As organisations continue to accumulate data, managing it effectively becomes increasingly vital. Without a robust data governance framework, businesses can face chaos, inefficiencies, and poor decision-making. In fact, IDC forecasts that by 2025, 175 trillion gigabytes of data will be created globally. To stay ahead, companies must adopt best practices for data governance to ensure seamless operations and accurate, compliant data management. For companies in the UAE looking to implement the Best ERP in UAE or work with a Microsoft Dynamics Partner in UAE, it’s important to start with a strong governance foundation.
At SysBrilliance, we specialise in helping businesses streamline their operations using Microsoft Dynamics 365 for Finance and Operations (F&O). Our data governance strategies have helped clients make sense of their ever-growing data. Whether you’re new to data governance or refining an existing framework, our best practices will guide you toward better decision-making and efficient operations.
What is a Data Governance Framework?
A data governance framework consists of policies and guidelines that oversee every stage of the data lifecycle, from data creation and storage to distribution and deletion. This framework ensures consistency, compliance, and accuracy, facilitating smoother decision-making across all business functions. With Dynamics 365 F&O as your ERP backbone, implementing a solid data governance strategy ensures that every piece of information is used effectively.
At SysBrilliance, we know that every business has its own data challenges. No two organizations are alike, and that’s why when it comes to data governance, a one-size-fits-all approach simply won’t cut it. Whether you’re a manufacturing giant or a fast-growing startup, the road to effective data governance begins with careful planning, and we’re here to guide you through it.
1) Get Leadership on Board – The First Crucial Step
So, you’ve identified the data issues holding your organization back, maybe inconsistent reports or wasted time searching for accurate information. You know data governance can solve this, but where do you start?
The answer: securing buy-in from your leadership team. Why? Without approval, you can’t move forward with hiring the right people, purchasing the necessary software, or crafting a strategy. When you approach management, it’s crucial to present a compelling business case that showcases the impact data governance will have on the company like reducing costly errors, enhancing decision-making, and driving long-term efficiency. By highlighting the return on investment, including hidden costs like poor data quality, you make it clear that implementing a data governance framework isn’t just a good idea, it’s a must.
2) Build a Dream Team
Once you’ve got the green light from management, it’s time to assemble the team. At this point, you need more than just IT experts. Data governance touches every corner of your organization, so your team should include people from various departments—those who truly understand the daily data struggles of different business units.
What’s critical here is blending expertise with hands-on experience. A team solely composed of external experts or new hires won’t know the specific pain points your teams face every day. On the other hand, internal data owners will be essential in crafting processes that work for your unique business model. A combination of seasoned professionals and fresh talent ensures your data governance strategy is both practical and innovative.
3) Keep it Simple – Less is More
The team is in place, and now it’s time to tackle the processes. One common pitfall? Overcomplicating things. A successful data governance process doesn’t need to be full of confusing jargon or difficult steps. Instead, the goal is clarity. Every department should understand their role, and the software you use should be user-friendly and accessible.
At SysBrilliance, we always recommend keeping processes streamlined. Our Data Governance Solution, for example, empowers different departments to easily update and manage data relevant to their role without overwhelming them with unnecessary fields. This simplicity encourages participation and ensures smooth collaboration across departments.
4) Set Checkpoints – Stay on Course
Data governance isn’t a set-it-and-forget-it initiative. It’s a living, evolving process. To ensure you’re heading in the right direction, set up regular checkpoints. These will help you track progress, measure success, and identify any roadblocks early on.
These checkpoints are also crucial for management. When you can provide them with hard metrics such as how data quality has improved or operational efficiency has increased you solidify their support and demonstrate the tangible benefits of your governance efforts.
5) Define Roles – Segregate Duties
Effective governance relies on clear roles. Your team needs to define who does what and how. Different departments have different data needs, so it’s important to restrict access and editing rights to ensure data integrity.
For instance, finance may only need to see specific sales data, while HR requires access to entirely different data sets. The beauty of SysBrilliance’s Data Governance Solution lies in its flexibility, data owners get access to exactly what they need, ensuring compliance and accuracy without overwhelming anyone with irrelevant information.
6) Embrace Change – Stay Flexible
Data governance isn’t static; it must evolve alongside your business. Today’s processes may not work tomorrow, especially as your business grows or shifts focus. Change management is key here. You need to communicate the importance of adapting to new data governance rules and ensure your team is always on board with these changes.
Let’s say your company decides to move into a new market or add a new business model suddenly, the way you handle customer data may need to shift. Being flexible in these moments ensures your data governance strategy stays relevant and effective.
7) Assign Ownership and Accountability
It’s one thing to establish policies and processes, but without assigning clear ownership, they won’t stick. Defining roles and responsibilities whether it’s data managers, stewards, or owners is essential for long-term success. You need a dedicated team ensuring that the rules you’ve put in place are followed, updated when necessary, and communicated effectively across departments.
At SysBrilliance, we help you map out these roles and assign the right people to oversee your data governance efforts, ensuring that your strategy is executed efficiently and consistently.
8) Monitor and Audit – Trust But Verify
When issues arise, it’s easy to blame the software or the process, but often the root cause lies elsewhere. Regular audits help you stay on top of potential issues before they snowball. These checks ensure consistency and validate that your data is accurate, relevant, and compliant with your policies.
In addition to monitoring, we also advocate for conducting routine data audits to flag any inconsistencies and gaps in data integrity. This continuous cycle of refinement will help you maintain high standards across your organization.
9) Take Your Time – Patience is Key
Remember, data governance isn’t an overnight fix. It’s a gradual, long-term commitment. It may take time to assemble your team, implement processes, and see tangible results, but the long-term rewards higher data quality, improved efficiency, and better business decisions are worth the wait.
At SysBrilliance, we recommend starting small. Begin by laying the foundation of your data governance policies, gradually assign roles, and add solutions over time based on the organization’s evolving needs. By taking this measured approach, you ensure long-term sustainability and success.
If your organization is ready to tackle data governance and start reaping the rewards of improved data quality and streamlined processes, SysBrilliance is here to help. With our Data Governance Solution for Microsoft Dynamics 365, we offer everything you need to take control of your data and drive business success, including:
- Data synchronisation across systems
- Seamless data migration from legacy platforms
- Simplified data preparation and extraction
- Robust data quality management tools
- Centralised master data management
We’ll guide you every step of the way, from building your strategy to delivering ongoing support. See how SysBrilliance can turn your data into a powerful asset.