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Taxonomy Governance
Through Metrics, Existing Tools & Process



November 09, 2007 @ 10:00am
Taxonomy Bootcamp, 2007




Alex Barnes
Tom Witczak
Session Objectives
•   Understand what Governance Is
•   Understand its Context
•   Identify Core Taxonomy Governance Processes
•   Identify Standard Processes and Tools
•   Tips and Tricks for Governance




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                                                  ©2007 Hitachi Consulting. All Rights Reserved.
Taxonomy Feedback Loop
          Executive Sponsors form Strategy and Objectives that
          are driven by metrics and business objectives



                               Feedback and Requests for Change are captured through
                               periodic review, usability testing and feedback




                                                                                        Front End:
                                                                                       Applications



                                                                        Published
                                  Updates
                                                                         Versions

                                                  Taxonomy Model




    Taxonomy        Back End: Taxonomy                                                             Taxonomy
   Management      Control and Publishing                                                            Users




                                  Taxonomy Change Control
                                  Execution is driven by approved change requests




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                                                                                       ©2007 Hitachi Consulting. All Rights Reserved.
Definitions
Governance is the management of
a system, usually political or
                                                           Organizational
organizational, involving mutual                             Structure

adjustment, negotiation, and
accommodation between the parties
                                                           Taxonomy
involved rather than direct control.
— Webster’s
                                              Practices,
                                             Standards &                    Processes &
                                              Measures                      Procedures



Taxonomy Governance defines:                         Tools and Solutions

  • Organizational Structure
  • Processes and Procedures
  • Practices, Standards and           Goals are to define a repeatable,
     Measures                          visible, accountable, process for
                                       submission, review, approval and
                                       dissemination of taxonomy
                                       changes.
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                                                                       ©2007 Hitachi Consulting. All Rights Reserved.
Components
Processes and Procedures
  •   Steps taken when performing taxonomy
      governance tasks                                     Processes
                                                          & Procedures
  •   “How-to” view of taxonomy governance

Organizational Structure
  •   Structure, membership, accountabilities,
      organizations involved
  •   Who in the organization is responsible for each    Organizational
                                                           Structure
      aspect of taxonomy governance and how
      delegations and escalations are carried out

Practices, Standards & Measures
  •   What will be done
                                                           Practices,
  •   How it will be controlled and monitored             Standards &
                                                           Measures
Tools and Solutions
  •   What existing tools or solutions can be used
                                                        Tools and Solutions
  •   How can they be integrated and leveraged


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                                                                   ©2007 Hitachi Consulting. All Rights Reserved.
Core Operational Processes
Request and Track Taxonomy
Changes
                                                  Request                 Fix &                       Commun-
  • Change request and status visibility          & Track
                                                                Assess
                                                                         Control
                                                                                     Validate
                                                                                                        icate
  • Track changes thorough various
   lifecycle stages, start to finish
Assess the Impact of Change                  observed defect                                          observed fix

  • Assess the validity of change requests
  • Impact of the requested change on             Validate Taxonomy Change
   taxonomy, consuming systems and
   processes                                        • Continually validate with end users for
                                                     consistency and usability.
  • Effort required to implement a change
                                                    • Can be analysis, scripted tests with
Fix and Control the Taxonomy                         automated tools, or contextual inquiry with
Baseline                                             representative user populations.
  • Consuming systems should know                   • Must identify the appropriate validation
   content of the taxonomy, its ownership,           method and coordinate verification efforts
   change history, and any relationships            Communicate Taxonomy Change
   to downstream systems and
   processes.                                       • Consumers need to know the change, the
                                                     reason for change, known impacts, related
  • Implies administrative metadata,                 changes, and their timing
   versioning, knowledge of the context in
   which the taxonomy is used

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                                                                               ©2007 Hitachi Consulting. All Rights Reserved.
Organizational Structure
                                                                  R   Responsible         A   Accountable     C    Consulted          I   Informed



                                                                           A
                                                                                    Executive Sponsors meet quarterly to review summary
                   Executive Sponsors                                               taxonomy metrics and analysis results, and to define
                                                                                    and refine strategy

           Business Unit Leadership
                                                                                    Business Unit Leadership team meets monthly to
 BU Taxonomy Owners                  Support Team                          R        review/ prioritize requests for taxonomy change; to
                                                                                    plan training, communications, and strategy; and to
 •Control/Approve Changes          •Coordinate Changes in                           approve release and versioning plans
                                   •Dependent Systems




