Aen007 Kenigsberg 091807

Applied Data Quality

Ezra Kenigsberg

Data Architect

salesforce.com

Admin III: Expanding into new areas

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Purpose

To give you data techniques that can help make you a better administrator

This session… Other sessions…

Practical demos—things you can do TODAY

Tactical ideas and technical detail

Data Loader, Excel,Excel Connector, Access

Bigger-picture data strategy

Third-party tools

Outside this session:Please use these resources

Successforce.com

Salesforce.com’s Data Services group Brian Wiebe, Program Director Regional Data Architects

Product demos downstairs Developer Network: salesforce.com/developer

This Year’s Sessions: Data Data Everywhere! Data Quality: Who Doesn’t Want It?

Last Year’s Sessions: xrl.us/DataDataData xrl.us/ExcelConnectorDemo xrl.us/SystemOverload

Overview

1. De-duplicating existing data 20 min

2. Managing data loads better 20 min

3. Keeping data clean 5 min

4. Q&A 10 min

WHAT’S HOW do I

my data? match?

De-duplicatinga dupe?

WHAT’S HOW do I

my data? match?

I’ve gotta de-dupe the worst records by tomorrow Four questions:

1. What qualifies as a duplicate?

2. What’s my data look like?

3. How will I determine matches?

4. How will I merge records?

a dupe? merge?

merge?

Typical questions: Should we track individual physical customer locations? Should we merge all Accounts in a single country/region? Is it okay to merge clearly different records? Do we need different definitions of “dupe” for different business

units/regions?

. . . answers to these questions determineHierarchy Depth

Records per Customer

WHAT’S

a dupe?

A dupe’s definition determines the dataset!

De-duplicating1: What’s a dupe?

De-duplicating1: What’s a dupe? (cont’d)

PROBLEM: Too many records in org Successive de-dupe runs

were not eliminating as many records as expected

SOLUTION: Make records more

generalized by1. merging obvious

duplicates

AND2. merging different physical-

location records within US into unified records

WHAT’S

a dupe?

Fortune 500 company8,000+ EmployeesOperates in 30+ countries

Case Study:

Some hierarchy possibilities:1. One-and-only-one Account record2. Single parent Account and many children

(no grandparents or grandchildren)3. Multi-tier

Multi-tier example: D&B implemented within Salesforce Global Ultimate one across the entire world

o Domestic Ultimate one per country• Branch multiple physical locations

– Subsidiary one per physical location

De-duplicating1: What’s a dupe? (cont’d)

DecreasingDecreasingEase-of-Ease-of-

MaintenanceMaintenance

WHAT’S

a dupe?

For this example: We’ll de-dupe to the physical-location level We’ll allow hierarchy to be multi-tier We’ll use Excel Connector

• Following steps apply regardless of de-dupe tool

De-duplicating1: What’s a dupe? (cont’d)

WHAT’S

a dupe?

And now. . . a tool

Excel Connector Work with Salesforce data directly in Excel:

Insert, Update, Extract, Delete Too slow for large data volumes (typ. more than hundreds) No longer being updated, not supported by salesforce.com

(alas) xrl.us/ExcelConnector

Dreamforce session “Excel Connector: Your Golden Ticket to Clean Data” xrl.us/ExcelConnectorDemo

Apex tools (including Excel Connector) xrl.us/ApexTools

WHAT’S

my data?

De-duplicating2: What’s my data?

First stop: Names Examine the toughest cases to get a feel for all data

How do apparent dupes’ names seem to match?• Perfectly?

• Systematically?

• Randomly?

Sort Filter

WHAT’S

my data?

Initial data set

Look for a tough case, then sort and filter to get…

WHAT’S

my data?

(1) Sorted and (2) filtered on name

…a set of records to work with

WHAT’S

my data?

De-duplicating3: How do I match?

Look to other fields after Name1. Account numbers/IDs2. Phone numbers

• Scrub to raw numbers

3. Addresses• Select address fields that look promising• Concatenate as needed; Name & ZIP, Street & ZIP

HOW do I

match?

Numbers/IDs

…IDs/Numbers don’t help here

HOW do I

match?

De-duplicating3: How do I match? (cont’d)

Look to other fields after Name1. Account numbers/IDs2. Phone numbers

• Scrub to raw numbers3. Addresses

• Select address fields that look promising• Concatenate as needed; Name & ZIP, Street & ZIP

HOW do I

match?

Scrubbing phone numbersHOW do I

match?

