Data Driven Processes [Whiteboard Payday]


Hi, I’m Tyler Warden, and
welcome to White Board Payday. In this video,
we’re going to look at data driven governance
processes and the impact they can have on your business. What is a data driven process? A data driven process
is a business process that combines the best
part of business process management, data quality,
and data governance to drive the creation,
modification, extension, deletion, approval,
workflow, and any action on data throughout
an organization. It uses the data being
put through the process to determine the right data
being sent to the right person at the right time
in the right format. Let’s say for
example Wilie Coyote. Wilie Coyote runs
Roadrunner Catching, Inc, and to catch roadrunners,
he needs rockets. So in order to
purchase those rockets, he wants to buy them from
Rockets R Us, Rockets R Us, of course, being the world’s
largest distributor of rockets and rocket paraphernalia. Wilie Coyote is very
well versed in rockets, and he knows that he
wants Acme rockets. He knows when he
goes to Rockets R Us, he wants to say send
me those Acme rockets because they’re my favorite. But he needs rockets to
catch those roadrunners. So what he tells Rockets
R Us is if you don’t have Acme in stock, then send me
Boom Goes the Dynamite rockets. Wilie Coyote has
a business goal, where he needs to add
a supplier from whom he will purchase parts. In this case, he has a
preferred manufacturer in Acme, but if Acme is out
of stock, he’ll take Boom Goes the
Dynamite rockets. In order for this business
goal to be achieved, a data process is
needed in order to put the right data
in the right systems. Thereby enabling the
addition of Rockets R Us and the manufacturers
to Roadrunner Catching, Inc’s supply chain. There’s several ways this
process can be implemented, but let’s look at the
three most common. First, there is the
manual with email method. In this method, the different
people involved in the process will enter the data they know
into the different systems. They will need to reach
out to their colleagues, via whatever ad hoc
communication method, typically sending emails, but
it could be texting, IMing, smoke signals, carrier
pigeon, whatever they happen to use that day. When they reach out to
people and work their way through this data process,
their business systems will have partially
correct data, it will be partially answered,
it will be not really complete. And the handoffs between
people will follow these ad hoc communication methods with
no real visibility as to when the process would
complete, if it stalls, or when the rockets will be
ready for Roadrunner capture. And now, this method, while it
lacks visibility and structure, can be used to get the
job done, but really often leads to frustration
for everyone involved, as well as low-quality data. After working with the manual
processes for some time, we typically see the
introduction of technology to help solve the problem. And most typically,
some combination of an electronic form
and email based solution. So let’s call this a
form based approach. The most common electronic form
is not Google forms or Adobe. We often see spreadsheets,
which means Excel. And these types of
processes, people receive an Excel sheet, open
it up, fill out their sections, and email the file to the
next person in the process. These Excel sheets can get
really, really sophisticated and cool, with things like
macros, data validation, lists, colors, and all
these other features to make data process easier. But even with these
really cool Excel files, there is still some
flawed assumptions in these types of processes. Namely that all these users
are available and reachable, everybody is going to
act on these sheets right when they come in, people know
exactly what they need to do, and probably most importantly,
all data is correct. Because even with these
really cool checks built in, it becomes quickly
unrealistic to do all the validations needed
in kind of this forms Excel based approach. Where we’ve seen drive the
most value and the happiest users is when a data
driven governance process gets implemented. In a data driven
governance process, the concept of data
quality, data governance, business process
workflow, and integration are combined to put a
process in place that gives proactive
notification to the users, the ability to run
processes in parallel, provide monitoring and
service level agreements, with built-in data quality,
with rules, and automation. As the data flows through
the process and is validated, each step in the process
gets moderated and track for its status and adherence
to these process service level agreements. By driving the process
forward and using the data in the process
determine the flow, not only is the data in the end
systems made better, but so too is the speed and
efficiency of the process. When working through these data
driven governance processes, Roadrunner Catching,
Inc is able to work with the necessary users
to advance their supply chain forward and catch
more roadrunners based on the transformation
facilitated by these processes. I’m Tyler Warden. Thanks for watching
White Board Payday. We’ll see you next time.

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