  Day-to-Day Taxonomy Management
                                                                                    Coordinates with the Business Unit Taxonomy Owners
Taxonomy Librarian                     Operations                          R        as needed (generally online rather than face-to-face)
                                                                                    to assure compliance with processes and to plan the
  •Administer Taxonomy            •Content Admin                                    content and timing of taxonomy releases
                                  •Solution Admin




                                                                                    Execute processes, receive training, and recommend
                      System Users                                          I       taxonomy changes to the Taxonomy Librarian


Layered Model                                                     Thresholds
It is important to define a structure that separates policy and   Escalation between layers is controlled by policies that define the
strategic direction, operational coordination, and day-to-day     thresholds for communication, and what the content of the
management and operations.                                        communications should be. This will vary widely from one
                                                                  organization to another.



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                                                                                                             ©2007 Hitachi Consulting. All Rights Reserved.
Governance Responsibilities
Define Objectives
                                                                           Strategy
  •   For the taxonomy, its intended use, and how it
      supports the organization’s strategic goals
                                                                  Change Management




                                                                                                                          Planning
Manage Change Requests
                                                           Manage            Manage
  • Who are responsible parties for change requests,        Change          Taxonomy
                                                                                                Coordinate
                                                                                                 Changes
      maintenance and changes of the taxonomy              Requests          Baseline

  • Define the tools and processes to manage
      change
                                                                       Communication
  • Define and track metrics on the performance of
      the process

Manage the Taxonomy Baseline
  •   Who maintains the current model of the taxonomy
                                                        Communicate with Stakeholders
                                                         • Notify Consumers of intended changes and
  •   Processes for reassignment of taxonomy              current state of the taxonomy – stakeholders
      components and whom should reassign them            may want to browse or query the taxonomy,
Coordinate Change in Related Systems                      receive notification of planned changes

  • Other systems and processes can be impacted –       Plan and Prioritize
      coordinate change to the consuming systems and     • Define the criteria for prioritizing requested
      processes                                           changes; who decides on priorities, and
                                                          escalation processes in case of disputes


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                                                                                        ©2007 Hitachi Consulting. All Rights Reserved.
Delegated Management
Delegate
                                                                                                                                     Disposition




It’s not feasible for all taxonomy changes to                Item Action                                                                   Member Action                                                Closed No-Action



be channeled through a single individual or
group.                                                    Listing Removal               Auction Restart               Flag Item            Warning                 Suspension               Reinstatement            Flag Member                  Billing Action




                                                                                                                                                                                                                                   Investigate


Governance bodies should delegate
                                                Bid Retraction             Bid Retraction                 Move Item                                                             Account Closure         Account Linking
                                                                                                                                                                                                                                     Member




ownership of the representative context of a
                                                    Suspension


taxonomy and how changes to the parts are            Warning
                                                                           Policy Warning        VeRO Warning            Support Warning           Safety Alert

                                                                                                                                                                                                                            Adjustment           Collection




made without compromising the overall                                                                                                                              Indefinite
                                                                                                                                                                  Suspension
                                                                                                                                                                                           Temporary
                                                                                                                                                                                           Suspension




structure.                                                                                                                                                    30-day                                           90-Day
                                                                                                                                                            Suspension                                       Suspension




Standards
  • Ownership and Reassignment                                                   Organization A

  • Structural Norms and Naming                                                  Organization B
     Conventions                                                                 Organization C
                                                                                 Organization D
  • Versioning Criteria
  • Validation and Testing
  • Periodic Review and QA

                                                                                                                                                                                                                                                                   9
                                                                                                                                                                  ©2007 Hitachi Consulting. All Rights Reserved.
Practices, Standards and Measures
Policies are a plan of action that
guides decisions and practices
based on stated objectives and                                   Policy
strategies.
Practices are requirements that
establish guidelines for all business                         Practices
units and aligns with defined
policies.
Standards are specifications that                                                                                        Standards




                                        Business Unit

                                                        Business Unit

                                                                        Business Unit

                                                                                        Business Unit

                                                                                                        Business Unit
details how to fulfill the practice;                                                                                        and
what is done? how often?                                                                                                  Measures
Measures are numbers or
percentages that illustrate how well
a practice is fulfilled.




