Standardization of Data A Pragmatic View for a Complex Process

1. Standardization of Data  A Pragmatic View for a Complex Process Forum on e-Business Interoperability and Standardization May 14, 2004 C.K. Wong iASPEC Technologies and Services

2. What is Data Standardization • Data is defined consistently throughout the organization or the cluster of organizations to facilitate the sharing of data with business context. • These data definitions are understandable and available to all authorized parties. Rationale: The data that will be used in the development of applications must have a common definition throughout the organizations. A common vocabulary will facilitate communications and enable dialogue to be effective. Most importantly, it is required to support application systems interfaces for the exchange of data without human intervention.

3. Data Standardization is Not • It is not a new problem. Throughout the years, IT professionals have devoted considerable effort in solving these problems using various techniques and technologies. • Data Standardization /= XML. XML can be important part of the overall solutions to the problem. One must keep in mind that in the b.x. (before XML) days, data standardization problems have been effectively solved in many organizations. Such experience and practices remain relevant in solving this problem using today’s tools. • Data Standardization is not a one-dimensional problem that can be solved by one single “cure-all” technology.

4. Data Presentation Data Transport and Exchange Data Processing Data Management Data Storage Data Collection and Rendering Session and Presentation Management Message and File Exchanges Application 1 Session and Presentation Management Data Management Application 2 Application 3 Session and Presentation Management Session and Presentation Management Application N Data fields and fields logically collected per device form-factor Data aggregated to form information units (messages or files) of fine enough granularity to reflect a discrete information processing request or reply of the application systems. Data fields organized into rows and columns of database tables or into file structures. Bits and bytes organized into storage units Data Granularity Screens, Voice Menu Messages (XML or non-XML), Files …. Databases, files and records Disk Sectors A Conceptual Model on How Data May Flow in Application Systems

5. Data Presentation Data Transport and Exchange Data Processing Data Management Data Storage Data Collection and Rendering Session and Presentation Management Message and File Exchanges Application 1 Session and Presentation Management Data Management Application 2 Application 3 Session and Presentation Management Session and Presentation Management Application N Common Definition for Data and Information Units (messages or files) Exchanged Common User Experience and Interface Behavior for the Common Data Common Definition in Data Storage and Information Archiving Applications Inter-operability The Different Levels of Data Standardization Effect

6. Do not under-estimate the effort, commitment and determination required to solve this problem. In particular, organizations already running large numbers of disjointed systems or silos of systems will face many challenges. • Gain a comprehensive view of the problems, devise an overall approach in solving them. Do it step by step. A big-bang approach will not work; nor is solving isolated problems in an ad-hoc way. • Do not let the amount of data elements with business context scare you. Generally, the number of elementary data types (e.g. name, data, address, qty…) used in an organization is considerably less. Standardization of the definition and specification of data can be confined to the elementary data types. A Pragmatic Approach to Data Standardization

7. A Pragmatic Approach to Data Standardization • Tackle the problem from the middle, focus on solving the application inter-operability problems before the other two. Standardization of the data stored in the databases is not a pre-requisite for the standardization of information exchanges (messages and files). • When it is time to re-develop an old application or when a new application is to be designed, examine the data standardization at the data management level very carefully. Standardize the data in this layer when it is practical to do so. Document and justify the reasons for deviation. • Standardization of Data is the first step leading to inter-operability of systems and the business processes supported by these system. Data Standardization, by itself does not guarantee the higher levels of inter-operability required.

8. A 2-Dimensional View on Data Standardization and Inter-operability Inter-operability Process Inter-operability Application Inter-operability Technical Inter-operability Data Inter-operability Data Standardization Standardization of Data definition in information exchanges Standardization of Data Stored or Archived Standardization of Data definition in User Interface designs

9. Process Inter-operability Agreement on how business processes interact and connected Goal Process Application Inter-operability Standardization of Message Formats and Contents Technical Inter-operability Standardization of Message Transport Services Data Inter-operability Standardization of Data Definitions The Application Inter-operability Ladder Aim at the Goal, Understand the Process!