Research10
Winning BI Organization Designs
1
Departmental vs. Enterprise BI
Source: Howson
2
Departmental, Enterprise and Hybrid BI
3
Source: Howson
Enterprise BI has Long Term Positive Impact
4
Source: Howson
Shared vs. Locally Dedicated BI Resources
5
Source: Howson
The Business Intelligence Competency Center (BICC) Organizational Model
6
Source: Howson
Effective BI Requires the Best People
The mindset of the average BI practitioner tends to be different from other technical practitioners
BI is a business focused technical discipline and business knowledge is critical
BI is also a client focused technical discipline. Responsiveness balanced with effective prioritization is critical
7
Source: Howson
The Business Intelligence Competency Center
8
Source: Howson
Sample BI Roles
Slides 11 – 18 describe the key BICC roles from a real company
Specifics have been changed to ensure anonymity
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10
BI Product Manager
Accountable for turning Business Capability delivery into a Business Intelligence solution delivery roadmap aligning to enterprise strategy vision
Collaborates with Lead BI Business Analysts in understanding the business capability, business priority and applies it to the business intelligence solution delivery roadmap
Accountable for the overall delivery of the Business Intelligence solution that enables the desired business capability
Accountable for the execution and delivery of Business Intelligence Solution roadmap through series of Programs and Project(s)
11
BI Product Manager (Continued)
Collaborates and consults with the Lead BI Business Analyst, Solution Designer, Delivery Lead, Data Architect and Portfolio Managers during the initiation of program/projects to ensure a forward looking delivery pipeline enabling business capability end state vision and architecture foundation
Accountable for all aspects of the SDLC applied to the solution delivery during the execution of the business intelligence solution delivery
Partners closely with the Lead BI Business Analyst in end user adoption efforts to ensure active and effective utilization of the business intelligence solution by the business
12
Lead BI Business Analyst
Responsible for portfolio demand management. Participates in BICC Demand Management as representative of all requests for shared solutions from the BI portfolio
Ensures alignment of business needs to the enterprise BI roadmap
Responsible for socializing the BI roadmap with business users and education on data delivery strategy
Identifies opportunities for collaboration between business units
Identifies opportunities to use the enterprise data warehouse as source and additional data elements/processes needed in the enterprise data warehouse to assist in decommissioning efforts
Rationalizes existing capabilities to ensure business intelligence alignment with our business units
Identifies opportunities to leverage existing solutions as appropriate
Responsible for relationship management with business unit and business users
Accountable for driving user adoption for all solutions managed and supported by the portfolio and ensuring that solutions are meeting the business needs of the portfolio
13
Lead BI Business Analyst (Continued)
Collaborates with BI Product Manager, Portfolio manager, Solution Designer and Data Architect at initiation of projects
Accountable for the constant re-evaluation and rationalization of projects in accordance with BI strategic roadmaps
Accountable for business capability roadmap for market/portfolio as it relates to Business Intelligence support of these capabilities
14
BI Business Analyst
During Project
Point of contact for business throughout project
Liaison between business and Systems Analyst/Developer/Quality Assurance/Data Analysis as necessary
Responsible for clear understanding of business needs
Responsible for business requirements
Reviews and provides input to technical requirements
Participates in Pre user acceptance testing (UAT) and coordinates UAT
Accountable for training and communication prior to launch
15
BI Business Analyst (Continued)
Post Production
Responsible for ongoing user adoption of all solutions managed and supported by the portfolio through user groups
On going training
Reviews enhancement requests with user group prior to submittal to local demand management (In the Shared group the application BA owns the first pass of prioritization with the expectation that there will be an overall review)
Point of contact for questions
Responsible for working with IT production support to analyze break fix items
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Responsible for design and accountable for development, automating, compiling, and preparing reports, self service/ad-hoc environment, analytical workspaces, dashboards, scorecards, statistical analysis datasets and cubes
Collect data and profile as needed
Evaluate and analyze data
Integration of that data
Development (prototyping and production build) and unit test
Responsible for developing robust and scalable business intelligence solutions through the use of strategic BI products against relational, OLAP and big data sources
Responsible for solution development that satisfies business requirements
Responsible for preparing or assisting with technical specifications
Responsible for contributing to implementation of strategic plan for information delivery