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                                                                                                        ©2007 Hitachi Consulting. All Rights Reserved.
Metrics
Metrics can be gathered at each                Real-time metrics
stage of the taxonomy life cycle, by the       • Usage volumes by:
business unit and/or by dedicated
                                                  –User segment
taxonomy support staff.
                                                  –Channel
Metrics can improve:                              –Geography
 • Taxonomy and Information Architecture:         –Facet
     – Elimination of ambiguity                • Taxonomy usage:
     – Identification of new taxa                 –Taxa that are never used
     – Removal of redundant taxa                  –“None of the above” responses
                                                  –Search statistics
     – Improved controlled vocabularies
       (labels and synonyms)
  • Taxonomy change request process            Analytics
  • User experience in both taxonomy           • Accuracy of categorization (% of categorizations
     management tools and the operational       that are corrected in a later stage)
     use                                       • Abandonment rate
  • Identification of consistent patterns of   • Taxonomy change request statistics
     issue, root cause, and change             • Taxonomy defect metrics
     resolution to enable automated            • Usability test results
     change resolution

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                                                                              ©2007 Hitachi Consulting. All Rights Reserved.
Use the Existing Tools
Many of the goals and techniques of taxonomy
governance are common to other IT and data                           Source Mgmt.
governance methods. It’s better to reuse existing
tools rather than build or buy new ones. The
learning curve is shorter and the costs are
lower.
                                                                     Taxonomy
Lifecycle Model
                                                       Workflow                          Bug Tracking
  •   A taxonomy’s lifecycle is similar to that of
      standard software change request
      processes.
Baseline Control
  •   A taxonomy, just like code, should be          Capturing Feedback
      controlled and versioned.                       • Both “suggest new content” forms, customer-
Branching and Forking                                  service ticket-trackers and bug-tracker tools
                                                       can be used to capture user requests for
  •   Ability to maintain concurrent models in         change.
      different states is common to many source
      control systems.                               Release Planning
The Draft/Review/Publish Model                        • Existing project portfolio management
                                                       systems often include version description
  •   Existing systems already have workflows that
                                                       and release-planning functions.
      can be reused to control publication and
      notification of changes.

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                                                                               ©2007 Hitachi Consulting. All Rights Reserved.
Tool Requirements
Modeling
Essential features:
  •   Web access
  •   Ability to delegate ownership                    Model                                     Publish
  •   Versioning capability, both coarse and fine-                      Change
      grained
  •   Rollback
  •   Flexible taxonomy metadata model
      (administrative and engineering)
  •   Change history– traceability of changes to     Change Request Tracking
      CR
                                                     Must have:
Publication                                           • Ability for end users to report issues and see
                                                        resolution status
Must have:
                                                      • Resolution workflow
  •   Integration with model                          • Integration to model
  •   Integration with change request solution
                                                     Should have:
  •   Version description/release notes capability
                                                      • Notification
  •   Flexibility in publication format (DB dump,
      XML)
                                                      • Metrics capture and reporting


                                                                                                                          13
                                                                                 ©2007 Hitachi Consulting. All Rights Reserved.
Summary
You now should understand Taxonomy Governance:
  •   Processes and Procedures
  •   Organizational Structure
  •   Practices, Standards & Measures
  •   Tools and Solutions
You now should understand its context:
  • Taxonomy exists to support organizational goals and their supporting business
      functions. As such, a taxonomy governance model is needed.
You should be able to identify core taxonomy governance processes:
  • Not much is unique to taxonomy governance, as it resembles similar governance
      processes (data, code, etc.).
Identify Standard Processes and Tools:
  • Many opportunities for reuse with existing solutions; adoption is better with reuse.
Tips and Tricks for Governance:
  • For more info, see appendices.

                                                                                                                 14
                                                                        ©2007 Hitachi Consulting. All Rights Reserved.
Questions?




Alex Barnes                      Tom Witczak
Senior Architect                 Senior Consultant
Hitachi Consulting               Hitachi Consulting
www.hitachiconsulting.com        www.hitachiconsulting.com
Mobile: 415.297.0712             Mobile: 415.412.2915
abarnes@hitachiconsulting.com    twitczak@hitachiconsulting.com
Inspiring your next success! ®   Inspiring your next success! ®




