Essential Launchpad

To help organisations quick start their data capture in Essential we’ve created the Essential Launchpad – a free and easy method to capture the data required to populate some of the key foundational views in Essential.

The focus is on allowing you to gain an understanding of the business landscape, how your applications support the business, and the application deployments.   We’ve provided the spreadsheets and import specs to build a base architecture with a number of the key views working.  You can use this as the basis for populating the other views in Essential.  Keep an eye on our videos page as we are constantly adding more ‘how to’s’ and will be providing some more meta model diagrams to help you get views working, most of which are anchored off the data captured in the Essential Launchpad

To see screenshots of the views that are populated and to register to receive the Essential Launchpad FREE, see here.


Repository Data Management

We’ve released a new set of views to labs that help you manage the quality and completeness of data in your repository.  This is a key requirement in understanding where there are gaps and issues with the data you’ve entered that will affect the accuracy of the views provided by Essential.  You can see and play around with the views in the demo viewer under the Repository Data Management Portal, and if you want to apply them to your own repository you can download them from labs.  The views are accurate, but the usability may need some tweaking – comments welcome and do let us know if you find any bugs.

The views are:

Data Completeness

Shows the completeness of slots in a given class.  This is really useful if, for instance, you wanted to understand which processes support given business capabilities, you need to have completed the realises business capability slot in your processes – this view will quickly show the % completed for the class and for which processes it is not completed.

(Note – you need to switch off the tabs before you move to the next tab – blame the developer, I’m sure that’ll change when it leaves labs!)

Data Duplication Dashboard

Shows the level of duplication for the key classes across your repository.  You can change the sensitivity to highlight similarities that may be duplicates.  You can dive into the detail by clicking on the number of one of the key classes or by selecting a class from the Class Data Duplication view.

We have also released a Design Authority support view to labs.  This allows project and change teams to record the applications and/or technology products they are using and the principles they are complying with, and issues a pass or waiver required result.  This is designed to allow projects to self-govern where allowed to speed decisions and reduce unnecessary meeting time, you can see this in the Enterprise Architect Portal in the demo viewer.

Again, any suggestions or comments very welcome! These are in labs, so if you find bugs, please do let us know.

View Documentation

In response to popular demand we’ve started to create videos to demonstrate how to populate the views.  We’re working through the most popular views, ignoring those where there is an existing view manual as, although not quite as elegant as the videos, documentation does exist.  We’ve created a video and a meta model diagram for each – most will be demonstrated in Essential Cloud, with some on Essential Open Source, but please note that as the meta model and views are shared they can be used interchangeably.  The videos can be found here.

It may take a little while to do them all as there are over 120 now, however, if you would like us to prioritise a particular view, just let us know and we will push it up the list.

Enterprise Architecture Firm of the Year 2018

We are delighted to announce that, for the second year running, EAS has won top place in Corporate Live Wires’ Innovation & Excellence Awards.  Following on from receiving the award for Innovation in Enterprise Architecture 2017, this year we have been named as Enterprise Architecture Firm of the Year 2018 based on Essential and our consulting work around it.

The Innovation & Excellence Awards are judged by a panel of industry experts following nominations from the wider community.  The Essential Project, the world’s most popular open-source EA Tool, is now available as SaaS through Essential Cloud.  EAS, Essential’s founders, are all practising architects and we continue to extend and improve Essential by listening to our clients and our community and reacting to their needs.  We were first to exploit the connection between the information required for EA and GDPR and launch a GDPR support pack, bringing massive benefits to both the Compliance and EA Teams within an organisation.

We are continuing to develop Essential to support our customers and our community; look out for our innovative data capture and maintenance solution which will ease the burden of data management and revolutionise EA!

The EUs Gift to Enterprise Architects

Interesting article from John – ‘The EUs gift to Enterprise Architects‘ – discusses how EAs can make best use of the data that GDPR is forcing organisations to collect and keep updated, to increase credibility and value to the business.  Essential’s GDPR Monitoring pack uses this information to provide GDPR support, but also harnesses this data to allow analysis of more traditional EA fare, such as APM, Data Management and so on.  See a demo here, and our ‘5 Steps to Effective GDPR Monitoring‘ blog here.


