How Clean is Your Data?

In a recent client engagement, I was amazed at the quality of data that had apparently been cleaned and verified.

In preparing the data for import to the Salesforce.com platform, it was very clear that the companies that had cleansed the data, did nothing to prepare the data in a manner that could be easily managed in a proper database. They had merely validated details.

If you have old data that you want to re-qualify and re-use, having an understanding of some simple data principles will guide you to a correct choice of provider for your data cleansing. Ask to see a sample of the format of data to be returned, and if necessary specify the field structure you want the data returned in. Remember, as soon as the data is recorded it starts to age, so you want to be able to import and use that data ASAP and start to make it deliver value to your organisation.

Some Simple Actions Will Deliver Great Value

You should take care of your data and the way in which it is structured. When data is managed correctly it can be manipulated and analysed to deliver tangible and reliable results that enable sound decisions and actions to be taken. Many organisations spend a small fortune on solutions to record customer information but where they fail is in training users in the basic principles of databases and data entry.

Here is my take on some of the fundamental principles you and your staff should understand about data.

1. Decide on the purpose of each piece of data to be recorded. Why do you need it and what do you want to be able to do with it? (Think - billing, segmentation, forecasting, performance - to name a few.)
   
2. How do you want to record that data? It is fixed or variable? This will increase the accuracy of your data. For example, there are only so many salutations (Mr, Ms, Miss, Mrs, Dr, etc..), so a fixed picklist list of all the potential variables can be used, whereas, last names will be different, so a variable field would be used to record this data.
   
3. Do you need mandatory data? Some data is useless unless other data is also recorded - there is no use in just recording a first name and not a last name. (Have you ever had the classic sticky note 'call John' with no other detail?). If you need certain data to be mandatory, justify it to the users either in training or in help scripting. Conversely, too much mandatory data requirements will affect user adoption and usage. (You can complete a mandatory field just by putting in a full stop!)
   
4. Data ages from the moment it is recorded. Adopt a policy with users to continuously update data as a matter of habit, not as a matter of frequency. If a system is used continuously with information updated as it is discovered in the course of doing business, it will continuously deliver value. (e.g. - update a job title if someone gets promoted, or change their company name if they have changed jobs).
   
5. Purge your data with a vengeance! Sometimes we need to record data that is very specific and time related for a campaign. Once you have finished with data recorded for an old campaign, etc. delete it out of your pick lists and product tables. (e.g. - Product interest in Vancouver 2010 Winter Olympics apparel, will not be relevant in March 2010 necessarily)
   

So, to your users, engender them to understand the purpose of each data field and how it should be completed. (Don't cram an entire address into the first field. This will prevent you searching and segmenting your data accurately). Get them to understand that even when they are creating a simple adhoc data collection spreadsheet, to record the data in a structured format, so that it can be manipulated and used easily for other purposes.

Whether you are managing a spreadsheet database or a major ERP or CRM application, data accuracy is king. Keep it clean and keep it tidy - it's everyone's responsibility, not the IT or database manager's.

Windows Azure - Do You Run The Risk?

With the launch of Windows Azure into the Cloud computing marketplace, do CIO's and CFO's run the risk of having the wool pulled over their eyes, in their desire to reap the benefits of Cloud computing?

What I mean is, if organisations are tasking their IT teams to move into the Cloud, do they truly know what does get moved into the Cloud and ALL the benefits the organisation should enjoy as a result?

If the mission tasking is based on the supposition that cost savings can be made by running applications in the Cloud, then one needs to be a bit clearer about what aspects of Cloud computing are to be exploited.

The media are getting more specific about what the Cloud is; Infrastructure, Platform and Software -as-a Service (IaaS, PaaS and SaaS, respectively). But for the Executives, here in comes the risk of Azure.

On the face of it, Azure might offer a cost benefit as a PaaS, but the move or redevelopment of legacy Windows applications to Azure may be an iceberg in your cost reduction strategy.

Software-as-a-Service has an attraction, in that it delivers all the functionality of an application for the masses. Organisations have moved to this type of service, after they have realised that all the customised application development they have undertaken to deliver their bespoke application in the past, had delivered no more of a return than if they had taken an off-the-shelf package in the first place. A SaaS application might not be perfect in all its functionality, but if it will deliver over 70% of ALL the features you require, and the core of the functionality is very user-friendly, you will achieve a very high level of adoption and deliver a quantifiable return. If you want to customise the SaaS application thereafter, you can do in typically 20% of the normal development time.