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                                                                  ©2007 Hitachi Consulting. All Rights Reserved.
Appendices
           A. Integrations
B. Organizational Change Management
     C. Taxonomy Defect Types
Integration with Process & Workflow
Process Analysis Framework
Taxonomy does not exist in isolation. It should be informed
by a process analysis framework: a model that is used to
understand key business processes. It will serve to interpret
as-is processes and to scope subsequent process
development iterations.
Developing a process framework is an activity outside the
scope of taxonomy governance. It requires a coordinated,
global effort touching upon several facets of business
process management. These components include:
formulating a consistent strategic view of processes,
mapping current state processes, assessment and
prioritization of processes, establishing development and
modeling standards, process governance, and finally
process management. Supporting the framework are the
technologies, such as orchestration, infrastructure and how
processes are realized and presented to the user.
The process framework, as it is executed, will yield
requests for taxonomy change, potentially including the
identification of new taxonomic facets.
If the process framework includes elements of participatory     The taxonomy is exposed within the process framework
design, valuable stakeholders will actively contribute their    through taxonomic views that are task-specific. By some
knowledge to the process models, translating to increased       definitions, these taxonomic views are regarded as part of
end user adoption of the solution.                              the information architecture of the solution.




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                                                                                                 ©2007 Hitachi Consulting. All Rights Reserved.
Integration with Consuming Systems
Dependencies
Taxonomy is seldom exposed directly on a user interface. Instead, task-
specific views of the taxonomy are shown to the user. These may have
a structure that is significantly different than that of the underlying                                                                    System A
taxonomy: for example, a node may have multiple parents on the UI.




                                                                                                                            Load time
But it is important that traceability is maintained between the taxonomic
views and the underlying taxonomy, so that changes to the taxonomy
lead to changes in the user experience.
Taxonomic views may be surfaced in a number of ways:
    •   Navigation                                                                                                 Real time
    •   Workflow/routing                                                                   Taxonomy                                        System B
    •   Filtering




                                                                                                                            Compile time
Along with the hierarchical relationships depicted in the taxonomy, user
interfaces (and system behavior) may also be responsive to frequency-
of-use considerations. This frequency-of-use data must be measured by
observation of system usage, and can be tracked as additional
metadata on taxonomy nodes.
Binding                                                                                                                                    System C
Different systems consume taxonomy in different ways:
    •   Realtime: the system looks at, and responds to, the current taxonomy
        as it is needed, on a case-by-case basis
    •   Load time: the system is initialized with a snapshot of the taxonomy at
        the time it is started                                                    Coordinating Change
    •   Compile time: the system is built in a way that incorporates knowledge      •   Metadata should exist in the taxonomy model to reflect these
        of the taxonomy                                                                 differences in the impact of taxonomy changes on consuming systems
While realtime binding is a desirable design goal, most systems are not                 and processes
this adaptable to taxonomy changes.                                                 •   When a taxonomy update is published, it must be synchronized with
                                                                                        changes to systems and processes that are sensitive to that part of the
In addition, business processes are also sensitive to taxonomy:                         taxonomy
    •   Categorization processes
    •   Metrics
Like systems, processes respond to taxonomy changes with varying lag
times and varying costs of change




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                                                                                                                          ©2007 Hitachi Consulting. All Rights Reserved.
Organizational Change Management
Approach
The key to a successful transition from the legacy state to the
new taxonomy governance model is to:
   •   Understand the Organizational Landscape and develop
       an a change management approach consistent with the
       organization’s needs
   •   Establish and support Leadership and Stakeholder
       Commitment to actively lead the initiative
   •   Develop an effective Learning strategy that educates the
       organization on new processes and functionality from the
       system and also builds enthusiasm, adoption and skills in
       stakeholders through exceptional training.
   •   Creation and execution of an effective Communication
       plan that delivers the right message to the right person at
       the right time.
The goal of OCM is to assist and drive the following key
activities to project success:
                                                                     Key Work Products
   •   Methodology adoption by BU, tech team, and SMEs
                                                                       • OCM risk diagnostic    •   Management Model
   •   Definition of critical success factors
   •   Appropriate analysis of the stakeholder landscape
                                                                       • Stakeholder analysis   •   Training Approach

   •   Definition and execution of the communication plan to           • Champion Framework     •   Communication plan
       inform all relevant stakeholders and stakeholder groups         • Channel assessment     •   Leadership Action Plans
   •   Communication with involved groups to make sure SME’s
       are aware of tasks and complete tasks on time


                                                                                                                                         19
                                                                                                ©2007 Hitachi Consulting. All Rights Reserved.
Taxonomy Defect Types
As analysis is performed on Taxonomy Change Requests, they must be categorized. This determines
resolution workflow, and provides a basis for ongoing measurement of taxonomy quality. A change
request can be tagged with one or more defect types. These codes are based on software engineering
and data quality defect codes.

