Governing Data Through Metadata

Monthly Webinar Series Hosted by DATAVERSITY Robert S. Seiner – KIK Consulting / TDAN.com

March 21, 2013 – 2:00 p.m. EST

Presenter

Presentation Notes

Robert S. Seiner KIK Consulting & Educational Services, LLC The Data Administration Newsletter, LLC Post Office Box 112571 Upper St. Clair, Pennsylvania, USA 15241 412.220.9643 Office 412.220.9644 Fax

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• Real-World Data Governance – 2013 Monthly Webinar Series April 18: What is a Data Steward and What Do They Do?

Rescheduled from January 2013 May 16: Comparing World Class Solutions in Data Governance

Panel of Practitioners Q&A June 19: The Data Governance Road Show from DGIQ – Sponsored by ASG

Interviews with Thought Leaders – Special Wed Date Live from Conference July 18: Governance for Master Data Visit DATAVERSITY.net for More Information

Real-World Data Governance Upcoming Webinars

3



• What we know about the data we define, produce and use can be the most valuable tool to help us govern data.

• This metadata includes information we already harvest through tools used in our data management and business intelligence environments.

• Metadata we store in artifacts we develop to enhance our data governance program, and metadata that is recorded specifically to apply formal accountability for data and information.

• Metadata is a byproduct of any best practice data governance solution and organizations are using that metadata in many unique ways.

Governing Data Through Metadata Abstract

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• The March 2013 Real-World Data Governance webinar will focus on identifying the metadata that is most valuable for a data governance program, where that metadata can be found and how to make that metadata the face of a successful data governance initiative.

• Examples of “Real-World” metadata use for data governance will be shared.

• Join Bob Seiner and DATAVERSITY for the second “Real-World Data Governance” webinar of the year that will focus on providing valuable information about the most valuable metadata to support a Data Governance program.

Governing Data Through Metadata Abstract

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• Definitions – Why Definitions of Governance and Metadata Are Important

• Metadata is a By Product of Data Governance

• Roles & Responsibilities

• Governing the Data

• Applying Data Stewards to Metadata Process

Governing Data Through Metadata Agenda

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• What is meant by Non-Invasive Data Governance™?:

With Data Governance (and Metadata) in General:

– Many organizations view Data Governance as being over-and-above normal work efforts and threatening to the existing work culture of the organization.

It does not have to be that way.

– Many organizations have a difficult time getting people to adopt Data Governance best practices because of a common belief that Data Governance is about command-and-control.


– While I firmly state that Data Governance is “the execution and enforcement of authority over the management of data”, nowhere in that definition does it say that Data Governance has to be invasive or threatening to the work, people and culture of the organization.


Governing Data Through Metadata Taking a Non-Invasive Approach to Both

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• Data Governance – Data Governance is the Execution and Enforcement of Authority

Over the Management of Data and Data-Related Resources.

• Data Stewardship – Data Stewardship is the Formalization of Accountability Over the

Management of Data and Data-Related Resources.

• Meta Data – Data, stored in IT Tools, that Improves Both the Business and Technical

Understanding of Data and Data-Related Resources. Robert S. Seiner

Governing Data Through Metadata Definitions

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• [to] gov·ern v. gov·erned, gov·ern·ing, gov·erns

– To make and administer the public policy and affairs – To exercise sovereign authority – To control the speed or magnitude – To regulate – To control the actions or behavior – To keep under control; to restrain – To exercise a deciding or determining influence – To exercise political authority – To have or exercise a determining influence

FreeDictionary.com

Governing Data Through Metadata Definitions

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• Data Governance and Metadata are a Two-Way Street

• Governance – Execution of Authority, Responsibility & Accountability

• Stewardship – Formalizing Accountability – Formal – Recorded – Informal – Not Recorded – “People Just Know” – or do they?

• Identifying and Recognizing Data Stewards rather than Assigning Stewards

• “Writing it down” rather than “Best Guess”. Formal rather than Informal.

• Key Component of a Non-Invasive Data Governance™ Program

• Why is it important to “write it down”?

