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 completeness for the individual Fact Sheets to distinguish between mandatory and optional fields
- How to use the Quality Seal to combine collaborative editing with a rigid governance process
- How to use the Survey add-on to actively approach stakeholders to provide and maintain data
Making sure the mandatory data of a Fact Sheet is completed is the first step towards high data quality. For each Fact Sheet element, LeanIX allows you not only to distinguish between optional and mandatory, with LeanIX Pathfinder you can even set your individual weight for each element. The quality of information is sometimes decisive for the acceptance of EAM at one's organization. In LeanIX the quality of data is computed automatically on the basis of a few indicators / automated values.
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 Definition
- Open the Fact Sheet you want to edit > Configure Fact Sheet > Advanced
Both ways bring up the same table:
In this table, you have two dropdowns for each Fact Sheet section:
- Weight: The weight controls whether this section is counted in the completeness calculation. Set it to "1" to include the position into 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.
- Status: It is good practice to 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.
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 (see below).
- 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.
The Quality Seal is not available in all LeanIX editions. Contact your Administrator or get in touch in case you are unsure whether the feature is available to you.
For each Fact Sheet, you can choose between the following options:
- Disable the Quality Seal
- Enable it, i.e. the Seal breaks in case of any edit of non-Responsibles, but no time period for re-approval is configured.
- Enable it and set a time period for re-approval
For each Fact Sheet where the Quality Seal is enabled, a little button on the top right shows the state (Check needed or not) and allows you to approve the Quality.
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 Add-On as well.