Chapter 2   How to Plan Your Directory Data


The data stored in your directory may include user names, email addresses, telephone numbers, and information about groups users are in, or it may contain other types of information. The type of data in your directory determines how you structure the directory, to whom you allow access to the data, and how this access is requested and granted.

This chapter describes the issues and strategies behind planning your directory's data. It includes the following sections:

• Introduction to Directory Data

• Defining Your Directory Needs

• Performing a Site Survey

Introduction to Directory Data

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Some types of data are better suited to your directory than others. Ideal data for a directory has some of the following characteristics:

• It is read more often than written.

  Because the directory is tuned for read operations, write operations slow your server's performance down.

• It is expressible in attribute-data format (for example, surname=jensen).

• It is of interest to more than one audience.

  For example, an employee's name or the physical location of a printer can be of interest to many people and applications.

• It will be accessed from more than one physical location.

  For example, an employee's preference settings for a software application may not seem to be appropriate for the directory because only a single instance of the application needs access to the information. However, if the application is capable of reading preferences from the directory and users might want to interact with the application according to their preferences from different sites, then it is very useful to include the preference information in the directory.

What Your Directory Might Include

Examples of data you can put in your directory are:

• Contact information, such as telephone numbers, physical addresses, and email addresses.

• Descriptive information, such as an employee number, job title, manager or administrator identification, and job-related interests.

• Organization contact information, such as a telephone number, physical address, administrator identification, and business description.

• Device information, such as a printer's physical location, type of printer, and the number of pages per minute that the printer can produce.

• Contact and billing information for your corporation's trading partners, clients, and customers.

• Contract information, such as the customer's name, due dates, job description, and pricing information.

• Individual software preferences or software configuration information.

• Resource sites, such as pointers to web servers or the file system of a certain file or application.

If you are going to use Directory Server for more than just server administration, then you have to decide what other types of information you want to store in your directory. For example, you might include some of the following types of information:

• Contract or client account details

• Payroll data

• Physical device information

• Home contact information

• Office contact information for the various sites within your enterprise

What Your Directory Should Not Include

Directory Server is excellent for managing large quantities of data that client applications read and occasionally write, but it is not designed to handle large, unstructured objects, such as images or other media. These objects should be maintained in a file system. However, your directory can store pointers to these kinds of applications through the use of FTP, HTTP, or other types of URL.

Because the directory works best for read operations, you should avoid placing rapidly changing information in the directory. Reducing the number of write operations occurring in your directory improves overall search performance.

Defining Your Directory Needs

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When you design your directory data, think not only of the data you currently require but also what you may include in your directory in the future. Considering the future needs of your directory during the design process influences how you structure and distribute the data in your directory.

As you plan, consider these points:

• What do you want to put in your directory today? What immediate problem do you hope to solve by deploying a directory? What are the immediate needs of the directory-enabled application you use?

• What do you want to put in your directory in the near future? For example, your enterprise might use an accounting package that does not currently support LDAP, but that you know will be LDAP-enabled in the near future. You should identify the data used by applications such as this and plan for the migration of the data into the directory when the technology becomes available.

• What do you think you might want to store in your directory in the future? For example, if you are a hosting environment, perhaps future customers will have different data requirements from your current customers. Maybe future customers will want to use your directory to store JPEG images. While this is the hardest case of all to consider, doing so may pay off in unexpected ways. At a minimum, this kind of planning helps you identify data sources you might otherwise not have considered.

Performing a Site Survey

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A site survey is a formal method for discovering and characterizing the contents of your directory. Budget plenty of time for performing a site survey, as data is the key to your directory architecture.The site survey consists of the following tasks, which are described briefly here and then in more detail:

• Identify the applications that use your directory.

  Determine the directory-enabled applications you deploy and their data needs.

• Identify data sources.

  Survey your enterprise and identify sources of data (such as PBX systems, Human Resources databases, email systems, and so forth).

• Characterize the data your directory needs to contain.

  Determine what objects should be present in your directory (for example people or groups), and what attributes of these objects you need to maintain in your directory (such as user name and passwords).

• Determine the level of service you need to provide.

  Decide how available your directory data needs to be to client applications and design your architecture accordingly. How available your directory needs to be affects how you replicate data and configure chaining policies to connect data stored on remote servers.

  For more information about replication, refer to Chapter 6 "Designing the Replication Process" on page 99. For more information on chaining, refer to Chapter 5 "Designing the Directory Topology" on page 79.

• Identify a data master.