Scrubbing phone numbers (cont’d)Easier to line up matches

HOW do I

match?

De-duplicating3: How do I match?

Look to other fields after Name1. Account numbers/IDs2. Phone numbers

• Scrub to raw numbers

3. Addresses• Select address fields that look promising• Concatenate as needed; Street & ZIP, Name & ZIP

HOW do I

match?

Concatenating address parts

…consistent addresses …consistent namesBetter when we have…

HOW do I

match?

De-duplicating3: How do I match?

Use these techniques Scrubbing Native & Third-Party Concatenating Native & Third-Party Address-standardizing Third-Party Address lookup Third-Party Fuzzy matching Third-Party Automated scoring Third-Party

Widespread merging requires a third-party tool CRMFusion’s DemandTools Trillium’s Diamond Data Informatica’s Data Quality Microsoft’s SQL Server 2005, while not specifically adapted to Salesforce,

provides fuzzy matching Many other solutions downstairs!

HOW do I

match?

De-duplicating4: How do I merge?

Designate a Winner rec with all proper data Modify records:

Third-Party: create “ID” field and “Winner/Loser” field Salesforce: modify Name field

• Winner:“merge” & generic Account Name & “winner”

• Loser:“merge” & generic Account Name

HOW do I

merge?

Modifying names in SalesforceHOW do I

merge?

Merging in the Salesforce UIHOW do I

merge?

Merging in the Salesforce UI (cont’d)HOW do I

merge?

De-duplicatingKey lessons

1. Establish what qualifies as a duplicate before starting2. Use a tough case to get a feel for the data3a. Determine which other fields can be used

Account numbers/IDs Phone numbers Addresses

3b. Determine which methods can be used Scrubbing Native & Third-Party Concatenating Native & Third-Party Address-standardizing Third-Party Address lookup Third-Party Fuzzy matching Third-Party Automated scoring Third-Party

4. Designate a Winner record and merge Losers into it

a dupe?

WHAT’S HOW do I

my data? match? merge?

Managing data loads better

Gotta import new records by tomorrow We’re creating a repeatable, documented process

“Just load it”…• …is difficult to audit after the fact

• …may not be reversible if I’ve made a mistake

Best practices for loading

Managing data loads better (cont’d)

Three steps:1. How should I map my data?

2. How can I automate the generating of CSVs?

3. How can I load data in an auditable way?

HOW do I

generate? load?map?

HOW do I generate? load?map?

And now. . . a tool

Data Loader Insert, Update, UPSERT, Extract, Delete via CSVs Supported by salesforce.com xrl.us/DataLoader

Apex tools (including Data Loader) xrl.us/ApexTools

HOW do I map?

And now. . . a tool (cont’d)HOW do I

map?

Relational Database: Data stored in tables Capable of importing CSVs Capable of creating joins

between tables

And now. . . a tool (cont’d)HOW do I

map?

Query functionality: Queries/views stored separately

from tables Queries/views use SQL (Structured

Query Language) Bonus: toggling between SQL and

graphical interfaces

Managing data loads better1: How do I map?

Create a mapping file Create list of fields in legacy file/s Create list of API field names (not the UI field labels!)

• Get them with Data Loader

Tie Force.com API field names to legacy fields

HOW do I map?

Grab the source field names

1

2

Transposed using Excel’s“Edit | Paste Special | Transpose”command

HOW do I map?

Grab the Force.com API field names

1

2Transposed using Excel’s“Edit | Paste Special | Transpose”command

HOW do I map?

Build out mapping file

An index columnfacilitates latersorting Not every

column has to map

Comment column is useful for concatenates, lookups

HOW do I map?

Managing data loads better2: How do I generate CSVs?

Import legacy data into Access Reusable tool – Great for subsequent loads

• Test-then-production• Pilot-then-phase 1

Change all fields to Text Concatenate strings to create query

HOW do I generate?

Importing into Access

1

2

HOW do I generate?

Managing data loads better2: How do I generate CSVs?

Import legacy data into Access Reusable tool – Great for subsequent loads

• Test-then-production

• Pilot-then-phase 1

Change all fields to Text Concatenate strings to create query

HOW do I generate?

Access table design

After import, change field types to Text

HOW do I generate?

Managing data loads better2: How do I generate CSVs?

Import legacy data into Access. Why? Reusable tool – Great for subsequent loads

• Test-then-production

• Pilot-then-phase 1

Change all fields to Text Concatenate strings to create query

HOW do I generate?