Responsible for having broad knowledge of business intelligence products and tools and being able to effectively utilize those products and tools
BI Developer
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Accountable for the definition, planning and execution of unit and integration testing; complete system testing as appropriate
Responsible for developing accurate and complete estimates for enhancements and new business intelligence solutions
Responsible for conducting root cause analysis on production defects within business intelligence solutions
Responsible for troubleshooting production support issues
Responsible for having thorough understanding and application of System Development Life Cycle (SDLC) and Information Delivery best practices when standard enterprise BI tools
Contributes to user adoption efforts of strategic reporting, dashboards and other business intelligence solutions
BI Developer (Continued)
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BI Data Analyst
Acts as a subject matter expert on specific aspects of data availability and usage, assisting in the arbitration of differences of data interpretations and guidance to projects, business and technology areas
Develops and maintains data derivation rules and data requirements that align with standards and regulatory compliance
Performs profiling and analysis for data anomalies or issues (moderate to complex) and drives at root cause. Plays a key role in ensuring data issues are communicated to impacted areas and remediated in a manner consistent with data standards
Actively participates in the creation and implementation of business data models. Demonstrates an understanding of overall data, data models, data relationships, mapping lineage and business rules
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BI Data Analyst (Continued)
Partners with business analysts and customer(s) to understand the business capabilities and needs in order to create the necessary business / data requirements
Demonstrates strong working knowledge of business concepts with the ability to relate that knowledge to the applications and data
Ensures data standards (e.g. naming conventions, leveraging strategic concepts) are met over time
Partners closely with BA, SA, Data Architect and Solution Designer. Advises SAs on Required Data Elements Mapping (RDEM) and reviews the RDEM before delivery to extract, transformation and load (ETL) development
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BI Solution Designer
Collaborates with Lead Business Analysts to understand business need and conceptualize design of a most effective solution that delivers outstanding customer experience
Partners with Business Analysts to socialize front end design options with the business and facilitate confirmation of user interface (UI) requirements.
Develops “Shrink Wrapped” BI solutions/prototypes with end state view in mind and determines project complexity and effort estimates
Supports BI project managers in project coordination associated with development, testing and release management
Maintains oversight responsibility on Information Delivery development efforts to promote best practices and provide support and direction to the development team
Conducts product evaluation and stay current with industry standards, trends and technology advances within business intelligence
Facilitates peer reviews and code checkouts to ensure delivery of high quality solutions to the business
21
BI Solution Designer (Continued)
Works with IT architects to develop overall solution architecture and support database and ETL needs as appropriate from UI perspective
Architects and develops analytic solutions based on unique analytic requirements using a variety of technologies
Provides rapid prototyping services for analytic solutions, both application and data
Provides product consulting services, ad hoc question support and entry level training for analytic tools
Reviews and provides input to technical requirements
Provides consulting services for non-BICC centric analytic solutions
Provides unit level testing for solutions
Prototypes potential solutions to assist in clarifying specific business needs
Understands how current database structures work and builds proof of concept files or views for the project which are easily transferrable to the IT development team
22
BI Portfolio Manager
Partners with the Business leads and performs a stewardship role to establish a cohesive strategy and delivery of the execution roadmap across the portfolio
Oversees resource allocation for the portfolio. Actively manages business resource allocation and capacity plans, consults on IT resource and allocation plans. Coordinates data capture, resource leveling, leadership reviews and status reporting for the portfolio
Partners with BI Product Manager and Lead BI Business Analysts to resolve conflicts and competing demands and modify tasks, sequencing, and resourcing, appropriate to maintain progress
Baselines resource utilization and identifies opportunities for improvements to reduce the time it takes to deliver BI solutions
Oversees the total cost of ownership for all projects/programs within the BI portfolio. Owns the portfolio financial plan and partners closely with IT to consult on the IT financial plan. Coordinates financial data capture, leadership reviews and status reporting. Drives effectiveness, transparency and financial discipline for the annual budgeting process and the mid year reforecast process for the portfolio.