So, before you let your IT teams go running off and start redeveloping your Windows applications to be able to run on Azure, in the Cloud. Take the time to assess what's out there as SaaS, and take the opportunity to ditch some of those burdensome applications that have cost you dearly, so that the exploitation of the Azure platform is cost effective and delivers new efficiencies for the organisation.

Understand what PaaS is all about, what you want to redevelop onto the platform and take the opportunity where necessary to subscribe to a SaaS application if it will offer a more cost effective, efficient and productive solution.

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Are You Or Your Company Doing Something Illegal?

As I get around to visit more organisations talking about Cloud computing, the same well answered concerns get brought up.

Most people assume that you shouldn't put your data outside the UK and what about the security of the data?

The answers are simple. All the major Cloud vendors have Safe Harbor policies that comply with both the US and EU Data Protection acts. Many people forget that their own personal banking data is already handled offshore for the purposes of processing. So why should it be any different for your company data?

Similarly, you can well imagine that these major Cloud vendors are prime targets for all manner of hackers, phishers etc.. You should reassure yourself that your data is most probably substantially better protected that you could ever achieve. When was the last time you really proactively monitored your network security, or put security patches on in a timely fashion? If your Cloud supplier is SAS70 type II audited, then you have got all bases covered. They're betting their business on securing your data. So, despite being prime targets, they are most probably managing their network security by the minute and security patching will not be a 'to do' list item.

The other concern is about having security agencies, accessing your data without your knowledge. If you have not got something to hide, why should you be worried? The security agencies aren't going to use your data for competitive advantage! So long as you advise your client of how you are handling their data, then they can advise you of their concerns and storage of their data can be provisioned elsewhere.

Microsoft, IBM, Salesforce and Google all have data centres in the European Union, as well as in other regions of the world. It is very easy to be reassured that your data is safe in their hands, and you as the responsible data owner only need to be concerned that the data is managed and handled in compliance with any company policies or regulatory requirements relevant to your business.

Sleep easy, Cloud computing is well protected and you can include it as part of your IT strategy.

It's All So Simple - When You Know How

I marvel at the technological world we all now live in. Nothing is impossible, and everything is available, now.

Software technology is no longer exciting, there are no more 'killer apps' to solve your every business problem.

What we now have is an open technological world. It's all been simplified so we can point and click our way to the solutions we each believe will fix our problems. But even in this simplified world why can't we do certain things? It comes down to two things - knowledge and skills.

I can't imagine what the world would be like if we were all brainiacs. But because we are not, we are dependent upon each other. We are all unique, despite each of us being able to categorise ourselves into stereotypical pigeon holes.

We work and socialise with certain groups because of unique characteristics. Those characteristics are the creation of skills and knowledge.

We have got where we are today by working as individuals and as part of teams we have created to achieve particular tasks. We are Team-World, (for all it's good and bad parts).

We as individuals might have the vision of a solution, but have neither the skills or the knowledge to realise it. So we team with people who can help use their skills and knowledge to achieve. In-house or externally, it doesn't matter, but we do need each other.

When you have a business problem, you don't know it all. So, get to know the team around you and any other 'teams' who have the skills and knowledge that can fulfil your needs.

It's that simple, when you know how.

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To Google Apps Or Not To Google Apps? That Is The Question

It's free or very cost effective, say the analysts. Google Apps, that is.

So what is it, and who will use it?

Well, its a suite of productivity applications containing a word processor, spreadsheet, email and website (internal or simple types) applications. If you are not concerned about service levels or having a Gmail email address, then use it for free.

Many businesses (ours included!) are paying the nominal annual per user fee of $50 to get a service level and use their own domain name in the email service.

Email to me is ubiquitous, so long as I can download onto an email client and have web access, the rest of its functionality is fairly academic.

The other applications, I would suggest from personal experience, are more user sensitive. Most productivity applications have hundreds of great features, which we all use differently. We have become familiar with them, we know the short-cuts and they are second nature to us.