                Code                                                   Definition
 Completeness/Consistency   This category of taxonomy defects is for incomplete (missing child nodes) or
                            inconsistent (conflicts with, duplicates or overlaps with other nodes) nodes.
  Incomplete                Not all of the node’s child nodes are specified.
  Conflicting               The node wholly or partially conflicts with another node.
 Wrong parent               The node is placed incorrectly in the hierarchy.
  Duplicate                 The node is the same as all or part of another node (not mutually exclusive).
  No Longer Required        There is no longer a business requirement for the node to exist.
  Missing                   A required node is not present.



 Correctness                This category includes defect codes for nodes that are incorrect, unverifiable or cannot
                            be implemented.

  Incorrect (Not a Node)    The requirement for the node is logically flawed, or is not needed to support the business
                            process.
  Ambiguous                 The definition is ambiguous.
  Dimensional Problem       The node or nodes are repeated due to dimensional problems with the hierarchy.


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                                                                                                 ©2007 Hitachi Consulting. All Rights Reserved.
Taxonomy Defect Codes, cont’d.
          Code                                                       Definition
Presentation/Style   This category includes taxonomy defects of an editorial nature.

 Unclear Wording     The wording of the definition or label is difficult to understand.

 Typo/Grammar        The definition or label has spelling, typographical or grammatical errors.



External Taxonomy    This category includes defect codes for changes introduced by an external change control
     Change               process in response to changing business requirements or project scope.

 New                 A new node (or nodes) has been added.

 Modify              An existing node (or nodes) is to be modified.

 Delete              An existing node (or nodes) is to be deleted.



Miscellaneous        This category includes other taxonomy changes.
    Changes
 Synonym             A taxonomy node is identified by, or searchable by, more than one name.

 Not a Node          The node should not be in the taxonomy at all.

 Update Metadata     Change administrative metadata (ownership, related systems, etc) for a node.



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                                                                                                  ©2007 Hitachi Consulting. All Rights Reserved.

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Taxonomy Governance Through Metrics