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BI Portfolio Manager (Continued)
Accountable for portfolio status reporting including project status, resource/financial assessment, risks, issues and interdependencies. Includes effective management of change controls within the projects and across the portfolio
Compiles, manages and shares project and program interdependencies with Lead BI Business Analysts within the portfolio and across BI portfolios
Ensures high quality charters with clear scope are published via one-over-one reviews and in collaboration with Project and Program Managers
Publishes cost/benefit analyses to inform project selection with active support from BI Product Managers and Lead BI Business Analysts. Measures, publishes and reports on benefit accrual
Assures rough order of magnitude estimates (ROMs) are reasonable and within business context by ensuring Project Managers perform detailed ROM reviews with appropriate, accountable Business and IT leaders
Accountable for governance process across the portfolio. Includes conducting stage gate reviews to ensure project/program progress and control
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BI Portfolio Manager (Continued)
Confirms high level estimates (HLEs), resource and project plans, issue and risk management and status reports will support effective delivery through close collaboration with Project and Program Managers
Ensures Project and Program Managers adhere to the established best practices and processes while implementing and employing change management procedures
Confirms Project and Program Managers plan for seamless production support transition and capture, publish, store and disseminate lessons learned to foster enterprise knowledge
Facilitates the publication and on-going management of the agreed upon service level agreements (SLAs)
Ensures effective service delivery via superior execution via services that entail, and are not limited to, conducting project reviews, assisting with expectation management and supporting PMs in Steering Committee status reporting
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BI Project Manager
Accountable for the development and on-going execution oversight of the end–to-end Business and IT project plan to ensure successful delivery of milestones/deliverables
Manages project total cost of ownership, including financial management for both Business and IT
Consults with Portfolio Managers on business and IT resource capacity management, manages resource plans for the entire project scope, both business and IT
Publishes project charters that clearly define scope, high level milestones and resource and financial criteria
If engaged during the project initiation phase, establishes a group of business and IT subject matter experts (SMEs) to form the project organization
Within program budgets established during the annual budget forecast, facilitates the publication of comprehensive and reasonable rough order of magnitude (ROM), high level and detailed estimates with appropriate business and IT stakeholders
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BI Project Manager
Ensures appropriate stage gate reviews occur with project phase completion
Publishes issue, risk and communication management plans to ensure effective delivery execution
Publishes project change management plans in accordance with enterprise change management procedures
Ensures release management and operational readiness plans are published and seamless transition to production support operations occurs
Collaborates with the BI Product Manager and Business Sponsor to furnish an operational definition of project closure and achieves that end state while balancing budget, schedule, quality and functionality goals
Facilitates the capture of lessons learned and stores related documentation in relevant project archives
The Case of the Endless BI RACI
Situation
The IT and business based BICC teams did not get along
At one meeting, as IT leaders sat on one side and business BI leaders sat across from them, the group reached an impasse
Your Professor offered to draft a responsibility assignment matrix (RAM) or RACI (responsible – accountable – communicated to – informed) hoping clear roles and accountability would help
Leadership agreed
What do you think happened?
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The Case of the Endless BI RACI (Cont’d)
Result
The resulting RACI document endured through three organizational changes
Your Prof became perceived as the “RACI guy” and facilitated each time. He learned defining and gaining support for roles and accountability takes extreme amounts of time
Morals
Documented accountability helps resolve conflict
When people are asked to confirm their accountability, they will “split hairs” and generate extended dialog. Engage ready to drive or you will be consumed whole
If you’re perceived to be good at something you will own it until you leave the company
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Sample BI RACI Fragment
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The Tragedy of the Commons
It makes sense to build one enterprise solution vs. multiple solutions that cost more, but
Individual interests conflict with the common good and
Individuals will pursue their own gain at the expense of the group
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The Prisoner’s Dilemma
Two players who are arrested for an offense. Each player has two strategies, “confess” or “don’t confess:”
If one player confesses and the other does not then the one that does not goes free while the other receives the maximum ten year sentence
If both players confess then they each receive a five year sentence
If neither confesses they both receive six months in jail for a lesser offense
Players must confess or not confess and neither knows about the outcome until the end of the investigation
How should the players act?