  A data master contains the primary source for directory data. This data might be mirrored to other servers for load balancing and recovery purposes. For each piece of data, determine its data master.

• Determine data ownership.

  For each piece of data, determine the person responsible for ensuring that the data is up-to-date.

• Determine data access.

  If you import data from other sources, develop a strategy for both bulk imports and incremental updates. As a part of this strategy, try to master data in a single place, and limit the number of applications that can change the data. Also, limit the number of people who write to any given piece of data. A smaller group ensures data integrity while reducing your administrative overhead.

• Document your site survey.

Because of the number of organizations that can be affected by the directory, it may be helpful to create a directory deployment team that includes representatives from each affected organization. This team performs the site survey.

Corporations generally have a human resources department, an accounting and/or accounts receivable department, one or more manufacturing organizations, one or more sales organizations, and one or more development organizations. Including representatives from each of these organizations can help you perform the survey. Furthermore, directly involving all the affected organizations can help build acceptance for the migration from local data stores to a centralized directory.

Identifying the Applications that Use Your Directory

Generally, the applications that access your directory and the data needs of these applications drive the planning of your directory contents. Some of the common applications that use your directory include:

• Directory browser applications, such as online telephone books. Decide what information (such as email addresses, telephone numbers, and employee name) your users need and make sure you include it in the directory.

• Email applications, especially email servers. All email servers require email addresses, user names, and some routing information to be available in the directory. Others, however, require more advanced information such as the place on disk where a user's mailbox is stored, vacation notification information, and protocol information (IMAP versus POP, for example).

• Directory-enabled human resources applications. These require more personal information such as government identification numbers, home addresses, home telephone numbers, birth dates, salary, and job title.

When you examine the applications that will use your directory, look at the types of information each application uses. The following table gives an example of applications and the information used by each:

Table 2-1    Application Data Needs

Application	Class of Data	Data
Phone book	People	Name, email address, phone number, user ID, password, department number, manager, mail stop
Web server	People, groups	User ID, password, group name, groups members, group owner
Calendar server	People, meeting rooms	Name, user ID, cube number, conference room name

Once you identify the applications and information used by each application, you can see that some types of data are used by more than one application. Doing this kind of exercise during the data planning stage can help you avoid data redundancy problems in your directory and see more clearly what data your directory dependant applications require.

The final decision you make about the types of data you maintain in your directory and when you start maintaining it, is affected by these factors:

• The data required by your various legacy applications and your user population.

• The ability of your legacy applications to communicate with an LDAP directory.

Identifying Data Sources

To identify all of the data that you want to include in your directory, you should perform a survey of your existing data stores. Your survey should include the following:

• Identify organizations that provide information.

  Locate all the organizations that manage information essential to your enterprise. Typically this includes your information services, human resources, payroll, and accounting departments.

• Identify the tools and processes that are information sources.

  Some common sources for information are networking operating systems, email systems, security systems, PBX (telephone switching) systems, and human resources applications.

• Determine how centralizing each piece of data affects the management of data.

  You may find that centralized data management requires new tools and new processes. Sometimes centralization requires increasing staff in some organizations while decreasing staff in others.

During your survey, you may come up with a matrix that resembles the following table, identifying all of the information sources in your enterprise:

Table 2-2    Information Sources

Data Source	Class of Data	Data
Human resources database	People	Name, address, phone number, department number, manager
Email system	People, Groups	Name, email address, user ID, password, email preferences
Facilities system	Facilities	Building names, floor names, cube numbers, access codes

Characterizing Your Directory Data

All of the data you identify for inclusion in your directory can be characterized according to the following general points:

• Format

• Size

• Number of occurrences in various applications

• Data owner

• Relationship to other directory data

You should study each piece of data you plan to include in your directory to determine what characteristics it shares with the other pieces of data. This helps save time during the schema design stage, described in more detail in Chapter 3 "How to Design the Schema."

For example, you can create a table that characterizes your directory data as follows:

Table 2-3    Directory Data Characteristics

Data	Format	Size	Owner	Related to
Employee Name	Text string	128 characters	Human resources	User's entry
Fax number	Phone number	14 digits	Facilities	User's entry
Email address	Text	Many character	IS department	User's entry

Determining Level of Service

The level of service you provide depends upon the expectations of the people who rely on directory-enabled applications. To determine the level of service each application expects, first determine how and when the application is used.

As your directory evolves, it may need to support a wide variety of service levels, from production to mission critical. It can be difficult to raise the level of service after your directory is deployed, so make sure your initial design can meet your future needs.

