Data Quality Protocol andData Synchronization

23 October 2006

Video: “The Sales Call of the Future”

©2005 GS13

Data Quality and Data Sync

• Data accuracy is the responsibility of both manufacturers and retailers• Elements: Physical inspection, accuracy of item data, and

internal processes

• Data quality activity will track with data sync activity• Data quality is foundational to data sync

• Initiatives should take place in tandem

©2005 GS14

Realizing Benefits Requires…

To realize the full potential of the GDSN, Trading Partners must ensure the following:• Accurate product information is aligned across

internal manufacturer systems

• Accurate product information is synchronized through the GDSN

• Product information within retailer systems is aligned with product information received via the GDSN

The industry must trust the quality of data flowing through the GDSN …

Data Quality Protocol Background

©2005 GS16

Manufacturer

Retailer

GDSN

Pro

du

ct In

form

ati

on

Recipient Systems

Source Systems

PIM/Publication Process

PIM/Receiving Process

The 5 Dimensions of Data Quality*

CompletenessCompleteness

Standards BasedStandards Based

ConsistencyConsistency

AccuracyAccuracy

Time StampedTime Stamped

Required values electronically recordedRequired values electronically recorded

Data conforms to industry standardsData conforms to industry standards

Data values aligned across systemsData values aligned across systems

Data values are right, at the right timeData values are right, at the right time

Validity timeframe of data is clearValidity timeframe of data is clear

*Source: GCI/Cap Gemini Internal Data Alignment Report, May 2004

©2005 GS17

An Industry Call to Action …

• In late 2004 / early 2005, a number of different industry and country-specific work groups were independently formed to address the data quality issue

• However, the work groups encountered the risk of creating multiple solutions

• As a result, in April 2005, the GCI Executive Board recommended the creation of a Joint Business Planning Data Accuracy Task Force

… with the charter to develop a framework for a global data quality solution

©2005 GS18

Achievements

• Created Data Quality Framework, including:• Data Quality Guiding Principles• Data Quality Protocol (for industry review)• Data Quality Management System (DQMS)• Data Inspection Procedure

• Aligned with, or considered, other industry initiatives• Measurement Tolerances Data Accuracy GSMP Project

Team• Internal Data Alignment (IDA) methodologies

• Agreed an industry governance model and transition and hand-off to GS1 (GDSN)

©2005 GS19

Data Quality

Protocol

Data Quality

Protocol

Steering Committee: Support GS1 GDSN

Accreditation Body

Service

Providers

Trading Partners

Legend

Certification via accredited entity

Compliance to protocol via non-accredited entity

Compliance to protocol

Accredited

Service

Providers

GS1 (GDSN)– Data Quality Framework ManagerStewardship / Certification Oversight / Continuous Improvement

Oversight and Governance

©2005 GS111

GDSN Inc. Organisation Chart

ArchitectureCommittee GDSN StaffGlobal Product

Classification (GPC)GDSN Users Group

President, GDSN, Inc.

GDSN Board of Directors

Project Teams

Peter AlvarezSr. Director

Business Operations

CEO GS1

Zoltan PatkaiGroup Manager

Advisory Group

Susie McIntosh-Hinson

Sr. DirectorTech OperationsData Quality

Protocol Alan HylerDirector Program Mgmt

©2005 GS112

Governance and Management

• DQ Steering Committee reports directly to GDSN Board

• Terms of Reference Document outlines roles/responsibilities

• Staff Resources:• Executive on loan (Ahold): Hugo Byrnes

• DQ Program Manager: TBD

• Sally Herbert

©2005 GS113

Steering Committee Members

Manufacturers:• Nigel Bagley - Unilever• Sue Mackasey - Kraft Foods• Terry Mochar - Reckitt Benckiser• TBD

Retailers:• Bruce Hawkins - Wal*Mart• Ruud van der Pluijm - Ahold• Marianne Timmons - Wegmans• TBD

GS1 Member Organisations:• Hein Gorter de Vries - GS1 Netherlands• Richard Jones - GS1 Australia• Gabriel Sobrino Medina - GS1 Mexico• Mary Wilson - GS1 US

Note: Seeking a retailer/supplier Committee Chairperson.

Data Quality Within the GDSN

DefinitionsHow It All Fits Together

©2005 GS115

Definitions

Data Quality:• The desirable characteristics of data as published in GDSN

data pools and trading partner systems• Complete, standards based, consistent, accurate and time

stamped

Data Quality Framework:• Best practices for the management of data quality systems• Depending on market needs, compliance can be

demonstrated through:• Self-declaration• Third party certification based on inspection and

auditing

©2005 GS116

Definitions (Continued)

Internal Data Alignment (IDA):• Internal management of data across various business

systems to achieve data quality

• One aspect of achieving data quality

Measurement Services:• External measurement service to help businesses publish

accurate dimensional data

• Offered by several GS1 Member Organizations and Data Pools

• Voluntary or mandatory based on market agreement

Data Quality Within the GDSN

The Data Quality Framework In More Detail

©2005 GS118

Guiding Principles

• Based on user needs• Strongly encouraged, yet voluntary• Based on the requirements of a given trading

partner relationship• Comprehensive, yet flexible• Can be included in any kind of quality management system

• Minimizes implementation costs – enabling benefits• Complementary to GS1 System standards• Open to certification and self-declaration

©2005 GS119

Data Quality Protocol

Two sections:

1. Data Quality Management Systems Requirements, including chapters on:• Self-declaration

• Certification

• A management system like ISO 9000, aimed at the proper management of data

2. Data Inspection Procedure• A procedure for the physical inspection of products and data

• Stand alone, or

• Part of a Data Quality Management Systems audit

©2005 GS120

Data Quality Management Systems Requirements (Chapter 3 of the Framework)