  • 1. Taxonomy Governance Through Metrics, Existing Tools & Process November 09, 2007 @ 10:00am Taxonomy Bootcamp, 2007 Alex Barnes Tom Witczak
  • 2. Session Objectives • Understand what Governance Is • Understand its Context • Identify Core Taxonomy Governance Processes • Identify Standard Processes and Tools • Tips and Tricks for Governance 2 ©2007 Hitachi Consulting. All Rights Reserved.
  • 3. Taxonomy Feedback Loop Executive Sponsors form Strategy and Objectives that are driven by metrics and business objectives Feedback and Requests for Change are captured through periodic review, usability testing and feedback Front End: Applications Published Updates Versions Taxonomy Model Taxonomy Back End: Taxonomy Taxonomy Management Control and Publishing Users Taxonomy Change Control Execution is driven by approved change requests 3 ©2007 Hitachi Consulting. All Rights Reserved.
  • 4. Definitions Governance is the management of a system, usually political or Organizational organizational, involving mutual Structure adjustment, negotiation, and accommodation between the parties Taxonomy involved rather than direct control. — Webster’s Practices, Standards & Processes & Measures Procedures Taxonomy Governance defines: Tools and Solutions • Organizational Structure • Processes and Procedures • Practices, Standards and Goals are to define a repeatable, Measures visible, accountable, process for submission, review, approval and dissemination of taxonomy changes. 4 ©2007 Hitachi Consulting. All Rights Reserved.
  • 5. Components Processes and Procedures • Steps taken when performing taxonomy governance tasks Processes & Procedures • “How-to” view of taxonomy governance Organizational Structure • Structure, membership, accountabilities, organizations involved • Who in the organization is responsible for each Organizational Structure aspect of taxonomy governance and how delegations and escalations are carried out Practices, Standards & Measures • What will be done Practices, • How it will be controlled and monitored Standards & Measures Tools and Solutions • What existing tools or solutions can be used Tools and Solutions • How can they be integrated and leveraged 5 ©2007 Hitachi Consulting. All Rights Reserved.
  • 6. Core Operational Processes Request and Track Taxonomy Changes Request Fix & Commun- • Change request and status visibility & Track Assess Control Validate icate • Track changes thorough various lifecycle stages, start to finish Assess the Impact of Change observed defect observed fix • Assess the validity of change requests • Impact of the requested change on Validate Taxonomy Change taxonomy, consuming systems and processes • Continually validate with end users for consistency and usability. • Effort required to implement a change • Can be analysis, scripted tests with Fix and Control the Taxonomy automated tools, or contextual inquiry with Baseline representative user populations. • Consuming systems should know • Must identify the appropriate validation content of the taxonomy, its ownership, method and coordinate verification efforts change history, and any relationships Communicate Taxonomy Change to downstream systems and processes. • Consumers need to know the change, the reason for change, known impacts, related • Implies administrative metadata, changes, and their timing versioning, knowledge of the context in which the taxonomy is used 6 ©2007 Hitachi Consulting. All Rights Reserved.
  • 7. Organizational Structure R Responsible A Accountable C Consulted I Informed A Executive Sponsors meet quarterly to review summary Executive Sponsors taxonomy metrics and analysis results, and to define and refine strategy Business Unit Leadership Business Unit Leadership team meets monthly to BU Taxonomy Owners Support Team R review/ prioritize requests for taxonomy change; to plan training, communications, and strategy; and to •Control/Approve Changes •Coordinate Changes in approve release and versioning plans •Dependent Systems Day-to-Day Taxonomy Management Coordinates with the Business Unit Taxonomy Owners Taxonomy Librarian Operations R as needed (generally online rather than face-to-face) to assure compliance with processes and to plan the •Administer Taxonomy •Content Admin content and timing of taxonomy releases •Solution Admin Execute processes, receive training, and recommend System Users I taxonomy changes to the Taxonomy Librarian Layered Model Thresholds It is important to define a structure that separates policy and Escalation between layers is controlled by policies that define the strategic direction, operational coordination, and day-to-day thresholds for communication, and what the content of the management and operations. communications should be. This will vary widely from one organization to another. 7 ©2007 Hitachi Consulting. All Rights Reserved.
  • 8. Governance Responsibilities Define Objectives Strategy • For the taxonomy, its intended use, and how it supports the organization’s strategic goals Change Management Planning Manage Change Requests Manage Manage • Who are responsible parties for change requests, Change Taxonomy Coordinate Changes maintenance and changes of the taxonomy Requests Baseline • Define the tools and processes to manage change Communication • Define and track metrics on the performance of the process Manage the Taxonomy Baseline • Who maintains the current model of the taxonomy Communicate with Stakeholders • Notify Consumers of intended changes and • Processes for reassignment of taxonomy current state of the taxonomy – stakeholders components and whom should reassign them may want to browse or query the taxonomy, Coordinate Change in Related Systems receive notification of planned changes • Other systems and processes can be impacted – Plan and Prioritize coordinate change to the consuming systems and • Define the criteria for prioritizing requested processes changes; who decides on priorities, and escalation processes in case of disputes 8 ©2007 Hitachi Consulting. All Rights Reserved.
