IT system mapping is defined as a set of representations of the information system from specific perspectives: business, functional, application, informational, and technical. Its core objectives are clear: clarify its organization, identify weaknesses, optimize processes, and facilitate technology investment decisions.
It’s the linchpin that enables seamless collaboration between IT and business stakeholders, empowering them to steer the IT landscape with clarity.
Undertaking information system mapping is often perceived as a complex and challenging exercise, especially keeping it updated. Effectively identifying weaknesses for efficient correction, and involving various stakeholders from both the CIO Office and business departments, often proves to be a challenge.
In this article, discover a clear and accessible approach to IT system mapping, designed for CIOs, IT architects, and project managers.
Why Mapping Your IT System Is a Top Priority for the CIO Office?
Mapping your IT system aims to create clear and structured vision of all IT system components. It's a valuable tool that offers numerous benefits:
- Shared Repository: For precise communication.
- Daily Support: To understand system functionalities and dysfunctions.
- Application Evolutions: During changes to components, data flows, or interfaces.
- Broader Transformations: Manage impacts during application upgrades or cloud migrations.
- Business Transformations: Manage tool changes and their impacts on related activities and connected tools.
- Transformation Programs: Profound transformations within the Information System, such as the implementation of master data management or ERP changes.
A mapping transforms these challenges into concrete, visually intelligible representations, as well as targeted cross-functional analyses. They are accessible to the CIO Office and business units alike.
The 4+1 Dimensions of Comprehensive IT System Mapping
An effective IT system map extends beyond a single level. According to C. Longépé's approach, it covers several complementary layers:
- Enterprise: The human organization and the company's objectives.
- Business: The organization of key processes and business activities, as well as their articulation. This includes the description of functions and services provided by the IT system to meet business needs.
- Application: The inventory of internal and external applications, as well as data and their transport between applications.
- Interaction: The repository of applications responsible for data transport and their underlying technology platforms.
- Technical: The map of servers and the networks connecting them, i.e., the infrastructure.
The crucial addition of an intermediation layer allowed us to address a gap in Longépé's initial approach. By combining these dimensions, you achieve an exhaustive view of your IT system, essential for any strategic decision-making.
TOGAF: A Methodology for Effective Mapping
TOGAF (The Open Group Architecture Framework) is a methodology framework to guide the enterprise architecture approach. It considers various perspectives, such as defining objectives, vision, and work on IT layers, while accounting for cross-cutting requirements and constraints.
It is a benchmark in IT system urbanization. It enables:
- A clear and progressive top-down approach.
- A logical layered organization (Business, Application, Data, Technology).
- A seamless integration with strategic enterprise objectives.
TOGAF provides a reliable foundation for structuring your mapping initiative, integrating both the IT team and business stakeholders. The approach and methodology are structural and indispensable elements for successfully urbanizing and mapping an Information System.
Choosing the Right Tools for Streamlined IT System Mapping
The market offers two primary categories of tools for mapping:
- Enterprise Architecture Software: These tools model, centralize, and represent elements of an enterprise vision. They are complex to implement and demand constant effort. Leading examples include OrbusInfinity, ArchiMate, or SAP LeanIX.
- Observability Software: These tools reference servers and networks. They also supervise and monitor the IT system. Examples include Dynatrace, Datadog, NewRelic, or Amazon CloudWatch.
Breaking new ground in this ecosystem is Enterprise Flows Repository (EFR). This solution acts as an exchange supervision console, providing a comprehensive view into all data flows within an information system. Beyond merely monitoring exchanges, EFR acts as a vital communication tool between business and IT teams.
EFR differentiates itself through its focus on operational relevance. The solution empowers you to answer critical questions:
- What data is being transported (e.g., invoices, delivery notes) ?
- When do these data flows occur ?
- Where does data transfer take place between source and target systems ?
- What is the final state ?
For EFR, IT system mapping is a mean to achieve this objective. Operational ROI drives its daily usage.
Avoid These 5 Pitfalls in Your Mapping Journey
Many organizations stumble in their mapping initiatives, often due to preventable missteps:
- "One-Shot" Mapping: Without regular updates, the mapping quickly becomes obsolete.
- Unreadable Deliverables: Overly complex or poorly synthesized outputs, lacking a synthetic view, are not usable.
- Lack of Business Engagement: If mapping remains confined to the IT department, it results in limited interaction and a lack of collaborative enrichment.
- Difficulty in Estimating ROI: Significant effort with limited sharing quickly turns it into a financial burden.
- Insufficient Operational Precision: With operational application, teams do not maintain it.
To succeed, you must embrace IT mappings as an evolving and collaborative tool deeply embedded in your IT governance framework. It's designed to answer two fundamental questions: "Where are we now?" and "Where do we want to go?"
Key Takeaways for IT Leaders
- IT system mapping enables improved IT governance.
- Ensure coverage across five key dimensions: enterprise, business, application, interconnections, and technical.
- Define a common methodology.
- Never embark on mapping without a strong business liaison.
- Utilize collaborative and visually intuitive tools.
Your Burning Questions About IT System Mapping, Answered:
- Who is the information system mapping for? For CIOs, enterprise architects, IT teams, business units, and general management involved in digital strategy.
- Is a specific tool essential for IT system mapping? Yes. A modern tool facilitates visualization, automatic updates, and seamless inter-team sharing.
- What's the core difference between functional and application mapping? Functional mapping describes what the IT system does, while application mapping describes which tools are used to accomplish those functions.
- Is IT mapping valuable during mergers and acquisitions? Absolutely. It allows for quick identification of redundancies, risks, and integration opportunities.
- How long does it take to implement a complete mapping? While it varies with IT system size, an agile, tool-supported approach can yield an actionable first version in just a few weeks.
By Emmanuel Lesne, Cloud Architect, Data Flow Expert, Founder of Enterprise Flows Repository.
