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Data Model & Governance

Master Data Framework and Data Quality Standards

Quick Launch Checklist

1

System of Record (SoR)

Define SoR per master object; restrict creation to controlled roles

2

Golden Records

Implement match/merge and survivorship rules with versioning for auditable changes

3

Stewardship RACI

Stand up RACI matrix and Data Change Request (DCR) workflow with approvals + logs

4

Data Quality Controls

Enforce DQ controls at create/update (validations) and run daily DQ monitors

5

Access Controls

Lock cross-company visibility with record rules; use analytic dimensions for NGO grants/donors

6

Retention Policy

Set retention (finance 10 yrs, HR 7 yrs, KB 3 yrs) and safe archival procedures

A. Master Data Governance Table

Legend: SoR = System of Record, GR = Golden Record

Master Data Object SoR (Odoo Model) Primary Owner Stewards Key Identifiers GR Rules (Match/Merge + Survivorship)
Companies/Branches res.company Group CFO Finance Controllers (by company) Company Code (HQ/RAM/JRS/AMM/EGY), VAT/Reg.No. No merge. Changes via DCR; legal fields versioned; approval: CFO + Audit.
Chart of Accounts account.account Group Finance Controller Company Finance Managers Account Code + Company No merge. Codes immutable post go-live; map deprecated→new; elimination accounts reserved.
Taxes/Tax Groups account.tax Country Finance Lead Tax Stewards (per country) Tax Name+Rate+Country No merge. New tax via DCR; effective dates; close/open tax periods controlled.
Partners (Vendors/Customers/Donors/NGOs) res.partner Data Gov Lead (central) AP/AR Stewards VAT/Tax ID, Country, Email/Phone, IBAN Match: VAT+Country OR email+phone. Merge: weaker→stronger profile. Survive: non-empty official name, VAT, banking; newest address unless flagged "verified".
Banks & Bank Accounts res.partner.bank Group Treasury Company Finance IBAN/SWIFT + Company No merge. Changes require 2-step approval (Treasury + Controller).
Products/Services (Fee Items) product.template Services Director Practice Leads Product Code, Category Match: Code. Merge: manual only. Survive: most recent cost/price if approved; income/expense accounts locked after first posting.
Employees hr.employee HR Director HR Managers National ID/Passport, Work Email Match: Nat.ID+Country OR Work Email. Merge: HR only. Survive: HR-verified fields win; contracts/history never merged—retained by employee ID.
Projects/Grants project.project + Analytic PMO Director Project Accountants Project Code, Donor, Country, FY Match: Code. Merge: prohibited. Survive: N/A; use Closure + Successor links for reorgs.
Analytic Accounts/Tags account.analytic.account / account.analytic.tag Group Finance Controller NGO Accounting Unit Code, Donor, Validity Match: Code+Donor. Merge: prohibited; end-date + replace via mapping table.
Price Lists/Contracts product.pricelist, contract.* Services Director Sales Ops Contract No., Client Match: Contract No. Merge: manual; keep signed version as source of truth.
Intercompany Mappings custom (alp_ic_*) IC Controller Finance Controllers Pair (FromCo→ToCo) + Accounts No merge. Any change requires CFO approval; audit log mandatory.
Helpdesk KB Articles knowledge.article AI/Helpdesk Lead (Egypt) KB Curators Article ID + Version Match: Title+Category. Merge: new version only; old versions retained; only Approved/Published indexed for AI.
Vendor Tax Withholding Profiles custom (extension on res.partner) Country Finance Lead AP Stewards Vendor + Country + Regime No merge. Effective-dated; change requires document proof and approval.

B. Stewardship RACI (Roles × Objects)

Legend: R=Responsible, A=Accountable, C=Consulted, I=Informed

Role / Object Companies COA/Taxes Partners Banks Products Employees Projects/Grants Analytic IC Maps KB Articles
Group CFO A A I A I I I A A I
Group Finance Controller C R C C C I C R R I
Country Finance Lead C R C R I I C C C I
IC Controller I C I I I I I C R I
Data Governance Lead C C A C C C C C C C
HR Director / Managers I I I I I A/R C I I I
PMO Director / Project Acct. I I I I I I A/R R I I
Services Director / Practice Leads I I I I A/R I C I I I
Treasury I I I A/R I I I I I I
Helpdesk/AI Lead (Egypt) I I I I I I I I I A/R
Internal Audit C C C C C C C C C C
IT/Ops Lead I I I I I I I I I I
Notes: Accountable (A) signs off changes; Responsible (R) performs creation/maintenance; Internal Audit samples approvals monthly.