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Governing Data Through Metadata Metadata is a By Product of Data Governance

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• Identify & Record the People that Have Responsibility for: – Defining the Data Is Necessary to operate the Business

• Are they associated with a specific area of the organization? • Is there ever more than one person who has the responsibility? • How do you know who to contact with questions about:

– Origin – Validity – Location – Accessibility, …

• Just because you know who to contact, do other people? – Producing the Data Is Necessary to operate the Business – Using the Data that is Necessary to operate the Business

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• Ask yourself these questions: – Could these people be the Data Stewards? – How could we benefit by knowing who these people are? – Does it make sense to record who these people are? – Is this information about the Stewards meta-data?

• This information is a by-product and results of the Stewardship aspect of Non-Invasive Data Governance™.

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Governing Data Through Metadata Roles & Responsibilities

DOMAINS

ORGANIZATIONS

STAKEHOLDERS

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Operational LevelOperational Data Stewards (existing)

Data Definers, Producers, UsersThese people are presently defining,producing and using data as part of theirjobs. Recording of the Operational DataStewards will be an important enabler of improved communications, coordinationand cooperation among stewards.

Tactical LevelData Domain Stewards

Per assigned Subject AreasData Steward Coordinators

One per Business Unit

Strategic LevelData Governance CouncilData Governance Sponsors Groupor Group of similar participation. One person, plusalternate, for each Business Unit represented & IT.Consider financial services & human resources.

Executive LevelData Steering CommitteeSenior-most level knowledge of the program.Leverage existing business structure as possible.If no structure exists, utilize an IT Steering Committeeor an executive founded board or council.

Operational Level - Business Unit Specific

Strategic -Enterprise

Tactical Level - Cross Business Unit

Executive

Non-Invasive Data Governance™ Operating Modelof Roles & Responsibilities

Escalation / Approval Path

Data G

over

nanc

e Pro

gram

Tea

m (D

GPT)

IT S

ubjec

t Res

ourc

e Exp

erts

Data Governance Program TeamData Governance Team ManagerResponsible for Administering the Program,facilitating use of the Data Governance Council,communicating program components and value to the Organization.Advisory assistance from other levels.

IT Subject Resource ExpertsSystem/Data Resource ExpertsIT Staff including ApplicationDevelopment, Data Design,Security, and other DataResource Management.

Communication

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Governing Data Through Metadata Roles & Responsibilities

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• Where Do We Start – Define Data Domains

• Customer Data • Product Data • Vendor Data • Material Data • Financial Data • Human Resource Data • Transaction Data • Research Data • Shared Data • Note that this is a sample list that of what companies use. • Beyond this they break the domains into “aspects of customer”,

“aspects of product”, … very particular to each company.

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• Where Do We Start – Define Organization Units

• The Organizational Units can be pulled from an organizational chart or they can be determined by Company, Division, Department, Team, …

• If the Organizational Units are defined by the Company it is often left to the Company to determine how granular they want to get with their units.

• It is not uncommon for organizational units to use different levels (some at the departmental level and some at the division level).

• Once the definition of units have been completed, the most senior level manager of that lowest granularity group identifies a logical person to help manage the stewards in their group.

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• How Do We Populate the Stakeholder of the CDM? – Naturally! That is the Non-Invasive way!

• By the Data Steward Coordinator • Through project management • Through recall of past projects • Through existing committees & working groups

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• How Do We Populate the Stakeholder of the CDM? – Data Steward Coordinator

• The Data Steward Coordinator often has the responsibility of identifying the operational meta-data stewards for their business unit by meta-data domain.

• This may require the coordinator to research and inventory the data that is being defined, produced and used in their business unit.

• This requires that the domains of data are defined and documented to the level of detail that will enable the Data Steward Coordinator to complete this task.

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• First Order of Business: – Identify Data Stewards and Record Who They Are – Identify When and How They Should Be Involved – Follow Governed Process

Governing Data Through Metadata Governing the Data

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• Pro-Active Data Governance – Build application of stewards into existing project management methodology

• Reactive Data Governance – Build application of stewards into data quality methodology – Build application of stewards into issue resolution process

• Triggers – Using Stewards & Recorded Steward Metadata to Demonstrate Communications

Improvement

• Escalation & Resolution – Using Stewards & Recorded Steward Metadata to Get … the “Right” People Involved in

the “Right” Decisions at the “Right” Time.

