Implementation of Master Data Governance Tool for a Multinational company for better managing  their business process through ERP systems

Challenge and Selection:

We were to implement the Master Data Governance tool for a multinational giant for managing its master  data need for its ERP system. The tool was already decided. We were given a task to implement the tools  with standard feature the tool offers.

The challenge was, we were not having the clear idea about requirements Or expectations other than to  ensure all standard feature of the tool should be configured. The master data was maintained discretely  my multiple departments across multiple functions within the organization.

There was no much information readily available on the present processes being used to maintain the  data in that organization, the challenges which were being faced for managing such vast master data were  not centrally available. There is not definite place where in all the related information would be made  available to us.

We decided to have a blueprinting exercise (Visualization technique) to understand the requirements  better by reaching out to key stakeholders spread across multiple departments, interact with them and  get more information about the practices they were following, their expectations from the new tool what  could be done better to make their life easier in maintaining the data in much better manner and easier  way. The aim was also to understand their pain points and give a better means for carrying out their work  other than just implementing the standard toll with its given features.

Application:

We prepared the format with a set of questions to understand the way the data maintenance being  carried out of responsible persons, the volumes of data being managed by them, frequency at which this  activity needs to be carried out, challenges they were facing in carrying out this seemingly monotonous  activity. We identified key stakeholders from respective departments who had good knowledge of  business and who could give us the clear picture of present state in master data.

Post circulating these questionnaires and asking them to fill up, then we conducted one to one session  with these stakeholders (AS-IS sessions), reviewed the questionnaire filled up by them and then  understanding from then what challenged they were facing other that what we had asked for. What were  the key points which they felt should be addressed or would be most critical to get addressed with the  help of new tool. What kind of governance structure / approval mechanism they were expecting from the  tool.

After collating all the information and segregation of related data, we then prepared the proposed  solution (in the form of documentation and presentation) and swim lane diagrams. Each process was  clearly mapped using the swim lane identifying the inputs / out puts and process flow for each step.

We clearly documented the requirements which could be addressed, and which were not possible using  the tool.

This was then presented to same set of stakeholders, giving them the picture of what would be the  solution which will be available to them after the tool is implemented.  These were all interactive session  and we ensured that they are having the clear picture of what is being offered to them and addressed  their queries. This verified To-Be process was then taken to next stage, where the solution was developed/  configured and them tested along with these stake holders to get their feedback.

Insite and Approach:

-  We made small group of key people with good understanding of business. This immensely helped  us in getting a clear picture of how the business was being conducted in that organization.

-  Having a set of questions help in getting a structured information from multiple departments and  we would then collate this information and could arriving in making a common understanding and  generic requirement across all departments. This also helped us to clearly note down the unique  requirements from different departments.

-  We could get additional information and undisclosed information/ expectation from users in  informal discussions with these select group of people

-  The To-Be session with swim lane diagrams helped in giving a very clear picture of what could be  the new solution which business can expect. This helped them to then pin point shortcomings and  give more valuable ideas, which they could not give during AS-IS sessions.