For example, if you determine that you need to eliminate the risk of total failure, you might consider using a multi-master configuration, in which several masters exist for the same data. The next section discusses determining data masters in more detail.

Considering a Data Master

The data master is the server that is the master source of data. Consider which server will be the data master when your data resides in more than one physical site. For example, when you use replication or use applications that cannot communicate over LDAP, data may be spread over more than one site. If a piece of data is present in more than one location, you need to decide which server has the master copy and which server receives updates from this master copy.

Data Mastering for Replication

iPlanet Directory Server allows you to contain master sources of information on more than one server. If you use replication, decide which server is the master source of a piece of data. iPlanet Directory Server supports multi-master configurations, in which more than one server can be a masters source for the same piece of data. For more information about replication and multi-master replication, see "Designing the Replication Process".

In the simplest case, put a master source of all of your data on two Directory Servers and then replicate that data to one or more consumer servers. Having two master servers provides safe failover in the event that a server goes off-line. In more complex cases, you may want to store the data in multiple databases, so that the entries are mastered by a server close to the applications which will update or search that data.

Data Mastering Across Multiple Applications

You also need to consider the master source of your data if you have applications that communicate indirectly with the directory. Keep the processes for changing data, and the places from which you can change data, as simple as possible. Once you decide on a single site to master a piece of data, use the same site to master all of the other data contained there. A single site simplifies troubleshooting if your databases get out of sync across your enterprise.

Here are some ways you can implement data mastering:

• Master the data in both the directory and all applications that do not use the directory.

  Maintaining multiple masters does not require custom scripts for moving data in and out of the directory and the other applications. However, if data changes in one place, someone has to change it on all the other sites. Maintaining master data in the directory and all applications not using the directory can result in data being unsynchronized across your enterprise (which is what your directory is supposed to prevent).

• Master the data in the directory and synchronize data with other applications using iPlanet MetaDirectory.

  Maintaining a data master that synchronizes with other applications makes the most sense if you are using a variety of different directory and database applications. Contact your iPlanet sale representative for more information about iPlanet MetaDirectory, or go to the iPlanet website at http://www.iplanet.com/.

• Master the data in some application other than the directory and then write scripts, programs, or gateways to import that data into the directory.

  Mastering data in non-directory applications makes the most sense if you can identify one or two applications that you already use to master your data, and you want to use your directory only for lookups (for example, for online corporate telephone books).

How you maintain master copies of your data depends on your specific needs. However, regardless of the how you maintain data masters, keep it simple and consistent. For example, you should not attempt to master data in multiple sites, then automatically exchange data between competing applications. Doing so leads to a "last change wins" scenario and increases your administrative overhead.

For example, suppose you want to manage an employee's home telephone number. Both the LDAP directory and a human resources database store this information.The human resources application is LDAP enabled, so you can write an automatic application that transfers data from the LDAP directory to the human resources database, and vice versa. However, if you attempt to master changes to that employee's telephone number in both the LDAP directory and the human resources data, then the last place where the telephone number was changed overwrites the information in the other database. This is acceptable as long as the last application to write the data had the correct information. But if that information was old or out of date (perhaps because, for example, the human resources data was reloaded from a backup), then the correct telephone number in the LDAP directory will be deleted.

Determining Data Ownership

Data ownership refers to the person or organization responsible for making sure the data is up-to-date. During the data design, decide who can write data to the directory. Some common strategies for deciding data ownership follow:

• Allow read-only access to the directory for everyone except a small group of directory content managers.

• Allow individual users to manage some strategic subset of information for themselves.

  This subset of information might include their passwords, descriptive information about themselves and their role within the organization, their automobile license plate number, and contact information such as telephone numbers or office numbers.

• Allow a person's manager to write to some strategic subset of that person's information, such as contact information or job title.

• Allow an organization's administrator to create and manage entries for that organization.

  This approach makes your organization's administrators your directory content managers.

• Create roles that give groups of people read or write access privileges.

  For example, you might create roles for human resources, finance, or accounting. Allow each of these roles to have read access, write access, or both to the data needed by the group, such as salary information, government identification number (in the US, social security number), and home phone numbers and address.

  For more information about roles and grouping entries, refer to "Grouping Directory Entries".

As you determine who can write to the data, you may find that multiple individuals need to have write access to the same information. For example, you will want an information systems (IS) or directory management group to have write access to employee passwords. You may also want the employees themselves to have write access to their own passwords. While you generally must give multiple people write access to the same information, try to keep this group small and easy to identify. Keeping the group small helps ensure your data's integrity.