Essential Version 6.1.1 Released

Essential v6.1.1 is now available from the downloads section of the website.

We’ve promoted some of the views that we’ve been trying out in the labs, including the NIST mapping and a couple of Business Capability to Technology views.  We’ve also enhanced some of the OOtB views, such as the Business Process Model, the Business Capability Model and the Technology Platform Model.  Meta Model extensions include a new class of ‘Business Process Family’ to make it easier to model and analyse standard and non-standard processes.

Full details of all the changes can be found in the release notes.

5 Steps to Effective GDPR Monitoring

Wherever you are on your GDPR journey, the 5 steps detailed below must be completed and can provide a useful checklist for progress.  This is based on several years’ experience we’ve had supporting the PII data requirements of global organisations.

  1. Assemble a Cross Business Team
    A successful GDPR initiative needs a number of different roles from across the Business and IT including, but not limited to, the following:
Role Purpose
Compliance The compliance team are responsible for defining the scope of the GDPR data for an organisation and also the allowed usages for GDPR data, i.e. defining the legal basis for use across the organisation. Compliance are also responsible for analysing the information returned and ensuring that remediation is put in place.
GDPR Coordinator The GDPR coordinator is responsible for ensuring that each business unit provides the detail of the data they process, the purpose and the applications used.  They should brief Business Units, coordinate and QA the information returned and manage queries.
Business Units The Business Units are responsible for providing the detail of the data they process, the purpose and the applications used for their business area, accurately and completely.
IT The IT teams are responsible for providing the detail of the applications and systems they are responsible for, accurately and completely.
Project Manager Create plan, coordinate resources, manage dates and deliverables and provide senior management reporting.
Analyst The analyst is responsible for analysing and modelling the data received from IT and the Business Units, for example, ensuring there are no duplicates, and providing this to compliance in a format that they can utilise to manage GDPR.
  1. Define the Data in Scope for GDPR and Define the Allowed Data Uses
    The data that is in scope for GDPR will vary from industry to industry, and organisation to organisation and each organisation must, therefore, define the data in scope for them. They must also define the data that is allowed to be used for each business purpose and whether or not consent is required.  We would recommend doing this before the fact-finding exercise as it provides a structure and minimises the possibility of duplication and data gaps.
  2. Get the Business Teams to Provide detailed GDPR Data
    The Business Teams will need to provide the data on their processes, purpose, data and applications used. Additionally, IT will need to provide information on the data held in databases, where the databases are stored and located and the security surrounding both the applications and the underlying technology.  There will need to be a standard means of capturing this detail to ensure consistency, so make sure the business have clarity on what they are doing – utilise your Data in Scope for this.  Once this data is provided, a central team should QA and analyse the data to ensure it provides an overall view of the business situation regarding GDPR.
  3. Gap Analysis and Action Plan
    A gap analysis and action plan should be created to work towards GDPR compliance. An ongoing process should be created to ensure this is an on-going exercise that continually demonstrates compliance.  Engage both the business and the IT teams in defining this process.
  4. Report to the Regulator
    The regulator will need to see evidence that you are on top of the new regulations; you will need to demonstrate that you have assessed your organisation against the new regulations, that you understand where you are compliant and that you have a plan in place to rectify any issues. They will also want you to demonstrate that you have a plan in place to manage GDPR as on-going commitment within your organisation, i.e. people, processes, technology, changes.

EAS have formed a partnership with UST Global and released the Essential GDPR pack, which enables organisations to understand their GDPR compliance adherence and risk from both a business and an IT perspective.  The objective of the tool is to demonstrate to both your CEO and the Regulator that the GDPR position is understood and under control; this is achieved through a series of interactive dashboards and detailed views that can be viewed online or printed out to suit the needs of both key stakeholders.