  • 9. Delegated Management Delegate Disposition It’s not feasible for all taxonomy changes to Item Action Member Action Closed No-Action be channeled through a single individual or group. Listing Removal Auction Restart Flag Item Warning Suspension Reinstatement Flag Member Billing Action Investigate Governance bodies should delegate Bid Retraction Bid Retraction Move Item Account Closure Account Linking Member ownership of the representative context of a Suspension taxonomy and how changes to the parts are Warning Policy Warning VeRO Warning Support Warning Safety Alert Adjustment Collection made without compromising the overall Indefinite Suspension Temporary Suspension structure. 30-day 90-Day Suspension Suspension Standards • Ownership and Reassignment Organization A • Structural Norms and Naming Organization B Conventions Organization C Organization D • Versioning Criteria • Validation and Testing • Periodic Review and QA 9 ©2007 Hitachi Consulting. All Rights Reserved.
  • 10. Practices, Standards and Measures Policies are a plan of action that guides decisions and practices based on stated objectives and Policy strategies. Practices are requirements that establish guidelines for all business Practices units and aligns with defined policies. Standards are specifications that Standards Business Unit Business Unit Business Unit Business Unit Business Unit details how to fulfill the practice; and what is done? how often? Measures Measures are numbers or percentages that illustrate how well a practice is fulfilled. 10 ©2007 Hitachi Consulting. All Rights Reserved.
  • 11. Metrics Metrics can be gathered at each Real-time metrics stage of the taxonomy life cycle, by the • Usage volumes by: business unit and/or by dedicated –User segment taxonomy support staff. –Channel Metrics can improve: –Geography • Taxonomy and Information Architecture: –Facet – Elimination of ambiguity • Taxonomy usage: – Identification of new taxa –Taxa that are never used – Removal of redundant taxa –“None of the above” responses –Search statistics – Improved controlled vocabularies (labels and synonyms) • Taxonomy change request process Analytics • User experience in both taxonomy • Accuracy of categorization (% of categorizations management tools and the operational that are corrected in a later stage) use • Abandonment rate • Identification of consistent patterns of • Taxonomy change request statistics issue, root cause, and change • Taxonomy defect metrics resolution to enable automated • Usability test results change resolution 11 ©2007 Hitachi Consulting. All Rights Reserved.
  • 12. Use the Existing Tools Many of the goals and techniques of taxonomy governance are common to other IT and data Source Mgmt. governance methods. It’s better to reuse existing tools rather than build or buy new ones. The learning curve is shorter and the costs are lower. Taxonomy Lifecycle Model Workflow Bug Tracking • A taxonomy’s lifecycle is similar to that of standard software change request processes. Baseline Control • A taxonomy, just like code, should be Capturing Feedback controlled and versioned. • Both “suggest new content” forms, customer- Branching and Forking service ticket-trackers and bug-tracker tools can be used to capture user requests for • Ability to maintain concurrent models in change. different states is common to many source control systems. Release Planning The Draft/Review/Publish Model • Existing project portfolio management systems often include version description • Existing systems already have workflows that and release-planning functions. can be reused to control publication and notification of changes. 12 ©2007 Hitachi Consulting. All Rights Reserved.
  • 13. Tool Requirements Modeling Essential features: • Web access • Ability to delegate ownership Model Publish • Versioning capability, both coarse and fine- Change grained • Rollback • Flexible taxonomy metadata model (administrative and engineering) • Change history– traceability of changes to Change Request Tracking CR Must have: Publication • Ability for end users to report issues and see resolution status Must have: • Resolution workflow • Integration with model • Integration to model • Integration with change request solution Should have: • Version description/release notes capability • Notification • Flexibility in publication format (DB dump, XML) • Metrics capture and reporting 13 ©2007 Hitachi Consulting. All Rights Reserved.
  • 14. Summary You now should understand Taxonomy Governance: • Processes and Procedures • Organizational Structure • Practices, Standards & Measures • Tools and Solutions You now should understand its context: • Taxonomy exists to support organizational goals and their supporting business functions. As such, a taxonomy governance model is needed. You should be able to identify core taxonomy governance processes: • Not much is unique to taxonomy governance, as it resembles similar governance processes (data, code, etc.). Identify Standard Processes and Tools: • Many opportunities for reuse with existing solutions; adoption is better with reuse. Tips and Tricks for Governance: • For more info, see appendices. 14 ©2007 Hitachi Consulting. All Rights Reserved.
  • 15. Questions? Alex Barnes Tom Witczak Senior Architect Senior Consultant Hitachi Consulting Hitachi Consulting www.hitachiconsulting.com www.hitachiconsulting.com Mobile: 415.297.0712 Mobile: 415.412.2915 abarnes@hitachiconsulting.com twitczak@hitachiconsulting.com Inspiring your next success! ® Inspiring your next success! ® 15 ©2007 Hitachi Consulting. All Rights Reserved.
  • 16. Appendices A. Integrations B. Organizational Change Management C. Taxonomy Defect Types
  • 17. Integration with Process & Workflow Process Analysis Framework Taxonomy does not exist in isolation. It should be informed by a process analysis framework: a model that is used to understand key business processes. It will serve to interpret as-is processes and to scope subsequent process development iterations. Developing a process framework is an activity outside the scope of taxonomy governance. It requires a coordinated, global effort touching upon several facets of business process management. These components include: formulating a consistent strategic view of processes, mapping current state processes, assessment and prioritization of processes, establishing development and modeling standards, process governance, and finally process management. Supporting the framework are the technologies, such as orchestration, infrastructure and how processes are realized and presented to the user. The process framework, as it is executed, will yield requests for taxonomy change, potentially including the identification of new taxonomic facets. If the process framework includes elements of participatory The taxonomy is exposed within the process framework design, valuable stakeholders will actively contribute their through taxonomic views that are task-specific. By some knowledge to the process models, translating to increased definitions, these taxonomic views are regarded as part of end user adoption of the solution. the information architecture of the solution. 17 ©2007 Hitachi Consulting. All Rights Reserved.
