Maintaining A Materials Declaration System
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Transcript of Maintaining A Materials Declaration System
Created by: Raj Takhar, PhD Researcher First Published: October 2016
© 2016 Sukhraj Takhar All Rights Reserved
Topic Areas
1. High-Level Picture
2. Information Needs
3. Define Internal Data / Process Flows
4. Clean Up Data
5. Methods of Data Exchange
6. In-House or Outsource?
7. Risk Mitigation
8. Positive Declarations
© 2016 Sukhraj Takhar All Rights Reserved
© 2016 Sukhraj Takhar All Rights Reserved
A Material G
en
era
l Te
rms
6. Method of Data Exchange
Spread
she
et Form
Wo
rd P
rocesse
d Fo
rm
Datab
ase Fo
rm
XM
L Form
Ce
ntrally H
osted
Sup
plier Po
rtal
Authorisation Requests
Positive Declaration Requests
1. I
nfo
rmat
ion
N
ee
ds
Known Knowns
Unknown Knowns Unknown Unknowns
4. Establish Supplier Engagement
Spe
cifi
c Te
rms
2. Define Internal Data / Process Flows Exam
ine D
ata Flow
s
Avo
id B
ottlen
ecks En
gage Stakeh
old
ers
Perform
Regu
lar R
eviews
Pro
vide
Feed
back
Min
d M
ap
KPI’s
PPA
P
5. Frequency of Initiation
As
Sup
plie
d
Art
icle
s C
han
ge
An
nu
ally
Bi-
An
nu
ally
As
Ch
em
ical
R
egu
lati
on
s C
han
ge
As
Req
ues
ted
3. Clean Up Data How Are Articles Defined? Internal Specifications Industry Specifications
Supplier Specifications
Intern
ally
7. Declaration Management
Ou
tsou
rce
8. Declaration Monitoring
Transmitted Requests
Response Rates
Incomplete Returns
Positive Declarations
9. Data Analysis Data C
ollatio
n
Declarab
le Su
bstan
ce List(s)
Initial Im
pact
An
alysis
Data Sto
rage
10. Risk Mitigation
Exemption Requests
Look For Alternative Substances
Redesign
Restrictions
11. Customer Declarations
© 2016 Sukhraj Takhar All Rights Reserved
Becomes Problematic When Multiple Optional Mixtures and Substances Defined
Data That You Should Know
Your Specifications That Reference Mixtures and
Substances
Your Specifications That Reference Mixtures and
Substances
Supplier Specifications That Reference Mixtures and
Substances
Data That You Need To Know
Data That You Need To Know
Determine Substances Usage Determine If Substance Use Is
In Finished Article or As Part Of Production Process.
Register Use.
Determine Substances Used by Suppliers How Does The Supplier Use The Substances?
Has The Supplier Registered The Use? (Positive Declaration Follow Up)
Determine Business Risk if Substance Is No Longer Available. What Are The Mitigation Actions??
© 2016 Sukhraj Takhar All Rights Reserved
Define Internal Data / Process Flows (i)
Substance / Mixture
Data
Material
Declarations
Substances
Against Which
Legal Obligations
Identified
Regulatory
Requirements
Chemical
Legislations
Product Data
Risk Management
Plan
Customer
Declarations
Technical Publication Manual /
Conformance Statement (
Paper / Electronic)
Customer
Analyse data
Assess impact
Define Action
Plan
Substitution
Authorisation
Exemptions
Restrictions
Identify Supply
Chain Risk
Perform last time buy
(Where you know
substance will be
restricted but need
enough of substance to
maintain production)
Top Level
Product
BOM
Top Level
Product
Part Number
Specification
Number
Substance
Mixture
Substance
Master Chemical
Substance Inventory ListSDS SystemRegulatory Lists of
Substances
Regulatory lists of substance:
List name: Substances on list
as defined by common name
or CAS number or EC number
Chemical Mixtures and
Substances on Hand Data
Supply Chain
Material Declaration
Statements
Define Internal Data / Process Flows (ii)
© 2016 Sukhraj Takhar All Rights Reserved
Clean Data
© 2016 Sukhraj Takhar All Rights Reserved
Internal Specifications (Supplier Usage)
• Which mixtures / substances are in use?
Supplier Specifications
• Which mixtures / substances are in use?
• Aid suppliers to clean up data as it aids more accurate substance reporting.
Industry Specifications
• Often generalise on substance ranges (like Safety Data Sheet data)
Internal Specifications
• Clean up Specifications .
• Remove Inaccurate Substance Data.
• Remove Redundant Data.
• Minimise Optional Mixtures / Substances (or create additional specifications to aid traceability).
Cle
an yo
ur O
wn
Data To
Aid
A
nalysis an
d O
ffer Su
pp
lier H
ints
and
Tips To
Aid
The
m
Methods of Data Exchange
© 2016 Sukhraj Takhar All Rights Reserved
A
XML Form – XML form, producing XML output file, easily importable to a wide range of IT systems, where reporting would take place
B
Spreadsheet Form – Relatively simple to create, data transformation may require custom scripting. Commonly used, however lacks enhanced reporting capability (adherence to functions of specific spreadsheet versions)
C Word Processed Form – Can work in a similar fashion to an XML form, no reporting, may need additional configuration to work with other IT systems.
Database Form – Can be complicated will depend on users machine having same version or run-time version of the database form, avoid.
D
E Supplier Portal – Dedicated internal system which handles supplier communications
E Centrally Hosted – A central location either internal or out-sourced which handles material declaration processing.
In-House / Outsource Material Declaration Processing?
• Generate a list of articles which require a supplier to provide a material declaration against.
• Generate a list of suppliers who provide articles.
• Generate supplier contact details.
• Create introduction pack.
• Transmit material declaration requests.
• Receipt material declaration responses.
• Track response rates and metrics
• Clarify any issues with suppliers
• Chase outstanding requests.
• Process declarations into reporting systems.
• Submit positive declaration requests.
• Track response rates and metrics
• Clarify any issues with suppliers
• Chase outstanding positive declaration requests.
• Process positive declaration data.
• Analyse data
© 2016 Sukhraj Takhar All Rights Reserved
• Generate a list of articles which require a supplier to provide a material declaration against.
• Generate a list of suppliers who provide articles.
• Generate supplier contact details.
• Create introduction pack.
• Process declarations into reporting systems.
• Process positive declaration requests.
• Analyse data
Risk Mitigation
Positive Declaration
© 2
01
6 S
ukh
raj T
akh
ar
All
Rig
hts
Res
erve
d
Supplier Data
<Supplier Company ID Number>
<Supplier Company Name>
<Supplier Contact Name>
<Supplier Contact Email>
<Supplier Contact Address Details>
<Supplier Contact Phone>
<Date of Request>
<Respond by Date>
<Requestor Terms / Comments>
Conformance Statement Declarable Substance List
<Requestor
Part Number(s)>
<Requestor
Part Description>
<Supplier
Part Number(s)>
<Supplier
Part Description>
Product Data
<Exploded BOM>
<Chemical Substance Name>
<Unique ID Number>
<CAS Number>
<EC Number>
<Synonym>
<Identified Chemical
Substance>
<Mixture> <Region Used>
< Declarable Substance List ID >
Positive Declaration Data
<Sunset Date>
<Process Only>
<Strategy for Replacement>
Requestor Data