C. Data Change Request (DCR) Workflow

1

Submit

Steward raises DCR (object, fields, justification, evidence) → routed to Owner

↓
2

Validate

Owner checks duplicates (search/match rules) + SOD; attaches proof

↓
3

Approve

Accountable role e-signs; high-risk objects (Banks, IC Maps) require dual approval

↓
4

Apply

Change applied in STAGE, sync to PROD via release; automatic versioning + chatter log

↓
5

Notify

Stakeholders notified; DQ monitors re-run; AI index re-built for KB objects

D. Golden Record Rules (Detailed Mechanics)

1. Partners (Donors/Vendors/Customers/NGOs)

Match Keys (Priority):

  1. VAT/Tax ID + Country
  2. IBAN/SWIFT + Name
  3. Email + Phone (normalized)

Merge Policy:

  • Preserve verified legal name, VAT/Tax ID, banking from most trusted source (status="Verified")
  • Keep all historical addresses as child contacts; mark one Primary (effective-dated)
  • Preserve partner's company_ids assignments; never lose child company links

2. Employees

Matching:

  • Block duplicates by National ID + Country
  • If missing, use Work Email

Merge Policy:

  • Never merge contract history
  • If duplicate found, retire weaker record (redirect references)
  • Keep employment history intact

3. Banks

  • Creation only by Treasury
  • Changes require dual approval and effective date
  • IBAN checksum validation mandatory
  • Auto-verify SWIFT against registry (if connector available)

4. Projects/Grants & Analytic

  • Codes immutable
  • Closure via end date
  • Replacement via successor mapping
  • Analytics mapping table for reporting continuity

5. KB Articles

  • Only Approved/Published versions enter AI index
  • Every update creates new version
  • AI connector indexes: Title, Body, Tags, Article ID, Version, Approval Timestamp, Owner

E. Data Quality Controls – Deployment Checklist

Create/Update Validations (Prevent Bad Data)

Partners

  • Name (required)
  • Country (required)
  • Type (required)
  • VAT/ID (if legal entity)
  • Email/Phone (required)
  • Banking proof for payouts

Employees

  • Name (required)
  • National ID/Passport (required)
  • Date of Birth (required)
  • Company (required)
  • Work Email (required)

Banks

  • IBAN/SWIFT (required)
  • Beneficiary = verified partner
  • Effective Date (required)
  • IBAN checksum validation

Projects/Grants

  • Code (required)
  • Donor (required)
  • Country (required)
  • Start/End dates (required)
  • Currency (required)

Analytic Accounts

  • Code (required)
  • Parent (if any)
  • Valid From/To (required)
  • Donor linkage (if applicable)

Field Formats

  • IBAN checksum validation
  • VAT patterns per country
  • Email/phone normalization
  • Currency codes (ISO-4217)

Ongoing Monitoring (Daily/Weekly Jobs)

Monitor Metric Threshold Action
Duplicates Potential duplicates list by object (threshold score) Alert if >5 high-confidence matches Steward queue for review
Completeness % records missing mandatory fields Alert if >1% for critical objects Daily report to stewards
Validity VAT/IBAN invalid count SLA fix ≤ 2 business days Auto-create DCR
Consistency Cross-company mismatch (same VAT, different names) 0 tolerance Immediate escalation
Timeliness Stale analytic (expired but used on transactions) Flag all Weekly report to PMO
AI KB Integrity Non-approved articles in index Must be 0 Nightly reconciliation + alert

Issue Management

  • All DQ issues create Helpdesk tickets tagged "DQ"
  • Root cause analysis (RCA) required for repeat offenders
  • Monthly DQ Scorecard: Duplicates rate, Invalid rate, On-time fix %, Steward backlog

Controls & Audit

  • SOD checks on DCR approvals
  • Audit sample (10%) reviewed monthly by Internal Audit
  • Immutable logs of field-level changes (before/after, who/when/why)
  • Close period locks regenerate DQ snapshots for audit packages

F. Access & Visibility Controls

Multi-Company Controls

  • Partners, Banks, Accounting objects: company_id record rules
  • Shared where "shared partner" flag is true
  • Cross-company posting restricted to IC Controller role

NGO Donor/Grant Data

  • Restrict to NGO Accounting Unit + relevant project teams
  • Report exports watermarked with user/date
  • Audit trail for all grant data access

Employee PII

  • HR group only for full access
  • Anonymized in analytics/BI except for authorized roles
  • Self-service portal for employee-owned data

G. Retention & Archival Policy

Data Category Retention Period Archival Location Retrieval SLA
Finance (journals, partners, invoices) 10 years minimum /Archive/Finance/{Year} Within 48 hours
HR (employee files) 7 years post-termination /Archive/HR/{Year} Within 48 hours
Projects/Grants 7 years after grant closure /Archive/Projects/{Year} Within 48 hours
KB Articles All versions 3 years; latest always available /Archive/Knowledge/{Year} Immediate (latest), 24h (historical)
Note: Archival to Documents workspace with checksum + index; legal varies by jurisdiction—apply stricter standard.

H. Data Model Essentials (Field Standards)

Codes

Uppercase, hyphenated

Examples:

  • PRJ-UNICEF-PS-25-001
  • ANL-EDU-OPS-001
  • HQ-INV-2025-00123

Country & Currency

  • Country: ISO-3166 alpha-2 (PS, JO, EG)
  • Currency: ISO-4217 (ILS, JOD, EGP, USD)

Phone & Date

  • Phone: E.164 format (+970...)
  • Dates: ISO-8601 (YYYY-MM-DD)
  • Timezone: Asia/Hebron (default)

Internal Naming

Companies/Partners:

ALP-<CITY> (Internal)

Examples:

  • ALP-AMM (Internal)
  • ALP-EGY (Internal)

I. Go/No-Go Readiness for Master Data

✅

SoR & RACI approved; DCR workflow live (STAGE)

✅

Validations and DQ monitors deployed; dashboards visible to Owners/Stewards

✅

Initial dedup pass completed on Partners and Employees; banks verified

✅

KB governance enforced; AI index restricted to Approved content only

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