Defining Your Data Quality Project

Scope

Intro

Define your data quality project scope by following these guidelines:

Consider the main product functions and processing modes

Develop your required features

Establish project parameters

Create a budget and timeframe

Establish an evaluation strategy

Define the Main Product Functions

Data Quality product suites span a broad range of functions and in varying combinations.

Develop an understanding of the features and how they apply to your business in order to establish what will work for you

The functions listed below are standard in a Data Quality package, and are listed in order of process flow

Select Main Product Functions

Standardization General ‘cleansing’ functions Fixing misspellings, inconsistencies, transpositions and the like Moving data across columns, adding state names, zip codes,

titles in places where they are missing

Address Validation (Verification) Matching contact data to standard Postal Address Files (PAF) or

USPS and NCOA Data to validate and update addresses CASS Standardization

Select Main Product Functions

Data Enrichment Expanding and enhancing your existing contact data with

additional datasets. The variety of datasets includes names data, date of birth, length

of residency, phone and fax numbers, SIC codes, geocoding data and more.

Matching/Deduplication Matching records within a file or between multiple files for

merging and purging duplicate records, identifying your best customers or a multiplicity of other reasons.

A simple count of duplicates, suppressions or records matched is essentially meaningless – it is the number of true and false matches that is significant.

Select Main Product Functions

Record – Linking/ Single Customer View ‘Link’ specific records to one another, specifically for the purpose

of creating a single master record (or golden record) Master record includes all relevant data for a specific contact

including email preferences, transactions and customer service history

Generates the elusive Single Customer View (or 360 Degree View)

Consider Main Processing ModesNot all vendors will handle all applications. Consider what processing modes are critical to your data quality

Batch (Existing Data) Often referred to as “batch data cleansing” Cleansing of data already in your database Curative measure

Batch (Load Data) Batch processing is also used to match data across files Preventative measure

Real Time (Interactive) Tools that work interactively to warn the user entering data that the

information already exists, or if the information is invalid Preventative measure

Real Time (Firewall) New records are captured without the user correcting any of the info The record is validated and corrected in the background, or logged for

manual attention by someone later Preventative Measure

Consider Main Processing ModesWith this information background, the current objective is to identify your ideal solution based on the business objectives and data quality functions you need to achieve your goals

Think ahead to your anticipated needs, granularly and globally

Consider larger data projects that may impact the needs of the tools that you invest in

Processing Needs:

Develop Your Required FeaturesHere are other items to consider when developing your list of Required Features:

• Some companies use different terminology for the same feature.

• Some data quality tools are modular and will offer features or sets of features in individual components with different price points and installations.

• Consider where a new or improved application or process would be the best direction to go in

Features WorksheetStandardization Features Nee

dWant

Correct poorly structured and non – standard recordsIdentify Foreign RecordsFlag inappropriate data in name and address Flag garbage or incomplete data Intelligent casingSalutation generation from names Address Standardization

Address Verification Capabilities Need

Want

Integration of addresses against Postal Address Files/U

Control over updates to postcode/address

Update record with mail format address

Split address completely into component parts

Features Worksheet Data Enrichment Capabilities Nee

dWant

Append geocoding data

Append consumer data

Append business data

Record – Linking Features Need

Want

Grouping/ Linking of matches

Master record identification

Retain information from duplicate records

Reassign orphaned records

Real-time view across databases for inquiry and data capture

Features WorksheetMatching and Deduplication Features Nee

dWant

Fuzzy matching

Grading of matches

Tuning of matching rules

Ability to automate matching

Manual review of matches

Multiple level of matches in one pass

Matching on non – standard data

Matching allows for missing and inconsistent data

Effective matching out – of – the – box

Customizable matching reports

Matching files in different formats

Processing Modes WorksheetBatch (Existing Data) Nee

dWant

Integrated into your database to clean up existing data

Timely and efficient single file matching

Timely and efficient address verification

Batch (Load Data) Need

Want

Load new batches of data

Easy to load data in different formats

Rapid matching of small batches of new data against a large master file Automatic scheduled operation of solution

Production of standard management and exception reports

Processing Modes WorksheetReal – Time (Interactive) Nee

dWant

Integrated into your database at point of capture

Real time feedback on data errors

Rapid address entry using Postcode

Intelligent inquiry to find exact matches

Real – Time (Firewall) Need

Want

Run on individual records entering the database

Additional Notes:

Establish Project Parameters

Don’t ignore the need for strategies and guidelines to keep both your vendors and your organization on track

Be flexible as you go through the evaluation process, especially when it comes to moving parts such as budget and timeframe

Having a plan and some goal parameters in place will be priceless and may mean the difference between getting the project off the ground or letting inertia win out

Anticipated Budget (Potential Savings)

Ballpark the potential cost savings of improving your data

Vendors can help with data analysis

Typically there are as many as 10% duplicates in a database. Assume you have 5% duplicates in your system, start from there

Try to calculate money wasted on advertising, resources needed to handle customer shipping complaints, or how much more money you would make if you had more control over marketing

Take a look at the high and low end of vendors you have created on your shortlist

Rather than call a data quality company and ask for a price, develop your list and create your price range based on the functions and features you need

Timeframe

At the beginning stages this will be more of an awareness technique rather than a goal, and will evolve over the course of your evaluation

Seek input from vendors and your internal team to keep a realistic approach

If there is an internal goal that you have set, plan your time by working backwards from that date

Budget time for all key steps including:

Internal Planning

Searching for vendors

Initial review

Demoing the short list

Internal Decision making

Negotiation

Implementation and Training

Review and Approval Team

Be aware of all of the necessary influencers, decision-makers and budget approvers that need to be a part of this process

By making the vendor aware of these key departments early on, they will be able to work with you through the approval process by:

Requesting presentations to all influencers on the team

Making demo software available to all potential users

Helping you with documentation to make the case for a C – level executive

Establish Your Evaluation Strategy

Evaluate the applications selected.

Knowing your strategy in advance will help you communicate expectations and guidelines to your vendors, and inform your internal staff and approvals team so that the process stays on track

Some considerations for this strategy are below

To RFP or Not to RFP

Distribute a Request for Proposals (RFP/RFQ) to a list of vendors, to help with your evaluation

Submitting a formal bid obligates you to perform a completely fair, balanced and unbiased evaluation that follows a set of rules and guidelines set out in the bid

Referrals, the unexpected and sheer gut instinct do not get to play a part, which ultimately may mean that you may not get to choose your preferred vendor

Demo Data or Real Data

This will likely be the first question asked of you when making contact with vendors

Evaluate a solution on your own data.

Sometimes this is not possible right away, or even necessary. You may have such basic needs that preparing your own data is not necessary

Prepare your sample data accordingly to do a thorough and efficient test of the software

Who is Driving the Ship

Determine whether the project will be spearheaded by the business or technology department before starting your evaluation

E.g. If you are from a business department but, after identifying your requirements, decide that the organization is likely to take an integrated approach, it may be best to hand off the lead role to a technology representative (or vice versa)

Gather the Appropriate Documentation and Files

Documents that you should gather before and during this process:

Request for Proposal (if appropriate) using the functional and feature requirements outlined here

Required Features List (with columns outlined for your individual shortlist vendors)

Demo data

Review/Approval forms for the members of your team

Budget Spreadsheet

Keep These Things In Mind

Review the list of main product features and processing modes in order to interpret what functions you need for your data

Establish a timeframe and budget for your project, with input from vendors and the internal team

Remember to keep vendors and your internal team on the same track in order to help the process run smoothly

Contact helpITUS HEADQUARTERS(The Americas, Australia, New Zealand)

helpIT systems inc.51 Bedford Rd.Suite 9Katonah, NY 10536United States

US Toll Free: 866.332.7132US Local: 914.600.7240Australia: +61 280363191Fax: 914.232.1429Email: sales.us@helpIT.com TECHNICAL SUPPORTSupport: 866.matchITEmail: support.us@helpIT.com

EUROPEAN HEADQUARTERS(UK, Europe, Asia)

helpIT systems ltd.15-17 The Crescent.LEATHERHEADSurreyKT22 8DY

United KingdomTel: +44 (0) 1372 360070Fax: +44 (0) 1372 360081Email: sales.uk@helpIT.com

TECHNICAL SUPPORTSupport: +44 (0) 1372 225904Email: support@helpIT.com Registered in EnglandRegistered Office: as aboveCompany No. 02007292VAT No. 564228340