Keep your data quality as high as possible is one of the crucial tasks for every Enterprise Architect. Our Whitepaper "Digital Transformation - A Case for Lean Enterprise Architecture" gives an overview on the most important aspects:
There are a couple of features in LeanIX to help you maintain high data quality. This page shows you:
- How to configure Fact Sheet completeness levels
- How to use the Quality Seal to combine collaborative editing with a rigid governance process
- How to use Surveys to actively approach stakeholders to provide and maintain data
Making sure the most important data of a Fact Sheet is completed is the first step towards high data quality, one of the decisive factors in the acceptance of EAM. In LeanIX the quality of data is computed automatically on the basis of a few indicators / automated values. You are even able to set your individual weight for each element.
Completeness Level: All relevant sections as defined in the Administrator area are included into completeness calculation. Completeness calculation is now adjustable in Pathfinder so that the overall completeness may reach 100 % even if certain fields are not filled.
Last Edit Date: The last edit date shows the actuality of the data.
Check Fact Sheet Quality Seal: The *bell symbol* shows that the Fact Sheet content maybe not quality assured. This could be either the case if the end of the reminder period has been reached or somebody not responsible for that Fact Sheet has edited some data. The Administrator per Fact Sheet Type can set a check reminder period.
The completeness can be configured by workspace Administrators without involving LeanIX support.
So if you think that certain information of a Fact Sheet is especially important, please contact your workspace administration for the appropriate changes.
There are two ways to configure this:
- Go to the administration menu > Fact Sheet Types
- Open the Fact Sheet you want to edit > More Actions > Configuration
Both ways bring up the same page:
Click on the Edit button in the header of the page for the right column to appear
In the right column click on the scale symbol
In the section "Completion weights for subsections" you can assign different weight values to each section. The weight controls whether this section is counted in the completeness calculation. Set it to "1" to include the position in the calculation, set it to "0" to leave it out of the calculation. If you feel that a particular section is of higher importance, you can also use higher numbers for your most important sections.
Once you are finished click on the "Show changes" button, which will lead you to a "Summary of Changes"page, where you can review what you have done and proceed to save the changes by clicking on the "Apply" button
Visibility of Sections
It is good practice to hide (deactivate) any section which is not in use in order to make life easier for your stakeholders. Those sections are still accessible, e.g. via API, and any data already stored will of course remain present.
To do so, on the same page where you can configure weights, you need to click on the section you want to hide and then in the right side menu, you can turn on and off the "Visible" toggle.
The quality seal is a great mechanism to combine collaborative editing with clear responsibilities and a rigid governance process. The main concept is very simple:
- As a Fact Sheet responsible or accountable, it is your task to approve the quality of a Fact Sheet
- Every responsible/accountable user can edit information at a Fact Sheet without breaking the Quality Seal
- If somebody else who is not responsible (or administrator) changes your Fact Sheet (e.g. an attribute, a relation), the quality seal breaks and you get a mail.
- If a relation is edited, the Quality Seal at the related Fact Sheet break, too.
- Besides that, your workspace administrator can configure a certain time period (e.g. 30 days). This implies that after this period, your quality seal automatically breaks, helping you to continuously maintain the quality and up-to-dateness of your Fact Sheet.
As an administrator, go to the Fact Sheet Definition page.
For each Fact Sheet, under the Quality Seal tab, you can choose between the following options:
Enable/Disable ‘Broken': This option enables the Quality Seal for the state ‘Broken’ (as well known as 'check needed'. You can manually break the Quality Seal based on your permission. The Quality Seal breaks as well if you, which are not responsible, change fields of an 'Approved’ Fact Sheet. When this state is enabled, a renewal interval can be set to break the Quality Seal after a defined time as a reminder to do a revision.
Enable/Disable ‘Draft’: This option enables the Quality Seal for the state ‘Draft’. New Fact Sheets will be automatically set as 'Draft’ and its configuration is the precondition in order to define fields as mandatory.
Enable/Disable ‘Rejected’: This option extends the Quality Seal for the option ‘Rejected’.
For each Fact Sheet where the Quality Seal is enabled, a little button on the top right shows the state and allows you to approve the Quality (if you are a responsible user).
If you do not have permission to change the quality seal, you will see this message instead.
In case the Seal breaks, all Fact Sheets responsibles and accountables receive a mail. Mails are aggregated if required, i.e. if 10 Seals break at the same day, you receive only one mail.
Also, the events (both approval and break) can be traced in the Fact Sheet audit log.
In the inventory and in the reporting, you can filter for the Quality Seal state. You can combine this filter options with all other Filters.
Further, the table view gives you a direct overview where quality seals are set. You can also export it to XLS in one click.
Maintaining high data quality is a great use case for our Survey as well.
Updated about a month ago