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Master data management (process ST 3.6)

Master reference data is key data that the Configuration Management System (CMS) depends on and is often provided by different organizational functions, such as human resources management, finance, and facilities. For example, master data can include details about organization units, cost centers, employee data, and locations.

The objective of the Master data management process is to reconcile master reference data managed in other administrations. Modification of this reference data is processed in the (CMS).

Changes in organizational structures, locations, and employee data might result in exceptions or incidents, because existing Configuration Items (CIs) and contracts remain associated with these entities (for example, the retirement of an employee who still has a laptop or mobile phone assigned). Modification of this data must be reviewed and appropriate actions should be initiated.

Details for this process can be seen in the following figure and table.

Master data management workflows is illustrated in the following figure:

Master data management process

Process ID

Procedure or Decision

Description

Role

ST 3.6.1

Validate data sets

Periodically data sets are received from trusted sources. The Configuration Administrator checks the format and content against the defined specifications.

System Administrator

Configuration Administrator

ST 3.6.2

Import location data?

If you want to import location data, continue with ST 3.6.3. If not, go to ST 3.6.4.

System Administrator

Configuration Administrator

ST 3.6.3

Reconcile
location data

Import and load location data into the CMS.

System Administrator

Configuration Administrator

ST 3.6.4

Import organizational data?

If you want to import organizational data, continue with ST 3.6.5. If not, go to ST 3.6.6.

System Administrator

Configuration Administrator

ST 3.6.5

Reconcile
organizational
data

Import and load organizational data into the CMS.

System Administrator

Configuration Administrator

ST 3.6.6

Import employee data?

If you want to import employee data, continue with ST 3.6.7. If not, stop.

System Administrator

Configuration Administrator

ST 3.6.7

Reconcile employee data

Import and load employee data into the CMS.

System Administrator

Configuration Administrator

ST 3.6.8

Item retired or obsolete?

Verify that one or more items in the data set are retired or no longer present. Make sure to update the status of items in the CMS.

System Administrator

Configuration Administrator

ST 3.6.9

Check related CIs

Verify that one or more CIs are still related to retired items in the modified master data record. For example, a retired user may still have one or more subscriptions or CIs for which that user is responsible. Updates of interest include:

  • Status updates (for example, retirement)
  • Job profile changes (for validating access rights and related current subscriptions)
  • Reorganizations (for example, merge or split of departments)
  • Cost center changes

Master data modifications must be verified to ensure that these updates do not conflict with configuration administration.

System Administrator

Configuration Administrator

ST 3.6.10

Related active CI?

If there is a related active CI, continue with ST 3.6.11. If not, go to ST 3.6.12.

System Administrator

Configuration Administrator

ST 3.6.11

Determine corrective actions

Follow the procedure to create a new incident (see SO 2.1.11).

System Administrator

Configuration Administrator

ST 3.6.12

Create data reconciliation report

Create a report with a summary of data modifications and reconciliation errors, which includes statistics of the number of modifications (for example, new items and retired items).

System Administrator

Configuration Administrator

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