Our feedback indicates that whilst organisations have assembled teams and started data capture, many are proposing to manage GDPR compliance in a series of spreadsheets.  It is our experience that this is not sustainable; with such a large and constantly changing data set it is almost impossible to collect and structure the data in such a way as to answer all the regulators questions whilst keeping pace with change.  A GDPR tool with a comprehensive meta model, repository and adaptable viewer, allied to a very structured data capture process, makes this task achievable and, in fact, allows the data captured to be used to support other initiatives such as data management, application portfolio management and so on, enabling organisations to make use of the data that must be captured for GDPR.

EAS, in partnership with UST Global, can accelerate your GDPR initiative by bringing our combined experience and the Essential GDPR pack to:

  • Work with you to create a detailed plan to help you gear your organisation’s GDPR initiative for success, including the roles and responsibilities required across the business.
  • Work with your Compliance Team, or external organisations such as solicitors, to accelerate your initiative by providing quick starts based on our experience of the scope of GDPR data applicable to your organisation, and a business model that will aid understanding of allowed data usage.
  • Provide a set of pre-defined Questionnaires and Online Forms that direct the capture and analysis of the business and IT data required from your organisation.  Work with you to create a process to keep this data up to date.
  • UST Global, our partner, provides an automated data discovery tool that finds GDPR data in your databases and document stores, covering both structured and unstructured data such as PDFs. The results can be automatically loaded into Essential GDPR to supplement the manual data discovery carried out by business and IT teams to enable greater accuracy and accelerate the process.  The UST tool can also support the “Right to be Forgotten’ requirement, highlighting all the instances where a person exists across your organisation.
  • Essential GDPR provides powerful dashboards and visualisations to your GDPR data, allowing you to proactively manage your GDPR compliance and demonstrate to both your CEO and the Regulator that you are in control of your GDPR exposure, highlighting where you are compliant, where you have issues and where your risks lie.
  • Allow you to utilise the data that you have collected for GDPR to provide additional benefits across your organisation, such as identification of rationalisation opportunities, etc.

Find out more about the Essential GDPR pack or contact us.


Essential Cloud in General Availability

We are delighted to announce that Essential Cloud is now in General Availability

We’d like to thank all the clients that gave their feedback, allowing us to enhance Essential Cloud over the last six months.  We’ve updated the user interface, adding a journey history and improving collaboration capabilities through updated notifications, and we’ve extended the integration capabilities.  Importantly, we’ve had lots of positive feedback and no major issues, so we’re confident that Essential Cloud will prove to be as stable as Essential Open Source has been for the last eight years.

Find out more here

Essential GDPR Launched

Our GDPR pack is now ready for use.  Unique in the marketplace, it supports business questions such as ‘do I have a legal basis for using this data?’ and ‘have I captured the client’s consent?’ as well as technical access and security questions, such as ‘where is my data most at risk?’.  Most other tools are focused on one or other end of this spectrum.  High level dashboards show where the GDPR compliance issues exist, and drill down capabilities allow you to hone in on the exact process, application or technology that is the cause of the risk.

We have partnered with UST to, optionally, incorporate the use of their ground-breaking data discovery tool which can identify structured and unstructured GDPR data in databases and document stores across the organisation. This not only eases the burden of data capture but also provides an invaluable cross-check of information provided through more traditional means.

A sample of the dashboards are shown below, or you can read further information, access the GDPR demo viewer, or sign up  here.

Essential Labs

The team behind Essential are all practising architects and during our client engagements we are always having ideas on new views or improvements to existing views that can provide additional benefit.  We thought we’d make our labs available to our users so you can see what’s in development and make use of the updates immediately.

Often all (or if not all then most) of the data is already present in a repository, so these updates are really quick and easy to deploy and start using.  Feel free to download and use them with your own data if they look like they will help you.

Currently we have a new NIST compliance view, with a view loader, that enables you to monitor your NIST controls and assessments and some small updates to the Principles and Business Capability views.

The only thing we ask is that you tell us if you have suggestions for improvements or find any bugs.