Avoiding MRO management pitfalls with MDM – 3

Avoiding MRO management pitfalls with MDM – 3

Organizations comprise people and processes. We focused on Processes in our previous post, this one will elaborate on how employees, your greatest assets, can help (and hinder) your MRO management.

3. ERP Access for all – There is a reason why the concept of ‘need to know’ came into being – and it is a good rule to create a base for your ERP access policy. People with the authority to create, alter, and delete the MRO data (with no corresponding sense of responsibility towards data stewardship) are bound to be cavalier with its quality. This will lead to creation of duplicate records as people generally have too much on their plate to spend time looking for old records.

Avoiding this is easy once you put people, policies and processes in place to stop a new record from being created unnecessarily. You can do this by –

· Restricting access to your MRO data to limited personnel and make the access graded, i.e. everyone will have different levels of access, depending on need
· Devising and enforcing policies and processes that can guide the user while creating a new record and do a duplication check in real time. (This becomes simple with a data governance solution such as Verdantis Integrity.)

4. Data-field Roulette – Picture a maintenance engineer with a down production line, costing tens of thousands per hour. This is an unfortunately common scenario in most companies. If the process of getting a replacement part ordered and into the plant does not require rich and detailed data entry in specific formats, how likely is it that the engineer will take it upon himself to fill in the blanks?

Even if the engineer were willing (or forced) to complete every important field in the item master, what are the chances he would know, off the top of his head, the correct stock UoM, inventory-valuation measure or default G/L method? This leads to MRO item master data that excludes critical information, such as manufacturers’ names, part numbers, and important item attribute information like size, shape, color, and so forth, that would render item records locatable, recognizable and reusable by the next person to come along looking for them.

To counter this, you need to ensure the attributes (especially the critical ones) of your MRO parts are clearly defined and restricted to specific options for your staff to choose from. Combined with the previous steps – restricted access and strict guiding policies – this will go a long way in avoiding data quality errors.

With this post, we forayed into the field of data stewardship (something that we have already discussed in our older posts – here and here). It is an important component of data quality and is sometimes ignored. The next part of this blog series would talk about how information flows in an organization and how it can improve your MRO data quality.

Further Reading:

1. Blog – Avoiding MRO management pitfalls with MDM – I
2. Case Study – Verdantis Adds Flavor to Industrial Baker’s Maximo Upgrade
3. White Paper – Material Data Quality Project Handbook – Avoiding Pitfalls

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Arthur Raguette

Arthur Raguette

Arthur Raguette is the Executive Vice President at Verdantis. Arthur is very passionate about the application of innovative technologies to solve real-world business problems with a strong emphasis on large enterprise solutions. He has more than a decade of experience of working with Software for Master Data Management and Data Governance for multiple domains and across industries. Arthur’s prior technology passions included high performance B2B middleware and hybridized SaaS applications for HR, Employee and Education related domains.

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