Merging data

Introduction

Orthogramic Data Merging helps users seamlessly merge elements from the business architecture domains of different organizational units. By following the outlined steps, users can ensure a smooth and efficient merging process, thereby enhancing alignment and integration within the organization.

Key Features

Step-by-Step Instructions: Detailed steps to initiate and complete the merge process, ensuring clarity and ease of use.
Comparison Tools: Tools to help you compare business architecture elements side-by-side, highlighting similarities and differences.
Merge Actions: Clear guidance on how to add, overwrite, or update elements from source to target units.
Unmerge Functionality: Instructions on how to reverse merges, restoring elements to their original states.
Best Practices: Additional tips to maintain accurate and up-to-date business architecture documentation.

Getting Started

To begin the merging process, ensure you have completed the alignment comparison and have selected the organizational units and their respective states. This guide will walk you through the entire process, from initiating the merge to confirming and reviewing the final actions.

By adhering to the instructions and best practices outlined in this guide, users can effectively manage and integrate business architecture elements, thereby supporting the organization's strategic goals and operational efficiency.

Merging data

Step-by-Step Guide

Initiate the Merge Process

After completing the Alignment comparison See: Alignment comparison

With both organisational units and their states selected, initiate the merge process.
A side-by-side comparison will be displayed, showing the selected business architecture domain data for each organisational unit.

Review and Select Elements for Merging

Review the comparison data to identify similarities, differences, and alignments.
Select the specific elements you wish to merge from the source unit into the target unit.

Confirm Merge Actions

Review each item carefully before merging to ensure accuracy and alignment with organisational goals. Before completing the merge, you must confirm which type of merge to perform.

Differences Between Add, Overwrite, and Update Merging

Add: This option is used when you want to include new data alongside existing entries without modifying any current information. It's ideal when you need to expand the dataset with additional content while preserving the original data.

Overwrite: Choosing Overwrite replaces existing data with the new input. This is useful when you need to correct or completely replace outdated or incorrect information, as it fully substitutes the old data with the new.

Update: The Update merge selectively modifies existing entries with new information, only changing the fields that have updated values. This is suitable for refining or enhancing data without losing any pre-existing, unchanged details.

Add Merge

Add an element from the Source to the Target.

Select the Source element and the Target element and click Merge.
Confirm the merge.

Overwrite Merge

Overwrite an element from the Source on an element in the Target.

Select the Source element and the Target element and click Merge.
Confirm the merge.

Update Merge

Update an element from the Source with an element in the Target. As an alternative to overwriting, you can choose to update existing elements with new information from the source.

Select the Source element and the Target element and click Merge.
The Update merge clarification popup will open when Merge is clicked

Update merge clarification popup

The Merge update clarification popup provides a guided step-by-step interface to help users update merge two capabilities while ensuring clarity on the intended outcome. It prompts users to assess how they want to combine processes, dependencies, and functions of the capabilities, and how the merge will impact business units.

The popup allows users to specify if both capabilities belong to the same or different business units and provides options for streamlining or unifying dependencies and processes. Users are also guided through decisions on which domain data attributes (e.g., inputs/outputs, tools, risks) to retain or update, ensuring that the newly merged capability aligns strategically with business goals. Additionally, it helps users evaluate sub-components and handle redundant processes, offering flexibility in the way capabilities are merged.

Notes on Update Merging

Streamlining dependencies

Description: Streamlining involves simplifying and optimizing the dependencies and processes between two capabilities to eliminate redundancy and inefficiencies. This ensures that only the most essential, efficient, and relevant processes are retained, reducing complexity while enhancing performance and collaboration within the business unit.

Example: For example, if two capabilities in the same business unit use separate tools for similar tasks, streamlining would involve consolidating these tools into one unified system to avoid duplication, reduce costs, and improve workflow efficiency. Similarly, if both capabilities have overlapping processes, these can be combined into a single, more effective process, removing any unnecessary steps.

Discarding redundant processes

Discarding redundant processes means identifying and removing duplicate or unnecessary tasks, workflows, or activities between the two capabilities being merged. This is done to eliminate inefficiencies and ensure that only the most relevant and valuable processes are kept. Redundant processes typically include overlapping steps that do not add value or are already covered by another process in the merged capability.

