Example: Creation in an ERP system
The creation of master data in ERP, e.g. SAP, is usually carried out via transactions, which can vary depending on the type of master data. Here is a basic guide to creating master data in SAP:
- Open the corresponding transaction: Depending on the type of master data, there are different transactions. Some commonly used transactions include:
- XD01: Creating a Customer Master
- XK01: Creating a Vendor Master
- MM01: Creating a Material Master (for Materials Management)
- FD01: Creating a Vendor Master (for Financial Accounting)
- FS00: Creating a G/L Account Master (for Financial Accounting)
- Fill in the required fields: In the transaction, you will be asked to enter all relevant information for the master data. This can be, for example, name, address, contact details, etc., depending on the type of master data involved.
- Review and save the data: After all the required information has been entered, carefully check the data for errors or incompleteness. You then save the data by clicking on the corresponding button in the transaction.
- Check the newly created master data: It is important to ensure that the newly created master data is correct and working properly. If necessary, run tests or verify the data against reports or other relevant transactions.
- Documentation and maintenance: Make sure that the newly created master data is properly documented and maintained if necessary. This can include regularly updating data or deactivating outdated master data.
Example: Creation in a PLM/PDM system
Creating a master data record in a PLM/PDM system, e.g.? Siemens Teamcenter typically involves several steps, depending on the specific needs and configuration of your Teamcenter environment. Here's a basic guide to creating a master record in Teamcenter:
- Login and access to Teamcenter: Log in to your Teamcenter system and get the necessary permissions to create new master data.
- Navigating to the Master Data Creation module: Depending on the configuration of your Teamcenter environment, you may be able to access the Master Data Creation module from the home page or from the navigation bar.
- Selecting the Right Object Type: Select the object type for which you want to create a master record. For example, this could be a part, an assembly, or a document.
- Fill in the required attributes: Fill in the required attributes or fields to create the master record. This can include information such as part number, description, classification, revision, etc. Make sure to fill in all relevant information according to company policies.
- Verification and validation: Review the information entered and make sure that all data is correct and complete. Validate the master record according to company policies and the requirements of the process.
- Save the master record: After you've entered all the required information and reviewed the master record, save it to Teamcenter.
- Approval process (optional): Depending on the configuration of your Teamcenter environment, an approval process may be required to release the master record you have created. Make sure that the master record goes through the appropriate approval process before it becomes available to other users.
- Completion and verification: Finally, review the master record that has been created to ensure that it has been created and saved properly.
- Documentation and maintenance: Make sure that the newly created master data is properly documented and maintained if necessary. This can include regularly updating data or deactivating outdated master data.
Example: Creation in an electrical PLM/PDM system
The creation of a master data record in an electrical Product Data Management (PDM) system such as PROMIS E (Product Management and Integrated Services for Electrical Systems) can vary depending on the specific implementation of the system and individual requirements. Here is a general guide to creating a master record in an electrical PDM system:
- Login and access to the system: Log in to PROMIS E or a comparable electrical PDM system and receive the necessary authorizations to create new master data records.
- Navigation to master data creation: Navigate through the system's user interface to the area designated for creating master data. This can vary depending on the system, but usually there is a specific workspace or function for creating new records.
- Object Type Selection: Select the correct object type for which you want to create a master record. This could be, for example, an electrical component, an assembly or a cable.
- Entering the data: Fill in the required fields to create the master record. This may include information such as part number, description, technical specifications, classification, manufacturer information, etc. Make sure that all relevant information is entered in accordance with company policies and standards.
- Validation and verification: Review the data entered to ensure that all information is correct and complete. Validate the master record according to your organization's requirements and standards, as well as the specific requirements of the PDM system.
- Saving the master record: After you have entered all the required information and checked the master record, save it in the PDM system.
- Approval process (optional): Depending on the configuration of your PDM system, an approval process may be required to release the master record that has been created. Make sure that the master record goes through the appropriate approval process before it becomes available to other users.
- Completion and verification: Finally, review the master record that has been created to ensure that it has been created and saved properly.
- Documentation and maintenance: Make sure that the newly created master data is properly documented and maintained if necessary. This can include regularly updating data or deactivating outdated master data.
Overall, creating master data in multiple target systems can be a complex and time-consuming task that requires careful planning, configuration, and training. However, the exact effort depends on the specific requirements and complexity of your systems.
Different Creation Groups
The creation of master data in different systems is often carried out by different groups or user roles. Depending on the system and company structure, different groups may be responsible for the collection and maintenance of master data. Here are some common user groups that might be involved in creating master data:
- Technical Team: This team consists of engineers, technicians, and other technical professionals who are responsible for creating and maintaining technical master data. For example, you could create and update components, assemblies, and technical documentation.
- Purchasing and Procurement Team: This group is responsible for collecting master data for suppliers, materials, and purchasing conditions. You could add new suppliers, update material master data, and manage prices.
- Sales and customer support: Sales and customer service representatives may be responsible for collecting customer data, product pricing, and sales terms. Also maintaining and updating customer master data.
- Quality Assurance Team: The QA team could be responsible for maintaining quality standards, audit trails, and certifications. Also maintaining and updating customer master data.
