balancing bi & governance

7/31/2019 Balancing BI & Governance

1/15

Balancing Self Serve BI &

Governance

Having the best of both worlds


2/15

Success Factors for Corporate BI

Accurate, auditable, up-to-date data

Consistent, verifiable calculation formulas

Coherent, conformed data from all source

systems Friction free access to all of this data for users

Appropriate visualizations to understand complex

information Structured, standardized reports that provide the

data people need when and how they need it


3/15

Successful Self Serve BI

Easy access to corporate BI data

Easy to understand relationships between data

Ability to easily combine external and 3rd party data

Ability to update data reliably

Ease of what-if analysis across scenarios

Flexible visualizations

Personalized calculations and customizable formulas


4/15

The Dichotomy

Corporate BI

Corporate standard reports

Established Corporate data

Long lived reusable assets Authoritative information

Current and widely available

Aligned with corporateobjectives

Consistent calculations andformulas

Bounded analysis

Auditable

Personal BI

Explorative reports

Ad hoc combinations of data

One off and disposable Risky for pivotal decisions

May be dated and local

Aligned with operationalobjectives

Calculations and formulas mayvary from Corporate standards

Un bounded analysis

Not auditable


5/15

Team BI

Our Context

BI Solution created bypower user. Context isfor a small team & its

managed on a server.

Personal BIOrganizational BI

My Context

BI solution created byuser. Context is only for

user & exists asdocument.

The Orgs Context

BI Solution created by IT,Established corporatecontext & is reusable,

scalable and backed up.

The Business Intelligence Continuum

Strategy

Driven

Business

Compliance

& Risk

Management

Consistent

Measurement

& Rewards

Innovative

Organization

Local

Decision

Making

EmpoweredAligned

Governance ensures that solutions are valid within the context they are presented


6/15

Gauge Corporate BI Maturity


7/15

Coexistence Self serve BI is an excellent incubator for defining and developing tactical and strategic

BI assets

Self serve BI allows users to perform operational BI without incurring IT overhead

Self serve BI reports need to be validated to mediate risk before being deployed for

other users

Self serve BI drawn from corporate BI data stores are the best candidates for rapid

deployment to other users as the data has already been sanctioned corporately

Self Serve BI allows good ideas to bubble up to corporate BI and act as a shock

absorber for ad hoc requirements

BI governance is required to manage and clearly establish

Roles and responsibilities

Rules and guidelines

Request prioritization


8/15

Guidelines for using Spreadsheets as BI Tools

Create a spreadsheet governance policy Spreadsheets can be used for processes that do not go

beyond individuals and small workgroups

Spreadsheets cannot be used for mission critical processes

Spreadsheets cannot be used as systems of record or forregulatory processes

Monitor compliance with the policy Spreadsheets that do not conform to the policy need to be

controlled and managed Excel services provides a means to migrate spreadsheets

from Individual to Team BI

Monitor usage to extend solutions to corporate BI

Monitor usage to deprecate unused BI assets


9/15

Managing the BI Continuum

Personal BI Is conducted on the users desktop using Excel

Involves validating hunches is our pricing strategy correct?

Is tactical what can I act on now?

Team BI

Uses articles stored on a shared platform using SharePoint

Involves managing departmental issues are we maintaining ourmargins?

Is operational what can we act on now?

Governance

Personal BI is a matter for individuals to manage on their desktop

Personal BI becomes Team BI based on consensus among team members

Team BI allows refinement and prioritization for corporate BI Team BI artifacts usage is tracked on the server by IT

Team BI operates on a use it or lose it basis

A policy needs to be established to remove unused artifacts and promote

heavily used artifacts


10/15

Cost vs. Veracity

There is a cost for quality and reliability!

There are risks associated with unmanaged BI

As we move towards sanctioned Corporate BI the cost increases

Verification and validation require resourcesChoices must be made

Alignment with budget requires prioritization of effort

As BI moves along the continuum from Personal through Team toCorporate greater scrutiny and verification is required

Not only data and formulas need to be considered, so does the

statistical accuracy of the result


11/15

How do we manage this?

Manage tradeoffs between

costs, business impact and

resource requirements

Lay out guidelines pertaining to

usage and promotion of

requests

Clearly differentiate strategic

and self-serve BI categories

Define who is responsible for BI at a

corporate and departmental level and

what those responsibilities entail


12/15

BI Steering Committee

IT

BIGovernance

IT Finance

LOB

Stakeholders

Determines Costs

Ensures toolset fitnessValidates data fitness

Provisions training

Defines budget

Determines ROIManages alignment with strategy

Champions BI corporately

Determines BI prioritiesBrings forward candidate initiatives

Prioritizes projects based on business

impact and resource requirements


13/15

Request Prioritization

Evaluate BI RequestObjective: Determine if request is ad hoc or part

Corporate BI initiatives

Ad Hoc Project RequestsThese are unplanned projects that need to be

prioritized and managed in the BI projectportfolio

Objective: Classify project requests as high or lowpriority based on their potential business impact and

required resources

Typical percentage of projects: 80 %

Baseline Project RequestsThese are pre-planned projects such as

annual, monthly and weekly reports andaugmenting data sources. BI forecasts thenumber of projects and required resources

annually based on requests

Objective: Allocate pre-determined resources, placeinto project portfolio, and address when able.


High Priority RequestsBusiness Impact: Has high revenue potential

or supports strategic initiatives

BI Resources: Requires more than 40 hoursto complete or has an immediate and firm due

date


Low Priority RequestsBusiness Impact: Has low revenue potential

and low strategic alignmentBI Resources: can be addressed in under 8

hours or has a flexible due date



14/15

BI Steering Committee Charter

Names the members and their areas of expertise and responsibility Team Leader CIO or Top manager

Team Champion CFO or Director

LOB Representatives Senior managers from Sales, Finance, Operations etc.

Technical Lead BI Designer/Architect

Terms of reference

Objective and mission statement Scope (limitations and boundaries)

Assumptions, constraints, obstacles and risks

Strategic and tactical objectives

Measures of success

Criteria for request prioritization

Audience definition Communication plan and workflow

Team member time commitments

Stakeholders

Hardware and software recommendations

Legal and compliance issues


15/15

Recommendation

Create a charter for the BI steering committee

Obtain buy-in from CFO, CIO and LOB management

Define the criteria for Corporate and Self-serve BI

Define and refine a matrixfor prioritizing BI requestsDefine a project management approach to execute requests

Prepare a communication strategy to manage expectations

Identify BI power users and engage them in the process

Set a regular schedule to meet and make decisions

balancing bi & governance

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