Can the user modify the Integration solution – Discuss

Recently I had a chat with a few people at a company about integration solutions and a question came up which I remember not having been asked in a while. “Will the business users be able to modify the solution after its live”. Back in the day you used to get asked this quite often but I don’t remember being asked this one for a while. I do know that the technology landscape has changed a lot since I last got asked this and after a very interesting discussion I thought id share my thinking of this space.

Why would the user want to modify the solution

There are a few different things that come up as the reason for this desire. It’s a good idea in this discussion with a customer to find out their drivers, they may not always be the same. Some of the common ones include:

  • IT guys are expensive so we don’t want to constantly need to pay a premium for changes
  • IT take too long to make the changes
  • A change may seem very simple yet IT seem to turn it into a project
  • We need to react to customer’s needs and changes quickly

What are the ways in which the user may modify the solution

Different solutions will have different things that can be changed or tuned but if we think of common solutions we see these are some of the areas we can change things:

  • Config settings in the solution which are used to drive decision logic. EG a threshold for an order which is considered large. Depending upon where the config settings are stored they may be able to be modified by the business user
  • Business Rules may be editable by a business user
  • Flow logic, the solution may have a workflow which could be edited by the user
  • On boarding new customers/partners is a part of the integration solution the business user may wish to take control of
  • Data mapping and transformation rules

Im sure there are probably plenty of other areas but above are just a few off the top of my head

Should the user be allowed to modify the solution

Assuming the reason that the business users want to be able to take control of modifying the solution or parts of it is valid then a decision over if this should be allowed or not is likely to come down to the desire of the product owner or sponsor and the governance areas of the solution.

What we need to consider is that if we elevate the business users permissions to control parts of the integration solution, does this mean we trade off any other parts of the solution. In this area we need to consider the areas of the solution that the business user will often have low regard for such as performance, testing, application lifecycle management, security and risk. If for example we go and grant permissions for the business user to modify the work flow of an integration process then the changes are they will reactively go an do this in response to a change required by their customer. They may not think to communicate the planned change, they may not test it properly and may think their change has worked by they don’t understand that they have now broken 3 things down stream which have been affected by this change.

The one think you can guarantee is that the business user will very rarely have an understanding of dependencies and consequences within the system. I say this quite boldly because often many IT people do not have this understanding either. When it comes to making changes, even if you have a very good IT architecture, treating the change like pulling out a piece of a Jenga puzzle is a good approach to make. First you need to work out if this is a good piece to be messing around with or not. Maybe its pretty safe and you can let your business user get on with it and at other times you need to be very cautious and through.

Having a view on the changes the business would like to make overlayed with some kind of heat map of your architecture will tell you the safe Jenga pieces for the business to take control of and the areas of risk when you need to keep in IT.

When you then let the business make these changes themselves, you still need to implement a change management process for them to follow. You don’t want to be in a position where the business user made a change which wasn’t reflected back into the system source configuration so that next time there is a major release the change is regressed. Teams still need to work together.

Types of solution

Once you have identified areas and rules around the business user making changes in isolation, I guess you have laid out your rules for engagement as you begin democratizing integration in certain areas.

I would expect that you find solutions would fall into certain types which are more and less acceptable for the business to change.

Citizen Integrator

Citizen Integrator solutions are those ones which were either built by the business or built by IT but can be handed over to be looked after day to day by business users. These may be solutions for individuals or solutions for teams.

In this space you will find super users in the business such as Excel guru’s begin to thrive. They can build solutions for their team and themselves and really innovate.

One of the challenges from an IT perspective is that if the Citizen Integrator builds a solution that becomes too important or if it becomes relevant to be managed by regulatory rules which the business function may not be aware of but IT have dedicated functions to support.

How do you as an IT function stop bob the HR junior intern from building the mission critical staff holiday system replacement project without anyone in IT being aware?

Id expect the business user to be able to make the following changes in this type of solution:

  • Safe Config Settings –
  • Business Rules –
  • Flow Logic –
  • Onboarding new users/partners –
  • Connect to new systems –  (I would expect IT to put some constraints around this)
  • Data mapping and transformation –

Lightweight Low Risk Integration

Lightweight integration projects may be good candidates for business users to “modify”. I would consider light weight to mean not lots of load, not very complex and fairly well isolated. In this scenario you may choose to allow a business super user to some changes in certain areas but it is likely some areas may require a more advanced skillset.

