Make Data Magic
Many organizations are aware that (master) data is important. However, what exactly should happen and what you can achieve with master data is not so clear.
A first condition is that everyone speaks the same 'language'. Formulating definitions for the various concepts contributes to this. Does everyone understand the same thing when they talk about a prospect or a lead? Are the statuses of products handled in the same way by everyone?
In addition to the same 'language', the agreements surrounding the data are also important. Who has to supply certain data? Who will enter the data and where? How and when is the data entered? Is there a check on the data and if so, when? What is the minimum data needed for a certain process? How do we deal with exceptions?
Examples of what can happen when there is no proper master data structure:
Colleagues who are engaged in a heated conversation to finally find out that they are talking about the same thing but both use a different definition.
A driver who drove to the wrong address to unload (in the middle of a residential area instead of the industrial estate).
Packagings that turned out not to fit because the sizes were reversed.
Different reports if you ask two people to run the same report.
Invoices that are paid twice because the name of the creditor in the system does not match the name on the invoice.
Debtors and creditors that appear more than once in the system.
Data that is missing from the system but is found by different people in an 'Excel' on their desktop or in a personal folder (and there are also differences in those Excels).
What I also often hear is that structuring the data leads to a rigid organization in which exceptions and flexibility are no longer possible.
Precisely because it is clear when an exception occurs and which steps are skipped in order to achieve a certain goal, it is known who must be informed and what still needs to be done (afterwards). This makes the organization more flexible. Departments also know which data are needed for what purpose and can take this into account and support each other in this.
Master Data Management is not easy.
Master Data Management is not simple, but it should certainly not be made more complicated than necessary. By documenting the processes, work instructions and considerations, everyone can see what is intended. New employees can be introduced more easily and it is easier to check whether legal requirements have been taken into account. Especially in view of the new General Data Protection Regulation(GDPR) that has come into force in May 2018.
If an organization falls under the GDPR, then part of this is that it must be able to demonstrate what personal data it has, where it is stored and how it is dealt with. The organization must then demonstrate the organizational and technical measures it has taken to meet the requirements.
In short, good Master Data Management ensures insight, reliability of reports and analyses, flexibility and efficiency in procedures and clarity with regard to responsibilities and legislation.
For questions or advice please contact Lotte van Lith.
lotte.vanlith@dbheroes.eu
telephone 088 888 6060.
Or contact us via the contact form
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