Best practice procedures regarding how to manage data

• Establishing a Data Management Policy

• Setting objectives

• Defining responsibilities

• Providing resources

• Establishing the work processes

• Establishing a database infrastructure

• Establishing an IT infrastructure

• Internal communications

©2005 GS121

Data Quality Management Systems Requirements (Chapter 3 of the Framework) II

Operational controls:• Data generation and verification

• Product measurement

• Data input

• Data publishing

• Measuring and monitoring

• Processing user feedback

• Establishing preventive action

• Establishing corrective action

©2005 GS122

Data Quality Management Systems Requirements (Chapter 3 of the Framework) III

Closing the circle:

• Internal audits

• Management review

• Continuous improvement

©2005 GS123

Data Quality Management SystemsCompliance Assessment

Based on a given trading relationship, there may be a need to confirm compliance to the Data Quality Management System Requirements. This can be achieved through:

• Self-declaration (Chapter 4 of the Framework, under development)

• Third party auditing (Chapter 5)• Chapter 5 provides requirements for the third party auditors

©2005 GS124

Inspection procedure (Chapter 6)

• Comparison of a sample size of actual product against related data

• Limited to key attributes:• Global Trade Item Number

• Classification Category Code (yes or no)

• Trade Item Description (for information purposes only)

• Dimensions

• Content and weight

• Pallet configuration

• Procedure(s) to be used:• Internally (self-declaration)

• Third party auditor

©2005 GS125

The Industry “DQ Protocol” Elevator Pitch

What is it? A process for improving data quality within

your business

Who manages it? GS1 (GDSN) manages the protocol for the

industry

Why do I need to use it? Because inaccurate, unreliable data is

costing you and your trading partners money

What is the role of the GS1 Member Organisation?

Educate the trading partners

Rationale & Benefits:

Without good, accurate data, Global Data

Synchronisation will only enable the rapid, seamless transfer of

bad data!

Data Accuracy is achievable & many

companies are reaping benefits now

Rationale & Benefits:

Without good, accurate data, Global Data

Synchronisation will only enable the rapid, seamless transfer of

bad data!

Data Accuracy is achievable & many

companies are reaping benefits now

For more information visit the link below: http://www.gs1.org/dataquality

Key Activities

©2005 GS127

Governance and Management

Establish foundational governance and program management

Steering Committee formed (Jul-Sep 2006)• Still seeking Chair and 2 committee members

Terms of Reference Approval by GDSN Board (Jul-Sep 2006)

• Hire permanent DQ Framework Program Manager (Oct-Dec 2006)

©2005 GS128

DQ Protocol Maintenance

Maintain, continually improve, and communicate the DQ Protocol

July- September 2006 Draft of Implementation Guide User Implementation Example Help Desk and email Support Subcommittee formed to address MO Implementation of Protocol Initial KPI Questions incorporated into GCI Scorecard

October 2006 – March 2007• Develop and Launch Implementation Program Plan• Draft of MO Implementation Program• Develop Marcomm Plan for DQ Protocol • Education plan to community (includes course and webinars)• Launch of Implementation Program to MOs• Whitepaper on DQ and GDS Linkage• Begin work on online course for DQ Protocol• Develop Industry KPIs

April – June 2007• Implementation Program completed and results communicated• DQ Version 2.0 release• DQ Protocol online course complete

©2005 GS129

Web Site Resources

• Data Quality Framework and Protocol Document

• Frequently Asked Questions (FAQs)

• Data Quality Implementation Guide

• Data Quality Program Internal Implementation Example

• DQ Protocol Background Presentation

• GCI Data Accuracy Video

• Links to Related Technical Documents • Measurement Tolerances Standard• Package Measurement Rules for Data Alignment• GDSN Standards Documents• GPC

©2005 GS130

Compliance: Self-Declaration, Certification and Accreditation

Establish self-declaration and certification process

Project launched with Capgemini, AIM B2B group, GS1 and several users to establish self-declaration structure (Oct 2006 – Mar 2007)

Subcommittee formed to address accreditation and certification process (Jul – Sep 2006)

• Draft of Certification and Accreditation Plan (Jan – Mar 2007)

• Issue RFI for Accreditation Bodies (Apr – Jun 2007)

• Pilot Certification and Accreditation Plan (Jul – Sep 2007)

• Launch Certification and Accreditation Plan (Sep 2007)

Closing Comments and Discussion

©2005 GS132

Data Quality Momentum and Support

DQ Protocol and the importance in relation to data sync initiatives

• GS1 Management Board

• GCI Executive Board

• GDSN Board of Directors

EXECUTIVE MESSAGES:

1. INCREASE FOCUS ON DATA QUALITY PROTOCOL PROMOTION AND DEVELOPMENT

2. LINK DATA QUALITY TO DATA SYNC INITIATIVES

©2005 GS133

Critical Success Factors

• Consistent interpretation and implementation across Member Organizations (SME community)

• Education and awareness in key data pools supporting major retailers and manufacturers

• Completion and acceptance of Self-Declaration module

• Creation of a thorough but simple certification and accreditation process

• Continued industry awareness and focus on data quality as part of GDS

©2005 GS134

Questions and Recommendations

• What challenges do we face as we roll this out globally?

• Acceptance by the community? Is the importance broadly realized?

• How best to communicate?

• Formal education course (web-based or classroom)?

• Case studies: companies willing to participate in 2007?

• Self-declaration and certification• Can self-declaration be “trusted” to provide necessary rigor?• Is certification too complex for our short term needs?

©2005 GS135

For more information:

www.gs1.org/dataquality

dataqualityinfo@gs1.org Email Response