Id expect the business user to be able to make the following changes in this type of solution:

  • Safe Config Settings –
  • Business Rules –
  • Flow Logic – – (I would expect this would need testing of the solution and would want IT involvement
  • Onboarding new users/partners –
  • Connect to new systems –  (I would expect IT to put some constraints around this)
  • Data mapping and transformation –

Mission Critical & High Risk

In a mission critical integration solution I would expect that there would be a pretty thourgh change management process that would control changes to the system. In these cases the consequences of breaking something out-weigh the benefits of quick changes. I would expect that most changes would involve a degree of impact analysis followed by a controlled change process involving making the change, deploying it in a repeatable way, testing the change and making the change live.

The intention of the process overhead is to remove risk of things going wrong and sometimes removing the risk of politics in the organisation if something was broken that affected the core business.

I would expect in this case the attitude to the business super user making changes would be:

  • Safe Config Settings –
  • Business Rules –
  • Flow Logic –
  • Onboarding new users/partners –
  • Connect to new systems –
  • Data mapping and transformation –

Those examples above are just some of the ones you might come across. It really depends on the organisation and its attitude to risk and change. An example you might find is a mission critical system which has certain parts of the system which are very safe for business users to modify. An example might be an architecture where Dynamics CRM is used to provide a lot of the settings and configuration for a customer and then integration processes use these settings as required. This gives the user a place where they can safely modify some parts of the system which are used by others. I think the key point here though is it comes back to a heat map of your architecture so you know the safe Jenga pieces and the unsafe ones.

Technology Comparison

Up until this point I have tried to think about things agnostic of technology, but if we also bring in this angle it gets even more interesting. Back a number of years ago when we had a small set of tools available there were only a few limited choices in this space, but now we have many more choices.

Flow & Power Apps

If we know we have requirements for the business user to take an active part in the solution and its maintenance then Flow and Power Apps give us an ecosystem which is built for these users. In a solution we can incorporate these tools to provide a safe(ish) area for the business user to do their bits. We can even give the business user control of the entire solution if its appropriate.

Flow and Power Apps should be a part of our integration architecture anyway and give us a big tick in the box of empowering the business user to be an active stakeholder in an integration solution.

Logic Apps

Logic Apps are a really interesting one, they have the features or a high power mission critical integration tool but the ability to sandbox logic apps in resource groups means it is possible for us to use some logic apps for those IT only use cases and have other Logic Apps where the business user could be granted access to Azure and the resource group to be able to manage and modify if it was appropriate.

BizTalk

BizTalk is one of the tools where there are not that many choices for the business user. It is unlikely we would want the business user to make changes to anything which is not then handed over to IT for deployment. That said in an agile environment a BizTalk developer and business subject matter expert working closely on a solution can be a very good way to work.

Rules, Cross Reference Data, port settings and Configuration settings are the most likely candidates for a desire to change but I think the risks of doing this without an ALM process would outweigh any benefits.

One point to note with BizTalk is that BizTalk 360 provides a number of features which can allow a business user to manage their integration solution. While BizTalk might be one of the less friendly tools to allow a business super user to make changes, BizTalk 360 can allow the person to manage their messages and process instances if they want. This can be done in a safe way.

SSIS & Data Factory

Azure Data Factory and SSIS are like BizTalk in that it would be difficult to get a business user to be able to do anything with them. They are a fairly closed environment and require a significant skill set to do anything with them. Id see these as IT only tools.

Service Bus

Service Bus is an interesting one, you could imagine a scenario where the business user might request that all new customer messages are now also sent to a new application they are buying. Conceptually its not too much of a leap to see an advanced user setting up a new subscription from the new customer topic to the new application worker queue. In the real world however I can imagine that most of these changes would require some additional work around the applications either sending or receiving messages so I think the service bus change would be unlikely to be done in isolation.

I think a business user may also struggle to understand message flows without an upfront visualization tool.

With this in mind I suspect Service Bus would be unlikely to be a good fit for requirements for business users to modify.

Event Grid

My first thought is that event grid would fall into the same space as service bus messaging, but maybe in the future as the solution matures the fact that the data is events rather than messages may mean that there are certain scenarios that the business may dynamically change their interest in. In wonder about scenarios like a university clearing time where perhaps a super user gets a really cool idea of a way to improve the likelihood of a new student signing up and would like to explore events for just 2 or 3 conditions for a couple of days. Self service subscription to events in this nature could be a really powerful way of experimentation within the business.

Summary

I think the answer to the initial question has changed a lot over the last few years, its great to be in the position where we have loads of technical options and rather than being limited in how we could include those requirements into a solution its now a case of making sure we don’t go too over the top and remember that there is still an important place for governance and best practices in addition to agility and flexibility.

Exciting times really