Master Data Management: Strategic Unity for Your Information Systems - - PowerPoint PPT Presentation

Master Data Management:

Strategic Unity for Your Information Systems

Mark Raabe Director of Application Services Faegre & Benson LLP Shawn Samuel Chief Architect Hubbard One Thomson Reuters

Agenda

• The problem: disconnected information systems
• How Faegre backed into a solution
• Advantages of Master Data Management
• Making the case and getting started
• Where do we want to take this?
• Hubbard One: “Master Data Mapping”
• Q&A

2

Faegre & Benson Overview

• 460+ lawyers / 1100+ users
• 6 offices worldwide:

Practice Areas:

3

• Corporate
• Litigation
• Intellectual Property
• Healthcare / Nonprofits
• Finance / Restructuring
• Employment
• Real Estate
• Environmental / Regulatory

The Problem …

… is that this is your legal application portfolio.

4

• Why is it so difficult to get my various enterprise

applications to share information?

• How do I ensure that all systems provide consistent

answers?

• Why are so many of my business units managing

duplicative lists?

• How can I deliver new information systems more

quickly?

• How do we get up and running FAST with new clients,

matters, personnel?

5

The Problem:

The Goal:

Achieving strategic unity of information systems … using the systems I already own.

= Systems that share:

• Facts
• Business concepts
• Rules
• Objectives

= Systems that don’t argue with each other. = Systems that enable each other.

6

Data integration at Faegre

In the mid-1990s, we relied on

• 1. Staged files in vendor-specified formats
• 2. Email notifications  Manual updates

7

Our first data integration challenge

8

Data integration – v1.0

9

Time & Billing

Clients Matters

DMS

Data integration – v1.0

10

Column Value mdesc1 Hennepin County Arbitration re: Jacob Smith v. mdesc2 ACA International, Inc., a/k/a Audiovisual mdesc3 Corporation of America mdesc1 CLIENT REF # 1996-40-1112 mdesc2 USTM: STAR TRIBUNE - NEWSPAPER OF THE TWIN mdesc3 CITIES

Time & Billing

Clients Matters

DMS

Data integration – v1.0

11

Some lessons:

• Vendors don’t know how to design databases!
• Applications don’t care about uses beyond the application
• Custodians (e.g., Accounting Departments) don’t care either

Time & Billing

Clients Matters

DMS

Data integration – v1.1

12

Column Value MatterName Hennepin County Arbitration re: Jacob Smith v. ACA International, Inc., a/k/a Audiovisual Corporation of America MatterName USTM: Star Tribune – Newspaper of the Twin Cities

Time & Billing

Clients Matters

DMS

Transform clname1 mdesc2 (etc).

Transform

Data integration – v1.1

13

Time & Billing DMS

Transform

CRM Time Entry Docket

The problem in real life:

14

Transform

Data integration – v1.1

15

Time & Billing DMS

Transform

CRM Time Entry Docket

Data integration – v2.0

16

DMS CRM Time Entry Docket

Transform

Time & Billing

Hub

Data integration – v2.0

17

Transform

Time & Billing

What have we accomplished so far?

• Eliminated complexity
• Standardized matter representation
• Eliminated dependence on Elite’s design
• Insulated ourselves from Accounting’s business practices
• Reduced load on the Elite server
• … and one more thing:

Hub

Data integration – v2.0

18

Time & Billing

Hub

Elite “Matter” = A way to compile and present the bill Hub “Matter” = A way to organize all of the Firm’s work: Documents / Events / Contacts / Financials / etc.

What have we accomplished so far?

• We have established a master concept of “Matter” that matches its

growing significance to the Firm

• We have found a way to represent it
• We have found a place to put it

Data integration – v3.0

19

Time & Billing

Hub

Administrative PPM system

1a 1b 1c 2 3

How do we improve this concept?

1. Protect the data – Establish rules: (Data Governance)

a. Enforce standardized formats (as set by the standard transform) b. Control who (if anyone) gets to edit data in the Hub directly c. Other systems may consult only the Hub (the System of Record), not Elite directly (the System of Entry)

2. Identify other sources that can contribute matters Elite doesn’t have 3. Eliminate alternative matter lists in other applications

Data integration – v3.0

20

The industry calls this “Master Data Management” (MDM):

“The technology, tools, and processes required to create and maintain consistent and accurate lists of master data.”

