Materials Data Cleansing and Catalog Management

MRO DATA CLEANSING AND CATALOG MANAGEMENTHow to Capture Cost Savings and Maintenance Efficiency

Specializing in MRO Data Cleansing Serviceswww.imaltd.com

Contents

1. IMA Ltd. Company Background

2. The Data Challenge

3. Data Cleansing

Pre-Cleanse Data Assessment

Service Levels

Tools and Procedures

Methodology

Benefits

Before & After Samples

4. Catalogue Management

5. Project Management Plan


Empowering data-driven savings for twenty-five years

Over 20 Million SKUs cleansed

Clients include many global Fortune 100 and 500 companies

Integrate with the top manufacturing software systems

Who Is IMA?


Why Choose IMA?

Flexibility Systems independent organization delivering data that is tailored to client needs Internally developed software enables unique client customizations

Methodology & Quality Proven combination of software, people, and procedures delivers highest level of quality

Customer Support IMA values long-term relationships, not one-time sales – IMA provides the total solution

to support all your needs


ISO 8000 MDQM™ certified

Internal resources fluent in English, French, German, Spanish, Flemish, Dutch and Italian

Proven translation alliances who specialize in manufacturing and engineering to support

all other languages

IMA Clients

Global Presence


Pulp and Paper Food and Beverage Metal Manufacturing

Chemicals and Allied Products Oil, Gas and Mining Other Industries

Automotive Utilities Lumber and Wood Products

Industry Segmentation


Data Cleansing Catalogue Management

Pre-Cleanse uManage Item uManage Vendor uView uOptimize LTE

Inventory Optimization

uOptimize PRO

Solutions


THE DATA CHALLENGE


INCONSISTENCY

Multiple EmployeesMultiple ERP/EAM

Systems

No Formal StandardsMultiple Languages

The Data Challenge

INACCURACY

DUPLICATION

INABILITY TO SEARCH FOR & LOCATE PARTS

INABILITY TO CONDUCT SPEND ANALYSIS

EXCESS INVENTORY

INCOMPLETENESS

INCREASED EQUIPMENT DOWNTIME

MAVERICK PURCHASES


DATA CLEANSING


Data Assessment Report summarizing:

Data Quality Commodity Segmentation and Distribution Duplication and Rejection Potential cost savings Before and After samples Duplicate samples by plant and across the corporation

Followed by a formal presentation and project proposal.

FREE

Pre-Cleanse Data Assessment


Pre-Cleanse ReportTotal Number of SKUs 104,531

Overall Data Score 79.50%

Nouns 99,897 95.60%

Part Numbers 91,856 87.90%

Manufacturers 63,150 60.40%

Review Items 5,657 5.40%

Duplicates 11,705 11.20%

Library Hits 17,513 19.10%

Lookups 74,019 80.90%

Description QualityAvg. Number of Words 8

Average 49

Minimum 0

Maximum 240

Product Group SegmentationBearings 4,589 4.40%

Electrical 12,817 12.30%

Hydraulic 331 0.30%

Industrial Supply 64,949 62.10%

Material Handling 614 0.60%

Pneumatic 8,260 7.90%

PT 7,601 7.30%

Insufficient Information 5,347 5.10%

SAMPLE

Pre-Cleanse Report


LEVEL 1: Cosmetic CleanseExample:

Raw data - Bearing, 6205-2rs, SKFCleansed – BEARING, BALL, SKF, 6205-2RS

LEVEL 2: StandardizationExample:

Raw data - Bearing, 6205-2rs, two seals, SKF, 25 MM IDCleansed – BEARING, BALL, 25 MM ID, TWO SEALS, SKF, 6205-2RS

LEVEL 3: Full EnhancementExample:

Raw data - Bearing, 6205-2rs, two seals, SKF, 25 MM IDCleansed - BEARING, BALL, 25 MM ID, 52 MM OD, 15 MM WD, CONRAD, SINGLE ROW, LIGHT DUTY,

2 SEALS, C3 CLEARANCE, STEEL, SKF, 6205-2RS

Data Cleansing Service Levels


Standard Operating Procedure

Naming Convention Noun-Modifier Dictionary with

corresponding attributes (characteristics) Add and/or rearrange attributes as needed