  • 18. Integration with Consuming Systems Dependencies Taxonomy is seldom exposed directly on a user interface. Instead, task- specific views of the taxonomy are shown to the user. These may have a structure that is significantly different than that of the underlying System A taxonomy: for example, a node may have multiple parents on the UI. Load time But it is important that traceability is maintained between the taxonomic views and the underlying taxonomy, so that changes to the taxonomy lead to changes in the user experience. Taxonomic views may be surfaced in a number of ways: • Navigation Real time • Workflow/routing Taxonomy System B • Filtering Compile time Along with the hierarchical relationships depicted in the taxonomy, user interfaces (and system behavior) may also be responsive to frequency- of-use considerations. This frequency-of-use data must be measured by observation of system usage, and can be tracked as additional metadata on taxonomy nodes. Binding System C Different systems consume taxonomy in different ways: • Realtime: the system looks at, and responds to, the current taxonomy as it is needed, on a case-by-case basis • Load time: the system is initialized with a snapshot of the taxonomy at the time it is started Coordinating Change • Compile time: the system is built in a way that incorporates knowledge • Metadata should exist in the taxonomy model to reflect these of the taxonomy differences in the impact of taxonomy changes on consuming systems While realtime binding is a desirable design goal, most systems are not and processes this adaptable to taxonomy changes. • When a taxonomy update is published, it must be synchronized with changes to systems and processes that are sensitive to that part of the In addition, business processes are also sensitive to taxonomy: taxonomy • Categorization processes • Metrics Like systems, processes respond to taxonomy changes with varying lag times and varying costs of change 18 ©2007 Hitachi Consulting. All Rights Reserved.
  • 19. Organizational Change Management Approach The key to a successful transition from the legacy state to the new taxonomy governance model is to: • Understand the Organizational Landscape and develop an a change management approach consistent with the organization’s needs • Establish and support Leadership and Stakeholder Commitment to actively lead the initiative • Develop an effective Learning strategy that educates the organization on new processes and functionality from the system and also builds enthusiasm, adoption and skills in stakeholders through exceptional training. • Creation and execution of an effective Communication plan that delivers the right message to the right person at the right time. The goal of OCM is to assist and drive the following key activities to project success: Key Work Products • Methodology adoption by BU, tech team, and SMEs • OCM risk diagnostic • Management Model • Definition of critical success factors • Appropriate analysis of the stakeholder landscape • Stakeholder analysis • Training Approach • Definition and execution of the communication plan to • Champion Framework • Communication plan inform all relevant stakeholders and stakeholder groups • Channel assessment • Leadership Action Plans • Communication with involved groups to make sure SME’s are aware of tasks and complete tasks on time 19 ©2007 Hitachi Consulting. All Rights Reserved.
  • 20. Taxonomy Defect Types As analysis is performed on Taxonomy Change Requests, they must be categorized. This determines resolution workflow, and provides a basis for ongoing measurement of taxonomy quality. A change request can be tagged with one or more defect types. These codes are based on software engineering and data quality defect codes. Code Definition Completeness/Consistency This category of taxonomy defects is for incomplete (missing child nodes) or inconsistent (conflicts with, duplicates or overlaps with other nodes) nodes. Incomplete Not all of the node’s child nodes are specified. Conflicting The node wholly or partially conflicts with another node. Wrong parent The node is placed incorrectly in the hierarchy. Duplicate The node is the same as all or part of another node (not mutually exclusive). No Longer Required There is no longer a business requirement for the node to exist. Missing A required node is not present. Correctness This category includes defect codes for nodes that are incorrect, unverifiable or cannot be implemented. Incorrect (Not a Node) The requirement for the node is logically flawed, or is not needed to support the business process. Ambiguous The definition is ambiguous. Dimensional Problem The node or nodes are repeated due to dimensional problems with the hierarchy. 20 ©2007 Hitachi Consulting. All Rights Reserved.
  • 21. Taxonomy Defect Codes, cont’d. Code Definition Presentation/Style This category includes taxonomy defects of an editorial nature. Unclear Wording The wording of the definition or label is difficult to understand. Typo/Grammar The definition or label has spelling, typographical or grammatical errors. External Taxonomy This category includes defect codes for changes introduced by an external change control Change process in response to changing business requirements or project scope. New A new node (or nodes) has been added. Modify An existing node (or nodes) is to be modified. Delete An existing node (or nodes) is to be deleted. Miscellaneous This category includes other taxonomy changes. Changes Synonym A taxonomy node is identified by, or searchable by, more than one name. Not a Node The node should not be in the taxonomy at all. Update Metadata Change administrative metadata (ownership, related systems, etc) for a node. 21 ©2007 Hitachi Consulting. All Rights Reserved.