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• Pro-Active Data Governance – Build Into Methodology

DATA DEFINER DATAPRODUCER

DATA STEWARDCOORDINATOR

DATA GOVERNANCE ACTIVITY MATRIX

DATADEVELOPMENT

LIFE CYCLE(DDLC)

INFORMATIONGATHERING

(DOMAIN, SYSTEM,STEWARDS)

OPERATIONAL DATA STEWARDS

DATA USERDATA DOMAIN

STEWARD(or designee)

DATA DOMAIN / LOB/FUNCTIONAL AREA

ASSESSMENT &REQUIREMENTS

PLANNING &ANALYSIS

SOLUTION DESIGN

SOLUTIONDEVELOPMENT

SOLUTION TESTING

SOLUTIONIMPLEMENTATION

SOLUTIONMONITORING &MAINTENANCE

Activity initiated re: this domain,Data Domain Steward is involvedin identifying and recording inforelated Domains, Systems,Stewards per issue or task.

Activity initiated re: this domain,Steward Coordinator is involved inidentifying Operational Stewardsin this LOB/FA that shouldparticipate in this work flow.Assure appropriate businessmeta-data is recorded.

Propose alternativesfor data definitionsolution that best fitswith definedrequirements.

Provide input to thedevelopment of thedata productionsolution.

Coordinate tasks associatedconducting the assessment andrequirements steps.

Provide definitionrequirements &gathering document.Define data needed tooperate business &report results.

Test data solutionfrom a definitionperspective. Assurethat appropriatebusiness meta-data isrecorded.

Provide productionrequirements perdefinition. Producedata needed tooperate business &report results.

Produce userrequirements. Usedata needed tooperate business &report results.

Coordinate activities ofOperational Stewards includingproject timelines, status reporting,tactical decision making. Assureappropriate business meta-data isrecorded.

Coordinate activities ofOperational Stewards includingproject timelines, status reporting,tactical decision making.

Provide datadefinition guidance tobuild the appropriatesolution.

Provide dataproduction guidanceto build theappropriate solution.

Provide data usageguidance to build theappropriate solution.

Coordinate tasks associatedconducting planning and analysissteps.

Propose alternativesfor data productionthat best fits with thedata definitionsolution and definedrequirements.

Propose alternativesfor data usagesolution that best fitswith definedrequirements.

Coordinate activities ofOperational Stewards includingtimelines, reporting. Proposesolution to Data Domain Steward.Assure appropriate businessmeta-data is recorded.

Coordinate tasks associatedconducting planning and analysissteps. Accept or Resolve solutionfrom the Steward Coordinator.

Coordinate activities of allindividuals related to developmentwork including timelines, status,tactical decision making.

SYSTEM SMEs

IT

DATA SMEs

Test data solutionfrom a productionperspective. Assurethat appropriatebusiness meta-data isrecorded.

Test data solutionfrom a usageperspective. Assurethat appropriatebusiness meta-data isrecorded.

Coordinate activities of theOperational Stewards related totesting work including timelines,status, tactical decision making.

Coordinate activities of theOperational Stewards related tosolution implementation includingtimelines, status, tactical decisionmaking.

Coordinate activities of theOperational Stewards related tosolution monitoring &maintenance including timelines,status, tactical decision making.

Perform EIS system testing.Assure that appropriate technicalmeta-data is recorded.

Perform EIS data testing. Assurethat appropriate technical meta-data is recorded.

Coordinate and manage alltechnical aspects of data solutiondevelopment. Assure thatappropriate technical meta-data isrecorded.

Coordinate and manage alltechnical aspects of systemsolution development. Assurethat appropriate technical meta-data is recorded.

Coordinate system design withData Domain Stewards andSteward Coordinators.

Coordinate data design with DataDomain Stewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of systemplanning and analysis with DataDomain Stewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of data planningand analysis with Data DomainStewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of systemassessment & requirementsgathering with Data DomainStewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of dataassessment & requirementsgathering with Data DomainStewards and StewardCoordinators.

Coordinate and manage alltechnical aspects of datainformation gathering with DataDomain Stewards and StewardCoordinators. Assure appropriatetechnical meta-data is recorded.

Coordinate and manage alltechnical aspects of systeminformation gathering with DataDomain Stewards and StewardCoordinators. Assure appropriatetechnical meta-data is recorded.

Participate in datadefinition informationgathering as needed.

Participate in dataproductioninformation gatheringas needed.

Participate in datausage informationgathering as needed.

Coordinate and manage alltechnical aspects of systemsolution implementation.

Coordinate and manage alltechnical aspects of systemsolution monitoring &maintenance.

Coordinate and manage alltechnical aspects of data solutionimplementation.