- Finance and accounting team: Employees in the finance and accounting department could be responsible for managing master data related to financial information, such as accounts, cost centers, and company codes.
- IT team: The IT team could be responsible for the technical administration and configuration of the system, including setting up user permissions, validation rules, and database maintenance.
Risks and sources of error:
The risks and sources of failure when creating master data in different systems can be manifold and depend on various factors, including the complexity of the systems, data integrity, user permissions, and compliance with company policies.
Here are some common risks and points of failure that can occur in different systems:
- SAP: If master data in SAP is not created correctly and consistently, inconsistencies can occur between different modules, which can lead to errors or failures in business processes.
- Teamcenter: Data inconsistencies can occur in Teamcenter if the structuring of master data is not consistent or if information is not linked correctly.
- Electrical PDM system: Inconsistencies in electrical PDM systems can lead to errors in the design and manufacture of electrical components if data is not maintained correctly.
2. Missing or incomplete data:
- Incomplete master data records can lead to errors in the use of the system and affect the efficiency of business processes.
- Missing information can impair decision-making and lead to errors in other business processes based on this master data.
- If master data is not validated properly, errors and inconsistencies can occur in the system, which can lead to inaccurate analysis and decisions.
- Lack of validation can also lead to inconsistencies between different systems when data is exchanged between them.
4. Lack of training and user literacy:
- Lack of training and user literacy can lead to master data creation errors, as users may not have the knowledge required to enter and validate data correctly.
- Insufficient user literacy can also lead to security risks if users accidentally access or modify sensitive data.
5. Lack of governance and control:
- If proper governance and control is lacking, master data can be inconsistent and errors.
- Lack of controls can lead to unauthorized users creating or modifying master data, which can compromise data integrity.
In order to minimize these risks and sources of error, careful planning, user training, implementation of validation processes, establishment of governance structures and regular review of master data is required.
Time & Costs:
The amount of time it takes for different groups to create a master record in different target systems can vary depending on the specific requirements, the complexity of the data, and the experience of the users. Here are some general considerations about the amount of time it takes for different groups to create a master record in these systems:
- Technical team: The creation of a master data record in the SAP system by the technical team can take anywhere from 15 minutes to several hours, depending on the complexity of the data set and the experience of the users.
- Purchasing and Procurement Team: The Purchasing and Procurement team can take anywhere from 30 minutes to several hours to create master data in the SAP system, depending on the scope of the data and the templates available.
- Sales and customer support: The creation of master data in the SAP system by the sales and customer care team can take about 15 minutes to an hour, depending on the complexity of the customer data and product information.
- Technical team: The technical team can take anywhere from 30 minutes to several hours to create a master record in Teamcenter, depending on the complexity of the record and the experience of the users.
- Purchasing & Procurement Team: The Purchasing & Procurement team can take anywhere from 30 minutes to hours to create master data in Teamcenter, depending on the amount of data and existing templates.
- Sales and customer support: The sales and customer care team can take about 30 minutes to an hour to create master data in Teamcenter, depending on the complexity of customer data and product information.
Electrical PDM system (e.g. PROMIS E):
- Technical Team: The creation of a master data record in an electrical PDM system by the technical team can take anywhere from 30 minutes to several hours, depending on the complexity of the data set and the experience of the users.
- Purchasing & Procurement Team: Creating master data in an electrical PDM system by the Purchasing & Procurement team can take anywhere from 30 minutes to several hours, depending on the scope of the data and the templates available.
- Sales and customer support: The creation of master data in an electrical PDM system by the sales and customer care team can take about 30 minutes to an hour, depending on the complexity of the customer data and product information.
These time estimates are general and may vary depending on specific requirements, system configuration, and user experience. It is important that users have adequate training and can access templates and policies to increase efficiency in the creation of master data.
General challenges and problems with master data creation in multiple target systems and by multiple persons/groups:
- Every group maybe need to search their special attributes because of the other groups had not provided the data THEY need.
- Different names of a part in the different target systems: Different names can lead to confusion and inefficiency.
- Duplicate data: This occurs due to ambiguous information, ignorance of existing parts, and lack of duplicate search.
- High time expenditure until a master data record is available in the entire company: The processes are time-consuming and can impair efficiency.
- Lack of transparency about the status of the master record and completion: There is often a lack of clear information about the current status of master data creation.
- Often unnecessary communication through emails between departments/groups: Communication is inefficient and can lead to misunderstandings.
- Each department/group may have its own tracking and reporting on the created master data: this leads to redundancies and inconsistencies in reporting.
- Data changes or end of life of the parts: How to spread these news and how to ensure all groups update their systems accordingly in a timely manner.
- High personnel requirements in all departments/groups for the creation of master data: The creation of master data requires a considerable amount of personnel in different departments and groups.
Example: Assume, on average, 500+ master data records are created in all 3 target systems every month. Each of the 3 departments/groups manually creates 500+ parts, resulting in a significant amount of work and costs.
The solution to these challenges and problems will be explained in detail in the next newsletter Episode 10 – Part 2.
The written article is based on my personal experiences and my individual selection. It makes no claim to completeness. If something is incorrect, I kindly request information or feedback.