Standards & Abbreviations Standard operating procedure for certain

noun-modifier pairs and specifications Standard abbreviations to be used

Data Formatting Requirements ERP/EAM/CMMS integration requirements Field type, character limitations, and

desired contents


Noun-Modifier Dictionary

NOUN: BEARING

MODIFIER: BALL

ATTRIBUTE 1: 25MM ID

ATTRIBUTE 2: 52MM OD

ATTRIBUTE 3: 15MM WD

ATTRIBUTE 4: CONRAD

ATTRIBUTE 5: SINGLE ROW

ATTRIBUTE 6: LIGHT DUTY

ATTRIBUTE 7: 2 SEALS

ATTRIBUTE 8: C3 CLEARANCE

ATTRIBUTE 9: STEEL


IMA Noun/Modifier Dictionary Contains over 2,000 Noun/Modifier pairs,

each with 5 to 7 standard attributes Configurable to client requirements

IMA Master Parts Library Houses millions of part records retrieved

directly from manufacturer and OEM catalogues

Intra & Internet Tools Multiple tools for accurate and efficient

part look-ups UNSPSC coding tool with access to

multiple versions

Internally Developed Tools


Pre-Cleanse

ToolNoun/Modifier

DictionaryIMA Master Parts

LibraryOnline Research

Assistant

RAW CLIENT DATA: SKF Ball Brg, 62052RS-C3, 15mm WD

INSIDE DIA. OUTSIDE DIA. WIDTH

TYPE ROW SERIES

CLEARANCE CAGE MATERIALSTYLE

MFG: P/N: NOUN: MODIFIER:SKF 6205-2RS/C3 BEARING BALL

15 MM WD

LIGHT DUTY

52 MM ID

C3 CLEARANCE

SINGLE ROW

STEEL

CONRAD

2 SEALS

25 MM ID

UNSPSCCoder

COSMETIC CLEANSE SKF 6205-2RS/C3 BEARING, BALL

STANDARDIZATION SKF 6205-2RS/C3 BEARING, BALL, 15MM WD

FULL ENHANCEMENT SKF 6205-2RS/C3 BEARING, BALL, 25MM ID, 52MM OD, 15MM WD, CONRAD, SINGLE ROW, LIGHT DUTY, 2 SEALS, C3 CLEARANCE, STEEL

UNSPSC 31171504 - BALL BEARINGS

1 2 3 4 5


Inventory

Inventory Reduction – Disposition of unnecessary inventory

Duplicate Excess-Active Slow-Moving Obsolete

Elimination of false stock-outs

Procurement

Spend Leverage Vendor Consolidation Establish preferred supplier programs Product Group Consolidation Elimination of maverick purchases Effective management reporting

Enterprise Application

Accurate data mapping Improved overall functionality and Return

On Investment Efficient database search ability Accurate reporting capabilities

Maintenance

Improved part search ability Efficient maintenance requests Time savings and improved productivity Equipment downtime reduction

Resulting in increased production output capacity

Benefits of Data Cleansing


SAMPLE: Cleanse, Standardize, and Enhance

Data Cleansing Samples


Data Cleansing SamplesSAMPLE: Duplicate Identification


SAMPLE: Manufacturer Name Standardization



SAMPLE: Product Group Consistency



CATALOGUE MANAGEMENT


Catalogue Management

OBJECTIVE

Maintain Ongoing Integrity of the Cleansed Item Master

Prevent Corrupt Data Relapse and Item Master Degradation

HOW?

Restricted User Access

Dedicated Data Governance Team

Standard Request Form and Process

Item Formatting To Pre-Defined Standards

Duplicate Identification and Prevention

Efficient and Accurate Entry Into Enterprise System


Catalogue Management

Access through a user-friendly web portal

Request item additions, modifications, extensions, and suspensions item master

Maintain ongoing catalogue consistency, sustainability and duplicate prevention

Batch Upload for high volume files

Multi-layer approval and notification process

Detailed audit trail of all transactional history

Access through a user-friendly web portal

Request vendor additions, modifications, extensions, and suspensions to the vendor master

Maintain ongoing catalogue consistency, sustainability and duplicate prevention

Multi-layer approval and notification process

Detailed audit trail of all transactional history

uManage Item uManage Vendor


PROJECT MANAGEMENT PROCESS


PROJECT KICK-OFF MEETING

ESTABLISH STANDARD OPERATING PROCEDURE

TEST DATA SAMPLE AND FILE FORMAT

CLEANSING PROCESS

PORTAL TRAINING

CATALOGUE MANAGEMENT

Review 500 item data sample for proper structure

Conduct portal training for all users

Commence catalogue

management process

Cleanse, standardize, enhance, de-dupe, and format data to

client standards

Noun-Mod Naming Convention

Assign project personnel

Schedule weekly progress meeting

Test return file upload format

Abbreviations

Formatting Requirements

Project Management Process


500 Hwy #3, P.O. Box 96Tillsonburg, ON Canada N4G 4H3

Tel: 519.688.3805Fax: 519.688.3807

Email: [email protected]

Troy D. MillerVice President

[email protected]

Rob HofferAccount Manager

[email protected]

Jocelyn FacciottiMarketing Manager

[email protected]

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Materials Data Cleansing and Catalog Management

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