• On 8/25/2010, Attorney X opened Matter Y

for Client Z.

• On 7/7/2010, Paralegal A recorded 3.2 hours to

Matter B for this purpose: “… [narrative] …”

• On 2/3/2010, we paid Vendor B $10,000.

What else goes in the Hub?

21

Well, what else (besides Matters) is “Master Data”? Transactions = Sentences

What else goes in the Hub?

22

… then your master data are the shared nouns in your transactional sentences:

Matters Clients

Departments & Practice Groups

Vendors ? Invoices ? Documents ?

Hub

Attorneys Authors Timekeepers

People Office Locations

What goes in the Hub?

23

For each master data entity, store the attributes (columns) that are likely to be shared:

Matters

Matter Name Client Billing Attorney Matter Status Open Date …

Matters

Fee arrangement Bill format Billing address Currency …

Hub

Time & Billing

Data integration – v3.0

24

The “Master Data Hub”:

The central repository holding the “official” version

• f all of this key information …

… cleaned, de-duped, available for all systems to use … … and stored in a data structure that describes your business.

What else can you do?

25

Aggregate entities that no one source application contains:

Contractors Attorneys and Staff Summer Associates

HR System Recruiting Contracting

People

Hub

What else can you do?

Minimize the pain when an application changes:

DMS CRM Time Entry Docket Time & Billing

Hub

What else can you do?

27

Find the right source of truth for a master entity:

Staff

Timekeepers

HR System

Hub

Time & Billing

What else can you do?

28

Provision master entities more quickly:

Matters

Hub Hub

DMS, etc. Time & Billing

New Matter Approval

DMS, etc. Time & Billing

Add Billing Details Matters New Matter Intake

What else can you do?

29

Identify new master data entities:

Favorite Matters Favorite Matters Attorney adds to “My Matters”

Hub

CRM DMS

What else can you do?

30

Identify new master data entities:

Favorite Matters Favorite Matters Attorney adds to “Frequent Matters”

Hub

CRM DMS

The Business Case for MDM

MDM and a Master Data Hub allow you to:

• Provide master data to all of your applications that is

– Consistent / Standardized / Accurate – Protected – Properly normalized – Aggregated from all relevant sources – Early!

• Eliminate dependencies on particular applications and

vendor data designs  Avoid pain, lock-in, and delays!

• Simplify upgrades, replacements, mergers
• Understand your own data architecture – it’s simpler!

31

Perform a maturity assessment

Level 0 Level 1 Level 2 Level 3

No (or haphazard)integrat ion between systems Whatever each vendor supplies Point-to-point integration Many paths A Hub containing some master data entities Their meaning is not defined by any single system A strategic Hub that is the basis of the firm’s data architecture A comprehensive set of master data entities Governance:

• Data formats and

data quality

• System of record –

a true “master”

• Rights to edit

Hub

How to start

• Proceed incrementally (but have a larger design in mind).
• Pick a target entity. (Clients / Matters / People)
• Find your existing data flows. How many can be replaced?
• Define roles.

(System of Entry, System of Record, Data Steward, etc.)

• Design a table for the entity in the Hub.

What columns do your consuming systems need?

• Develop the new data flows.

33

What you need

• SQL skills / Data modeling skills
• Data integration tools

– ETL tools like DTS, SSIS – EAI tools like IntApp, BizTalk

• An eye for patterns and process improvement
• Political & change management skills
• Time & patience

34

Some obvious questions:

• Is there an easier way?
• Why do I have to build this myself?
• Won’t we all end up with similar designs?

Where should we take this?

• We need to define standards.
• The legal industry needs a unified, standard master

data model and an API to interface with it.

• At a minimum, vendors need to recognize and design for

MDM:

– Simplify data interfaces to and from their applications – Provide web services where possible – Interface with a Master Data Hub, if present – Ensure that we always have access to our data

• The Legal Master Data Hub should be a product.

36

Master Data Mapping and Integration

Master Data Mapping and Integration

Master Data Mapping and Integration

Q & A

Keep us posted on your projects! mraabe@faegre.com shawn.samuel@thomsonreuters.com