The players’ only concern is maximizing their own payoff with no concern for others so the best result is for both players to not confess even though the societal reward would be greater if they did so
The player’s best option in this “game” is to maximize their own benefit and not confess!
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Examples of the Prisoner’s Dilemma in BI
The following examples show the concept of maximizing one’s own benefit over benefits for the enterprise
The resulting contortions exemplify why you will stand out positively if you think about the enterprise
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Example 1: Self Preservation Drives Improvement
Situation
Sales reps and region managers purchased and installed contact management software on their personal laptops
While Headquarters (HQ) did not initially support their efforts they eventually agreed to purchase laptops for the sales force
Prospecting data was transmitted from the home office to the sales force. The only data HQ captured in return was lost deal information
What do you think happened?
33
Example 1: Self Preservation Drives Improvement (Cont’d)
Result
In pursuing benefit for themselves the sales force demonstrated the benefits of automating their sales prospecting process, “pulling” HQ along
34
Example 2: BI as a Political “Hot Potato”
Situation
A company purchased an enterprise resource planning (ERP) system
This ERP system supposedly contained good predefined reports and an easy to use ad hoc self service environment
Enterprise leadership instituted a centralized BI approach, hired a BICC and installed that team in the United States
Leadership thought the only additional development they required was an executive information system (EIS) for senior management
IT owned BI
The organization’s initial design looked like the graphic on the next page
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Example 2 (Continued): Group IT and the EIS/MIS COE
The Enterprise ERP
A Shared Resource
The ERP’s
Reporting and
Self Service
Application
Happy Users in
All Geographies,
1 Business Unit
Supported by a single BICC
Big Assumption: This approach would work for everyone…
36
Example 2 (Continued): Trouble Brews
Situation
When the ERP was implemented:
Self service and ad hoc reporting access was highly complex
The vendor confirmed this was the largest data volume they ever attempted
Slow BI responsiveness was debilitating
The EIS was delayed to emphasize self service reporting improvements
European leaders drove the decision to select the ERP while the U.S. leaders did not support it. The faulty reporting environment undermined Europe’s decision so they dove into making it work
Meanwhile, the U.S. leaders watched and suggested locally developed alternatives for their user community
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Example 2(Continued): A Hybrid Results
Situation
As IT scrambled to make the ERP’s reporting infrastructure more user friendly and responsive leadership divided the business in two, creating the “U.S. business unit” and “Global business unit”
The U.S. business unit’s leadership implemented local BI solutions despite the CIO’s admonition. This undermined the company’s BICC
The Global business unit hired a team to manually generate reports and provide mentoring and support. This also undermined the company’s BICC
The BICC became a shared IT resource, managing BI infrastructure for the Global Reporting Team. The U.S. team supported their own BI solutions
The revised organization design is depicted on the next slide
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Example 2 (Continued): Resulting BI Federation
The ERP
A Shared Resource
ERP
Reporting and
Self Service
Application
Happy Users
Supported by the
Global Reporting
Team
Supported by the BICC
Supported by the Global Reporting
Team
Local U.S.
BI Solutions
Supported by U.S. IT
Happy Users
Supported
By U.S. IT
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Example 2 (Continued): Political Infighting
Situation
The business thought the Chief Information Officer (CIO) and IT were not aligned with their needs
The Non U.S. Chief Operating Officer (COO) and the U.S.’ Chief Financial Officer (CFO) were both strong personalities engaged in “combat”
While the CIO institutionalized many enduring procedures, he “folded” under pressure from his stronger “C Level” peers
What do you think happened?
