Introduction to Fact Sheet Owner Onboarding

In order to successfully build and launch your workspace, you need data input and sustaining data maintenance from further stakeholders in your organization, especially knowledgeable colleagues who can provide information on applications. Some information might only be known to the responsible Fact Sheet Owners, such as the roadmap of decommissioning an Application at a certain date.

We have designed a step-by-step process guide that helps you to get your colleagues on board with ease:

Let's start with the overarching goal of engaging your colleagues. The expectation from Fact Sheet Owners is to:

1. Understand the need, use and value of SAP LeanIX and Enterprise Architecture
2. Provide initial data into the SAP LeanIX workspace
3. Have ownership to continuously maintain data for subscribed Fact Sheets

Below you can find more information on the above mentioned points. We suggest hosting internal discussions with your team to land on the most suitable option for you. For data collection and data maintenance you will have to chose the most suitable option.

• 1. Understand the Value of SAP LeanIX

  Fact Sheet Owners may not be directly in touch with Enterprise Architecture and are less familiar with SAP LeanIX; it is, therefore, important to make them understand why their contribution is relevant and also link it to relevant business goals you currently have. When addressing and asking for their engagement, remember always to mention the background, reason, and what's in it for them.

  Potential examples could be:

  • To discover and reduce redundant apps and as a result IT costs
  • To identify & manage risks of outdated IT components by anticipating changes early enough
  • To make information about Applications accessible across the organization
  • To find reliable information on applications and their relations to business and underlying technologies very easily and quickly and approach the responsible point of contact

  For further guidance on who the typical users of SAP LeanIX are and what the value and purpose could be to them, you can read here.

• 2. Data Collection

  As first step, you need to collect data from Fact Sheet Owners. In the previous Course, you uploaded the set of Applications with limited first attributes. You have also identified the relevant core group of contributors and subscribed them to Fact Sheets as Responsible Application Owners. Now, the action of actually collecting the data will follow by prompting and asking the Fact Sheet Owners to provide Application Fact Sheet data.

  SAP LeanIX provides different product features, tools, and mechanisms to support you in the data collection, which you will walk through in this chapter: Dashboards, Surveys, and Excel import via spreadsheets.

  To keep onboarding focused and manageable, make sure each fact sheet owner also indicates whether their Application is In Scope. This will help you and the EA team reduce complexity, prioritize critical applications, and avoid unnecessary data collection/maintenance at this stage.

  In the data collection step, you, as Enterprise Architect, are responsible to create the initial repository of Applications and assign Subscribers (Responsible owners), whereas Fact Sheet Owners are responsible to enrich the Application Fact Sheet with more attribute data.

  
• 3. Data Maintenance

  As a second step, fact sheet owners will need to maintain the data regularly after they have provided the initial input. It is crucial for the long-term use of SAP LeanIX and general success in enterprise architecture to keep data quality high and engage your fact sheet owners for ongoing governance/maintenance.

  SAP LeanIX also offers integrated collaboration mechanisms to maintain such data quality: Quality Seals and Notifications. We will guide you through those in the following chapters.