Coordinate and manage alltechnical aspects of data solutionmonitoring & maintenance.

Coordinate business tasksassociated with solution testingsteps.

Coordinate business tasksassociated with solutionimplementation.

Coordinate business tasksassociated with solutionmonitoring & maintenance.

As part of daily job,identify operationdata issues pertainingto their domain ofdata.



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Metadata

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• Reactive Data Governance – Build Into Response

• Data Quality Methodology – Qualify & Prioritize Data Issue – Identify Affected Data Domain – Identify Affected Data Stewards – Conduct Data Systems & Data Resource Discovery – Conduct Root Cause Analysis – Conduct Cost-Benefit Analysis – Analyze & Recommend Resolution – Gain Approval, Funding, Resources – Resolve Data Issue

• Cross Reference DQ Methodology & Resources – Who does What and When?

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Metadata

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• Second Order of Business: – Identify Data Stewards and Record Who They Are – Identify When and How They Should Be Involved – Follow Governed Process

Governing Data Through Metadata Applying Data Stewards to Metadata Process

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Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDG 23


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• Pro-Active Metadata Governance – Build application of meta-data stewards into existing meta-data project

management methodology

• Reactive Metadata Governance – Build application of meta-data stewards into meta-data quality

methodology – Build application of meta-data stewards into meta-data issue

resolution process

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Governing Data Through Metadata Revisiting the Common Data Matrix

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Governing Data Through Metadata Revisiting the Data Governance Framework

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Operational LevelOperational Data Stewards (existing)

Data Definers, Producers, UsersThese people are presently defining,producing and using data as part of theirjobs. Recording of the Operational DataStewards will be an important enabler of improved communications, coordinationand cooperation among stewards.

Tactical LevelData Domain Stewards

Per assigned Subject AreasData Steward Coordinators

One per Business Unit

Strategic LevelData Governance CouncilData Governance Sponsors Groupor Group of similar participation. One person, plusalternate, for each Business Unit represented & IT.Consider financial services & human resources.

Executive LevelData Steering CommitteeSenior-most level knowledge of the program.Leverage existing business structure as possible.If no structure exists, utilize an IT Steering Committeeor an executive founded board or council.

Operational Level - Business Unit Specific

Strategic -Enterprise

Tactical Level - Cross Business Unit

Executive

Non-Invasive Data Governance™ Operating Modelof Roles & Responsibilities

Escalation / Approval Path

Data G

over

nanc

e Pro

gram

Tea

m (D

GPT)

IT S

ubjec

t Res

ourc

e Exp

erts

Data Governance Program TeamData Governance Team ManagerResponsible for Administering the Program,facilitating use of the Data Governance Council,communicating program components and value to the Organization.Advisory assistance from other levels.

IT Subject Resource ExpertsSystem/Data Resource ExpertsIT Staff including ApplicationDevelopment, Data Design,Security, and other DataResource Management.

Communication

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Governing Data Through Metadata Governing Metadata Through PMM

Fill in With Metadata Definition

Fill in With Metadata Location

Fill in With Domain Specs

Metadata

Fill in With Steward

Responsibility

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• Webinar Summary

– Definitions

– Metadata is a By Product of Data Governance

– Roles & Responsibilities

– Governing the Data

– Applying Data Stewards to Metadata Process

• Questions & Answers After the Next Two Slides

Real-World Data Governance Wrap Up

29



• Real-World Data Governance – 2013 Monthly Webinar Series April 18: What is a Data Steward and What Do They Do?

Rescheduled from January 2013 May 16: Comparing World Class Solutions in Data Governance

Panel of Practitioners Q&A June 19: The Data Governance Road Show from DGIQ – Sponsored by ASG

Interviews with Thought Leaders – Special Wed Date Live from Conference July 18: Governance for Master Data Visit Dataversity.Com for More Information

Real-World Data Governance Coming Up

30



• Robert S. Seiner

KIK Consulting & Educational Services – KIKconsulting.com The Data Administration Newsletter – TDAN.com Post Office Box 112571, Upper St. Clair, Pennsylvania 15241 412.220.9643, 412.220.9644 (Fax) [email protected] [email protected]

Real-World Data Governance Contact Information

real-world data governance: governing data through metadata

Technology

data management

data governanceprogram

metadata theface

governance invisible

allen systems group

metadata repository

attach governance activities

tobetween business