40
Example 2 (Continued): Political Infighting (Cont’d)
Results
The result was the hybrid approach depicted on the previous slide. The two business units employed dramatically different approaches
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Example 2 (Continued): Wasted Time and Resources at the U.S.’ Hands
Consider the U.S.’ approach
Their BI solutions were developed by people who understood the business
Their products were tuned and easy to use for their specific needs
The U.S. Chief Technology Officer (CTO) introduced local solutions for the U.S. that the CIO did not know about until after implementation
The shared IT team could not respond effectively to local U.S. demand
The U.S. CTO and CFO both were gleeful their local needs were met
The U.S. CTO held a dual role as the U.S. CTO, accountable to the U.S. and the senior IT leader accountable for the BICC (an abused conflict of interest)
With minimal adjustment the entire company would have benefitted if the U.S. had shared their BI solutions. This was disappointing!
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Example 2 (Continued): Wasted Time and Resources at Non U.S.’ Hands
Consider the Global (non U.S.) approach
Their COO drove the ERP’s selection and had to ensure his decision was sound
This COO’s personal prestige suffered when the ERP’s reporting was found lacking
He took focus off his complicity by scapegoating the U.S. based BICC
He created the Global Reporting Team to repudiate “poor U.S. management.” His unsaid objective remained proving his ERP decision was sound
A former underwriter with no technical knowledge led the Global Reporting Team
They employed a manually intensive solution to address challenges that technical solutions would have addressed more efficiently
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Example 2 (Continued): Conclusions
The CIO should have fostered a better IT and Business partnership. He should have
Collaborated with both his business units from a position of strength
Driven sharing the U.S.’ BI solutions with the enterprise and developed enterprise solutions leveraging their success and using them as a foundation
Brokered agreements between the business units to quell their gamesmanship while supporting his employees
After the delay, executive information system (EIS) was not considered again for several years
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Example 5 (Continued): The BI Replacements
Situation
When new management assumed ownership of the under-the-desk Access based applications, they decided to lay off everyone except three employees and hired a new team with previous BI experience to replace them
Couldn’t any of these people be retrained?
Source: Howson
45
Example 7: From the Tragedy to the Commons
Situation
A BICC was established to focus on a business unit. Meanwhile, several other BICCs existed around the organization
A healthy competition grew between the new BICC and the others
During this time, the BICC’s leadership often referenced the enterprise data warehouse with derision for a perceived lack of delivery effectiveness
Later, this BICC assumed ownership of that data warehouse
What do you think happened?
46
Example 7: From the Tragedy to the Commons (Cont’d)
Results
A “Pillar of Strength” program was initiated to incorporate the enterprise data warehouse + data marts + dashboards for better return on investment (ROI)
Management was forced to consider the common good via its new, enterprise responsibilities
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BI Delivery Models vs. Organization Charts
In a matrix organization, project teams are comprised of workers from various organizations
A BI delivery model ensures workers consider delivery as their primary goal
When delivering a BI solution, leaders don’t ask “what organization do are you from?” Instead, they say, “Give me a solution”
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Sample Delivery Model
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Demand Management and the Delivery Model
Track
Track
Track
Track
Track
Track
Prioritized Demand Pipelines by Track:
Higher throughput
More business value
Happy customers!
Reference List
Howson, C. (2014). Successful business intelligence: Unlock the value
of BI and big data. New York. McGraw Hill Education.
