Playbook Kabeen
Information system mapping has become a major strategic challenge for modern companies. In a context where digital transformation is accelerating, having a clear and precise vision of your IS is no longer an option, but a necessity.
At Kabeen, we have developed a unique approach to mapping.
This playbook will guide you step by step through the implementation of your mapping, following our proven methodology. From the initial organization of the project to the ongoing measurement of your information system, you'll find here all the keys to a successful mapping process.
Introduction
Data and flows
Inventorier vos données
Identifier les flux de données
Infrastructure
Cartographier vos réseaux et serveurs
Measure
Inventory your applications
Principles and practices
Information system mapping has become a major strategic challenge for modern businesses. In a context where digital transformation is accelerating, having a clear and precise vision of one's IS is no longer an option, but a necessity.
The stakes are many:
Cost control and optimization of IT resources
Risk management and regulatory compliance
Agility and the ability to innovate rapidly
Informed decision-making for future developments
At Kabeen, we have developed a unique approach to mapping, based on three fundamental principles:
Simplicity first: Our method favors a progressive, accessible approach, enabling every organization to get started quickly and enrich its mapping over time.
Intelligent automation: We believe in a living, dynamic cartography, automatically kept up to date thanks to our tools, thus reducing the manual workload.
Active collaboration: Mapping is not just a matter for IT experts. Our approach involves all stakeholders to ensure an exhaustive and accurate view of the IS.
This playbook will guide you step by step through the mapping process, following our proven methodology. From the initial organization of the project to the ongoing measurement of your information system, you'll find here all the keys to a successful mapping process.
Whether you're a small organization or a major corporation, this guide will enable you to tailor our approach to your specific needs, and get the most out of your mapping efforts.
Defining the organization
As part of IS mapping, representing the organization is a fundamental step. It enables the information system to be aligned with business objectives, while maintaining an optimum level of granularity for management purposes.
At Kabeen, we advocate a two-level organizational structure, offering a balance between precision and ease of management. Here are three concrete examples illustrating this approach:
Multinational
Level 1: Regions
EMEA
APAC
Americas
Level 2: Brands
Brand 1
Brand 2
Company group
Level 1: Subsidiaries
Acme subsidiary
IndusCorp subsidiary
Otto Inc subsidiary
Level 2: Business teams
Finance
Operations
Community
Level 1: Departments
General Management
Technical Department
Citizenship Department
Level 2: Services
Town Planning Department
Civil Status Department
This two-tier structure provides a clear vision of the organization, while facilitating the maintenance and updating of IS mapping. It offers sufficient granularity to identify the specific needs of each entity without creating excessive management complexity.
Soliciting contributors
As part of the Kabeen Playbook, and following the crucial "Define the organization" step, we strongly recommend a collaborative approach to mapping. This collaboration is not simply an option, but one of the fundamental keys to the success of your approach.
This approach has two major advantages that are worth highlighting: on the one hand, it enables the mapping effort to be effectively distributed among the various stakeholders, thus avoiding overloading a single team, and on the other, it guarantees the durability and reliability of the information over time, thanks to ongoing collaborative maintenance.
In addition, it actively promotes mutual understanding of the Information System and the Information Systems Department among business teams, while considerably facilitating the sharing and appropriation of essential indicators. This enhanced transparency contributes to a more coherent and efficient working environment.
Key roles to involve
CIOs and architects: As the first essential players in the process, they act as strategic drivers and indispensable sponsors of the mapping process, providing vision and direction.
Operations managers: As the main technical guarantors of the mapping process, they ensure the consistency and accuracy of the technical elements documented.
Business team managers: Their participation is crucial for a better understanding and documentation of applications specific to their scope of activity.
Application managers : Their in-depth expertise and detailed knowledge of the applications are essential to guarantee the accuracy of the information.
Involve all these stakeholders from the outset, and keep them actively involved throughout the process, to maximize your mapping's chances of success and ensure its long-term relevance
Documenting applications
Documenting your applications is a crucial step in centralizing and clarifying essential information about each one. This not only facilitates understanding of your information system, but also its maintenance and evolution over time. The aim is to collect and formalize key data, so that any technical or business contact can quickly grasp the role and importance of an application.
Information
Description
Example
Application manager
Person or team in charge of the application, with contact details
Jean Dupont, ext. 4567, jean.dupont@entreprise.com
Functional area
Business sector concerned by the application
Finance, Human Resources, Production
Criticality
Level of importance on a scale from 1 to 53
3 (business critical)
Authentication
Application access method and authorization levels
SSO with Azure AD, 2FA
Type of application
Type of application and technologies used
SaaS, hosted
Release date
Initial deployment and major updates
Deployed on 15/03/2023
Tips for efficient documentation
Standardize information entry:
Use a uniform format for each application. This can be done via a spreadsheet, a document management tool or directly in your SaaS solution.
Maintain consistency with the initial inventory:
Ensure that the documentation takes into account the inventory established in the previous step. Data must be consistent and easily cross-referenced.
Update information regularly:
The application environment evolves rapidly. Plan regular review points to check and update documentation so that it remains true to the reality of the information system.
Foster collaboration:
Ensure that business and technical teams have access to documented information. Collaborative validation helps identify omissions and improve data quality.
Use appropriate tools:
Although this example can easily be transposed to an Excel file, solutions dedicated to application mapping can offer advanced functionalities such as visualization, tracking of modifications and integration of update alerts.