The iPlanet Delegated Administrator can be used to provide partitioned account management and delegate administration responsibility for users to individuals in different roles across the organization. For more information, contact your iPlanet sales representative or go to the iPlanet Web site at http://www.iplanet.com.

For information on setting access control for your directory, see Chapter 7, "Designing a Secure Directory".

Determining Data Access

After determining data ownership, decide who can read each piece of data. For example, you may decide to store an employee's home phone number in your directory. This data may be useful for a number of organizations, including the employee's manager and human resources. You may want the employee to be able to read this information for verification purposes. However, home contact information can be considered sensitive. Therefore, you must determine if you want this kind of data to be widely available across your enterprise.

For each piece of information that you store in your directory, you must decide the following:

• Can the data be read anonymously?

  The LDAP protocol supports anonymous access, and allows easy lookups for common information such as office sites, email addresses, and business telephone numbers. However, anonymous access gives anyone with access to the directory access to the common information. Consequently, you should use anonymous access sparingly.

• Can the data be read widely across your enterprise?

  You can set up access control so that the client must log in to (or bind to) the directory to read specific information. Unlike anonymous access, this form of access control ensures that only members of your organization can view directory information. It also allows you to capture login information in the directory's access log, so you have a record of who accessed the information.

  For more information about access control, refer to "Designing Access Control".

• Can you identify a group of people or applications that need to read the data?

  Anyone who has write privileges to the data generally also needs read access (with the exception of write access to passwords). You may also have data specific to a particular organization or project group. Identifying these access needs helps you determine what groups, roles, and access controls your directory needs.

  For information about groups and roles, see Chapter 4 "Designing the Directory Tree" on page 57. For information about access controls, see Chapter 7, "Designing a Secure Directory".

As you make these decisions for each piece of directory data, you define a security policy for your directory. Your decisions depend upon the nature of your site and the kinds of security already available at your site. For example, if your site has a firewall or no direct access to the Internet, you may feel freer to support anonymous access than if you are placing your directory directly on the Internet.

In many countries, data protection laws govern how enterprises must maintain personal information, and restrict who has access to the personal information. For example, the laws may prohibit anonymous access to addresses and phone numbers, or may require that users have the ability to view and correct information in entries which represent them. Be sure to check with your organization's legal department to ensure that your directory deployment follows all necessary laws for the countries in which your enterprise operates.

The creation of a security policy and the way you implement it is described in detail in Chapter 7, "Designing a Secure Directory".

Documenting Your Site Survey

Because of the complexity of data design, document the results of your site surveys. During each step of the site survey we have suggested simple tables for keeping track of your data. Consider building a master table that outlines your decisions and outstanding concerns. You can build this table with the word-processing package of your choice, or use a spreadsheet so that the table's contents can easily be sorted and searched.

A simple example of a table follows. The table identifies data ownership and data access for each piece of data identified by the site survey.

Data Name	Owner	Master Server/Application	Self Read/Write	Global Read	HR Writable	IS Writable
Employee name	HR	People Soft	Read-only	Yes (anonymous)	Yes	Yes
User password	IS	Directory US-1	Read/Write	No	No	Yes
Home phone number	HR	People Soft	Read/Write	No	Yes	No
Employee location	IS	Directory US-1	Read-only	Yes (must log in)	No	Yes
Office phone number	Facilities	Phone switch	Read-only	Yes (anonymous)	No	No

Looking at the row representing the employee name data, we see the following:

• Owner

  Human Resources owns this information and is therefore responsible for updating and changing it.

• Master Server/Application

  The PeopleSoft application manages employee name information.

• Self Read/Write

  A person can read their own name, but not write (or change) it.

• Global Read

  Employee names can be read anonymously by everyone with access to the directory.

• HR Writable

  Members of the human resources group can change, add, and delete employee names in the directory.

• IS Writable

  Members of the information services group can change, add, and delete employee names in the directory.

Repeating the Site Survey

Finally, you may need to run more than one site survey, particularly if your enterprise has offices in multiple cities or countries. You may find your informational needs to be so complex that you have to allow several different organizations to keep information at their local offices rather than at a single, centralized site. In this case, each office that keeps a master copy of information should run its own site survey. After the site survey process has been completed, the results of each survey should be returned to a central team (probably consisting of representatives from each office) for use in the design of the enterprise-wide data schema model and directory tree.