Organisations need to be aware that while products appear very similar, they are not the same. Move too quickly to achieve the substantial savings over the Microsoft Office software license, and any savings will be dwarfed by a more intangible but real cost of lost productivity and reduced staff morale.

To deploy Google Apps to a first time IT or productivity tool user, is not a problem. They don't know any different. But for established and experienced users, if there is no transition training or support given, it can be painful. Familiar features, may not behave in the same way and such like. Bang goes your user productivity and morale. (Think what it is like to change to a different model of car, they have the same features lights, indicators etc,. It's a while before you drive and handle the car by second nature).

So, if you want to take advantage of the substantial cost savings of Google Apps, then invest a little time with a user group to understand the differences. You can then identify any training needs or create knowledge tips to help smooth the transition.

Due diligence is not just a process that is used in mergers and acquisitions, it has a place in any aspect of change. The cost in lost productivity and staff morale is far greater than any cost in planning correctly for change.

www.cloudfortyseven.co.uk

Quality of Service is Everything!

Quality of Service (QoS) is a big thing in the world of I.T. and even more so now in the era of cloud computing. Microsoft, IBM and Salesforce.com cannot afford to allow the QoS to drop for a second, especially in a multi-tenanted cloud environment. Too many people will be instantly affected, and many will consider looking for a service provider that can give them better QoS. Anything below 99.9% and these vendors start throwing money at you to apologise (not literally, but your subscription charges will be reduced next month).

It's a shame that when we want to relax, that some people don't realise that QoS is the life blood of their business.

I had a very pleasant birthday treat recently, and spent the day at a health spa doing absolutely nothing but reading newspapers from cover to cover. It was very theraputic.

On the way home, my wife and I decided to pop into a gastro-pub that we had visited before, to grab a quick bite to eat and have a drink. My wife popped up to the bar to order drinks and food, and so started our quality of service challenge.

Bear in mind the current Swine flu pandemic. Whilst waiting to order, she observed the barman have an almighty sneeze into both hands. He apologised to those waiting, and then went straight to cutting up strawberries for somebody's Pimms. (Do not got to the sink, do not disinfect your hands, just proceed to handling customers food with your germ-ridden hands!).

My wife ordered our drinks and food, and made a note to speak to the duty manager before we left, regarding her observation. Our food arrived, but sadly that was lacking in quality. In due course, a member of staff came by and asked if everything was OK? We replied that the food was well below it's normal high quality. The young lady then went into all the reasons as to the probable causes for the poor quality, before taking it back to the kitchen, (no offer to immediately replace it).
She returned a short while later to brief us on the thorough forensic analysis that had been done on the said food, but there was no apparent reason for the poor quality. Would we like a fresh portion or a refund?

We decided as time was rapidly passing by to have the refund, and asked if there was a manager on duty. There were a few, she informed us and proceeded to start describing them to us. We cut to the chase and asked to see one of them.

One of the many duty managers arrived, and we explained about the bar issue. The duty manager acknowledged that was very bad practise and would speak to the member of staff. She also said that the Pimms drinks didn't get served in the end. We observed that they did. She then went on to say, that the member of staff wouldn't have known better, as it was only his first day working in the bar. That surprised us, as he'd served us on many occasions previously!

Suffice to say, things were going from bad to worse, so we paid our bill (less the refund), and got out of the place never to return.

Perception Is Everything

It is my perception that Cloud computing is the next big thing in information technology, and another person's perception that it is limited, unsecure and unreliable.

Once we get a perception it can stick with us for a long time, sometimes years. We see something, form an opinion, and that's it our perception of an entire subject is cast in stone.

As change is a constant, we should always look to change our perceptions on all things, even if just to reaffirm them. I have watched Cloud computing and Software-as-a-Service evolve from the Application Service Provision of 10+ years ago.

10 years ago, I had a laptop but with a dial-up connection, there wasn't broadband just ISDN and email was the thing we all needed. 10 years ago, I thought ASP was a great idea, but I wouldn't have switched to it. Today, I come to you from the Cloud. I have a laptop and broadband and wireless and a mobile phone that's more powerful than my laptop 10 years ago. ASP has morphed into the Cloud, and I have morphed into a SaaS and Cloud user.

I've changed my perception, it was a great idea - but I wouldn't use it, and I still think it is a great idea and now I live by it.

Have you re-visited your perceptions lately?