ISBN: 9780071809184
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Responsibility Assignment Matrix
Senior LeadershipLead BI Business AnalystBI Product ManagerBI ArchitectBI Portfolio ManagerIT Finance/Resource ManagerProduction Support ManagerBI Project ManagerBI Business AnalystBI Data AnalystSystem AnalystData ModelerDatabase AdministratorBI Solution DesignerAnalytic Solutions DeveloperData Services LeadFramework DeveloperUI DeveloperData Services Tec lead
*
Data Services DeveloperQA Lead
*
QA TesterRelease ManagerCompetency Lead
Senior Leadership
Business Intelligence Core Strategy Direction and Organizational prioritiesACCCCIIIIIIIIIIIIIIIIIII
Competency
Information Delivery Strategy Alignment to core business strategies A
Application Architecture Strategy alignment to core business strategies A
Adherence to best practices A
Delivery Model, RACI & SDLC Maintenance A
Internal Project Audits A
Test Strategy A
Portfolio
Implementation of business engagement modelACIC
Identification/Rationalization of Business CapabilitiesACII
Turning Business Intelligence Strategy into Program/Project RoadmapCACC
Establish Architecture roadmap to support the productCCAC
Demand Management(prioritization & facilitation)
Business Prioritization ACIII
Impact Analysis of Business ProcessesAIIII
Impact Analysis of IT SystemsICAICCCCC
Business Resource Allocation/Capacity PlanCAICCR
IT Resource Allocations/Capacity Plan CCACCIR
Total Cost of Ownership, Business + ITCCCACCCCC
IT Financial ManagementIARRC
Business Financial ManagementAIRC
Managing of Cross-Portfolio InterdependenciesCCCACIC
Relationship management with SME communityAIIII
BUSINESS & IT LEADSName & NameBICCBA – NameDQ/Data SME – NameFront End Dev – Name IT PM - NameTech Lead - NameSA – NameDM - NameDBA - NameQA - NameETL Off-shore Dev - Name BUSINESS IMPROVEMENT PROJECTSBUSINESS PORTFOLIO MANAGER: NameIT PORTFOLIO LEAD: NameSTRATEGICDATA MOVEMENTITPM - NameTech Lead - NameSA/DA – NameDM – NameETL On-shore Dev -NameETL Off-shore Dev - NameQA -NameRel Mgmt - Name BICCBA – NameDQ/Data SME – NameFront End Dev - NameReport Dev - Name NameIT On-shore Cord – NameOff-shore Dev - Name Report Exec – Name Incident Mgmt – Name Enhancements – Name Ad-hoc - Name Inquiries - Name QA - NameBICCBA – NameDQ/Data SME – NamePRODUCTION SUPPORTDASHBOARDSBICC BA – NameSol. Designer – NameFront End Dev - Name ITPM – NameDM – NameDBA - NameETL Dev - NameQA – NameRel Mgmt - NameSHARED BI SERVICESBICCPM* - NameBA - NameFront End Designer – NameFront End Dev – Name Offshore TeamsOn-shore coordinators – NameOff-shore Dev – NameARCHITECTURE SUPPORT – NameDEMAND MANAGEMENT, TRAINING & USER ADOPTION – BUSINESS ARCHITECTSName, Name (?), Name (?)NameNameDATA GOVERNANCE & DATA MANAGEMENT – NameNameNameBUSINESS INSURANCE SHARED FUNCTIONSDATA MIGRATIONINFORMATION DELIVERYAPPLICATION MGMT & LEGACY REPORTINGSELF SERVICE, REPORTS, ANALYTICS & PROTOTYPINGBICCBA – NameFramework Dev – NameFront End Dev – NameReport Dev - NameDQ/Data SME – Name IT* SA/DA - Name DM – Name ETL Dev -Name QA -Name* On as needed basis Name
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BUSINESS & IT LEADS Name & Name
BUSINESS PORTFOLIO MANAGER: Name IT PORTFOLIO LEAD: Name
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ARCHITECTURE SUPPORT – Name
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DEMAND MANAGEMENT, TRAINING & USER ADOPTION – BUSINESS ARCHITECTS Name, Name (?), Name (?)
Name
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Name
BUSINESS INSURANCE SHARED FUNCTIONS
DATA MIGRATION
INFORMATION DELIVERY
APPLICATION MGMT & LEGACY REPORTING
PORTFOLIO LEADERS
BUSINESS
IMPROVEMENT
PROJECTS
PORTFOLIO MANAGEMENT
STRATEGIC
DATA MOVEMENT
PRODUCTION SUPPORT
DASHBOARDS
SHARED BI SERVICES
(Example: Finance
Data Strategy)
DEMAND MANAGEMENT, TRAINING & USER ADOPTION – BUSINESS ARCHITECTS
DATA MIGRATION
INFORMATION DELIVERY
APPLICATION MGMT &
LEGACY REPORTING
SELF SERVICE,
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& PROTOTYPING
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DEMAND MANAGEMENT, TRAINING & USER ADOPTION – BUSINESS ARCHITECTS
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INFORMATION DELIVERY
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