Example:

For instance, if both capabilities include separate approval processes for similar tasks, discarding the redundant process would involve keeping only one streamlined approval process that covers the necessary functions, thus avoiding duplication and saving time.

Update merge clarification popup questions

These are the defining questions and options in the Merge capability popup to define the method of update merge.

Defining question	Option A	Option B	Option C
Fully integrate the processes, functions, and elements of both capabilities into the Target capability?	Yes	No
Discard duplicate or conflicts in processes, functions, and elements?	Yes	No
Prioritize specific attributes (e.g. performance indicators, dependencies) from which capability?	Source	Target
If the capabilities are in different business units, should the updated capability maintain relevance to:	Both	Business Unit 1	Business Unit 2
Link the dependencies from each business unit?	Yes	No
If the capabilities are in the same business unit:
Streamline the dependencies and processes within that unit?	Yes	No
Create unified dependencies?	Yes	No
Combine attribute data from both or select from one?	Source	Target
Prioritise a capability when merging their technologies and tools?	Source	Target
Include the risks and opportunities from which capability?	Source	Target
If from different business units, align the Target capability with the strategic objectives from the Source?	Yes	No
Retain both child elements, processes, and functions under the new merged capability?	Yes	No
Preference which capability for elements, processes, and functions?	Source	Target
Integrate child processes	Yes	No
Discard redundant processes	Yes	No

Update merge clarification popup tooltips

Defining question	Tooltip
Fully integrate the processes, functions, and elements of both capabilities into the Target capability?	Choose 'Yes' to combine all elements seamlessly from each source; select 'No' to keep them separate.
Discard duplicate or conflicts in processes, functions, and elements?	Select 'Yes' to eliminate duplicates or conflicting elements; choose 'No' to retain them.
Prioritize specific attributes (e.g. performance indicators, dependencies) from which capability?	Choose 'Source' if prioritizing attributes from the original source, or 'Target' for attributes from the target system.
If the capabilities are in different business units, should the updated capability maintain relevance to:	Select 'Both' to merge capabilities from both business units, or specify a preference between Business Unit 1 or Business Unit 2.
Link the dependencies from each business unit?	Choose 'Yes' to create links between dependencies; select 'No' to handle them separately.
If the capabilities are in the same business unit:	N/A
Streamline the dependencies and processes within that unit?	Opt for retaining only key processes that align with strategic goals; otherwise, retain all.
Create unified dependencies?	Consider linking supporting documents across units for comprehensive integration.
Combine attribute data from both or select from one?	Prioritize attributes from one capability over the other.
Prioritise a capability when merging their technologies and tools?	Prioritize technologies and tools from one capability over the other.
Include the risks and opportunities from which capability?	Include risks and opportunities from one capability over the other.
If from different business units, align the Target capability with the strategic objectives from the Source?	Choose 'Yes' to adopt strategic objectives from the Source capability into the Target capability's framework; select 'No' to maintain separate strategic alignments.
Retain both child elements, processes, and functions under the new merged capability?	Select 'Yes' to preserve all child elements from both capabilities; choose 'No' to selectively maintain elements based on other merge preferences.
Preference which capability for elements, processes, and functions?	Choose 'Source' to prioritize elements from the original capability, or 'Target' to favor elements from the target capability when conflicts arise.
Integrate child processes	Decide on the level of customization required for the integrated capabilities.
Discard redundant processes	Select 'Yes' to automatically remove duplicate or overlapping processes; choose 'No' to manually review and decide on process retention.

Unmerge

To unmerge elements from the business architecture domain of one organizational unit from another, follow these steps:

Select the Unmerge Option:

Click on the Unmerge button. This initiates the unmerging process.

Review Unmerge Details:

A detailed view of the elements to be unmerged will be displayed. Review this information carefully to ensure accuracy.

Confirm Unmerge Action:

Confirm the unmerge action by clicking the Confirm Unmerge button. This will separate the previously merged elements, restoring them to their original states within their respective organizational units.

Additional Tips

Regularly review and update business architecture documentation to maintain alignment with strategic objectives.
Utilise the comparison tool to continuously evaluate the relevance, quality, and quantity of your business architecture domains.
Ensure all stakeholders are informed about the changes and have access to the updated documentation.

By following these steps and confirming each action, users can efficiently merge elements from one organisational unit’s business architecture domain into another, facilitating better alignment and integration within the organisation.