Concatenate strings to create query

Concatenation formula produces clauses suitable for pasting in SQL SELECT query

HOW do I generate?

Customize SQL where needed

Customized, concatenated DESCRIPTION field (as specified in mapping document)

Lookups to other tables would also require customization

HOW do I generate?

Managing data loads better3: How do I load?

Save query as CSV Folder naming:

Use Date & Task format: [YYYY]-[MM]-[DD]#[NN] [Object] [Task] [Desc]

Save source, success, error files in appropriate folder

Note how Auto-Match works with CSV

HOW do I load?

Folder naming

YYYY-MM-DD#NNYYYY-MM-DD#NNforces foldersforces folders

to sort into sort inchronologicalchronological

orderorder

HOW do I load?

Managing data loads better3: How do I load?

Save query as CSV Folder naming:

Use Date & Task format: [YYYY]-[MM]-[DD]#[NN] [Object] [Task] [Desc]

Save source, success, error files in appropriate folder

Note how Auto-Match works with CSV

HOW do I load?

Folder contents

Save source file, success files, and error files all in same directory

HOW do I load?

1

2

Folder contents (cont’d)

When loading errors:• Copy error file and• Use as source for next load

HOW do I load?

Managing data loads3: How do I load?

Save query as CSV Folder naming:

Use Date & Task format: [YYYY]-[MM]-[DD]#[NN] [Object] [Task] [Desc]

Save source, success, error files in appropriate folder

Note how Auto-Match works with CSV

HOW do I load?

Perfect auto-match

With a file created this way, Auto-Match gets every field mapped

HOW do I load?

Managing data loadsKey lessons

1. Build a mapping file to document how data gets transformed

2. Leverage a tool (in this example, Access) to generate CSVs Concatenating strings can help save time mapping

3. Use a folder & file name discipline to make your work self-documenting and easy-to-follow Use Date & Task format:

[YYYY]-[MM]-[DD]#[NN] [Object] [Task] [Desc]

HOW do I generate? load?map?

Keeping data clean

Record DeDup 1.4xrl.us/RecordDeDupV14

Data Quality Dashboardsxrl.us/DataQualityDashboardsV1

Custom Reports(go crazy!)

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Q&A

Post-Session Questions?Ezra KenigsbergData Architect (Midwest) [email protected]

Links: Successforce.com salesforce.com/developer Previous Dreamforce presentations:

xrl.us/DataDataData xrl.us/ExcelConnectorDemo xrl.us/SystemOverload

Data tools: xrl.us/ApexTools xrl.us/DataLoader xrl.us/ExcelConnector

Keeping data clean: xrl.us/RecordDeDupV14 xrl.us/DataQualityDashboardsV1

Extras:Ezra’s Toughest Data Projects

De-duplication Data normalization/denormalization

Mapping a table of addresses or phone numbers to specific fields according to rules

Data flow-through “If value is not in table A, use value in table B”

Forcing free text entries to behave like external keys Dealing with typos, whitespace

Attributing record ownership

Extras:Manage your time! Make shortcuts!

Get good with keyboard shortcuts We all know Alt+Tab… Alt+Spacebar and its subsequent accelerators Use accelerator keys…

• …in naming app & internet shortcuts• …in navigating menus

Learn individual apps’ keystrokes Shortcuts for apps and sites

Populate your Start Menu or Taskbar• Sort your Programs menu often

Ctrl+Alt+(letter) Use your Bookmarks/Favorites

Shortcuts for Salesforce tabs Shortcuts for Salesforce setup links Users want to go to a specific page?

• Help them put it on their Start Menus, Taskbars, or Desktops

Be curious!

…after

before…

Extras:Ezra’s favorite keystrokes

User-defined app shortcuts: Ctrl+Alt+(letter) Windows app menu: Alt+Spacebar Show desktop toggle: Windows+D Menu navigation: Alt, then letters Excel select row: Shift+Spacebar Excel select column: Ctrl+Spacebar Excel insert: Ctrl+Shift+Plus Excel delete: Ctrl+Minus Excel numformats: Ctrl+Shift+(number) Excel hide (unhide) row: Ctrl+(Shift)+9 Excel hide (unhide) column: Ctrl+(Shift)+0 Excel edit: F2

Extras:Other cool data tricks

Use FixID() to convert 15-char IDs to 18-char IDs Funnction available in Excel Connector

Use Pivot Tables to quickly list and count unique values Skip unneeded Wizard steps

Fill in blank cells in a table with a killer combo: Go To… Special | Blanks Ctrl+Enter