2.4. Documenting the Site Survey

Because of the complexity of data design, document the results of the site surveys. Each step of the site survey can use simple tables to track data. Consider building a master table that outlines the decisions and outstanding concerns. A good tip is to use a spreadsheet so that the table's contents can easily be sorted and searched.
Table 2.4, “Example: Tabulating Data Ownership and Access” identifies data ownership and data access for each piece of data identified by the site survey.

Table 2.4. Example: Tabulating Data Ownership and Access

Data Name Owner Supplier Server/Application Self Read/Write Global Read HR Writable IS Writable
Employee name HR PeopleSoft Read-only Yes (anonymous) Yes Yes
User password IS Directory US-1 Read/Write No No Yes
Home phone number HR PeopleSoft Read/Write No Yes No
Employee location IS Directory US-1 Read-only Yes (must log in) No Yes
Office phone number Facilities Phone switch Read-only Yes (anonymous) No No
Each row in the table shows what kind of information is being assessed, what departments have an interest in it, and how the information is used and accessed. For example, on the first row, the employee names data have the following management considerations:
  • Owner. Human Resources owns this information and therefore is responsible for updating and changing it.
  • Supplier Server/Application. The PeopleSoft application manages employee name information.
  • Self Read/Write. A person can read his own name but not write (or change) it.
  • Global Read. Employee names can be read anonymously by everyone with access to the directory.
  • HR Writable. Members of the human resources group can change, add, and delete employee names in the directory.
  • IS Writable. Members of the information services group can change, add, and delete employee names in the directory.