process description in the do-it-yourself sector quality - process description in the do-it-yourself...

Data quality - Process description in the

do-it-yourself sector

Release 3.0.0, Ratified, Mar 2015

Data quality - Process description in the do-it-yourself sector

Release 3.0.0, Ratified, Mar 2015 © 2015 GS1 Nederland of 16

Document Summary

Document Item Current Value

Document Name Data quality - Process description in the do-it-yourself sector

Document Date Mar 2015

Document Version 3.0

Document Issue 0

Document Status Ratified

Document Description

Contributors

Name Organization

Stef Spaan GS1 Netherlands

Dienke Hesselink GS1 Netherlands

Log of Changes

Release Date of Change Changed By Summary of Change

1.0 01-06-2013 Dienke Hesselink - First version.

1.1 01-09-2013 Stef Spaan - Chapter 8 added.

- Topics moved from 7.2 to Chapter 8.

- Topics added in Chapter 8.

2.0 19-05-2014 Stef Spaan - GS1 DAS replaced by GS1 DAS.

- Processing Data Quality adjusted in section

2.4, Chapter 3, section 3.1, Chapter 4 and Chapter 5.

- Section 2.1: added point 2.1 under Integrity checks.

- Section. 2.3 and 2.4 added.

- Processing physical checks existing suppliers adjusted (section 2.2 en 3.3).

- Chapter. 3: text added at 2e bullet under ‘Score < 100%’.

- Section 3.1: sample report renewed.

- Section 3.3: reference to Chapter 6 deleted.

- Section 5.1: added and Step 3 deleted.

- Section 5.2 added.

- Chapter 6 deleted.

- Chapter 8 deleted.



Release Date of Change Changed By Summary of Change

3.0 01-09-2015 Stef Spaan - Section 2.1.3 added.

- Section 2.2: text about existing supplier deleted.

- Section 2.3: rule about Lumber and panel shaped products changed.

- Section 2.3: rule about Trade items packed in carton deleted.

- Section 2.5: text in section Physical checks adjusted.

- Section 2.8, point 3: last sentence deleted.

- Chapter 3: section Results of integrity checks deleted.

- Chapter 3: text in section Score = 100%

and in par. Score ≠ 100% changed.

- Chapter 3: par. Results of physical checks deleted.

- Chapter 3: Score < 94% and Score > 94% deleted.

- Section 3.2 and 3.3 deleted.

- Chapter 4: text starting with Monday… deleted in par. Webinars and Walk-in sessions.

- Chapter 4: section Data quality training

course deleted.

- Chapter 4: section Online ….. training adjusted.

- Section 5.1: step 1 and 2 adjusted.

- Section 5.2: step 1 adjusted.

Disclaimer

GS1, under its IP Policy, seeks to avoid uncertainty regarding intellectual property claims by requiring the participants in

the Work Group that developed this Data quality - Process description in the do-it-yourself sector to agree to

grant to GS1 members a royalty-free license or a RAND license to Necessary Claims, as that term is defined in the GS1 IP Policy. Furthermore, attention is drawn to the possibility that an implementation of one or more features of this Specification may be the subject of a patent or other intellectual property right that does not involve a Necessary Claim. Any such patent or other intellectual property right is not subject to the licensing obligations of GS1. Moreover, the agreement to grant licenses provided under the GS1 IP Policy does not include IP rights and any claims of third parties who were not participants in the Work Group.

Accordingly, GS1 recommends that any organization developing an implementation designed to be in conformance with this Specification should determine whether there are any patents that may encompass a specific implementation that the organization is developing in compliance with the Specification and whether a license under a patent or other intellectual property right is needed. Such a determination of a need for licensing should be made in view of the details of the specific system designed by the organization in consultation with their own patent counsel.

THIS DOCUMENT IS PROVIDED “AS IS” WITH NO WARRANTIES WHATSOEVER, INCLUDING ANY WARRANTY OF MERCHANTABILITY, NONINFRINGMENT, FITNESS FOR PARTICULAR PURPOSE, OR ANY WARRANTY OTHER WISE ARISING OUT OF THIS SPECIFICATION. GS1 disclaims all liability for any damages arising from use or misuse of this Standard, whether special, indirect, consequential, or compensatory damages, and including liability for infringement of any intellectual property rights, relating to use of information in or reliance upon this document.

GS1 retains the right to make changes to this document at any time, without notice. GS1 makes no warranty for the use of this document and assumes no responsibility for any errors which may appear in the document, nor does it make a commitment to update the information contained herein.



Table of contents

Introduction ........................................................................................................ 5

1 Data quality .................................................................................................. 6

1.1 What is data quality? ....................................................................................................... 6

1.2 Information supplier and information recipient .................................................................... 6

1.3 Responsibility of information suppliers ............................................................................... 6

1.4 Responsibility of data buyers ............................................................................................ 6

1.5 Responsibility of GS1 Netherlands ..................................................................................... 6

2 Measuring Data Quality................................................................................. 7

2.1 What checks are carried out? ............................................................................................ 7

2.1.1 Integrity checks ...................................................................................................... 7

2.1.2 Physical checks ....................................................................................................... 7

2.1.3 Samples ................................................................................................................ 7

2.2 When are the checks carried out? ...................................................................................... 8

2.3 Rules for specific product types ......................................................................................... 8

2.4 Consumer trade items on pallets in store ........................................................................... 8

2.5 What are the costs within GS1 DAS? ................................................................................. 8

Integrity checks .................................................................................................................. 8

2.6 Rules for physical checks ................................................................................................. 9

2.7 Administrative procedure ................................................................................................. 9

2.8 How XXtract applies the measurement rules ....................................................................... 9

3 So what happens with the results? ............................................................. 10

3.1 Score ........................................................................................................................... 10

3.1.1 Score = 100% ...................................................................................................... 10

3.1.2 Score < 100% ...................................................................................................... 10

3.2 The report .................................................................................................................... 11

4 The improvement program ......................................................................... 12

5 Data quality action plan .............................................................................. 13

5.1 New supplier in the GS1 DAS data pool ............................................................................ 13

5.2 Existing supplier in the GS1 DAS data pool ....................................................................... 14

6 Tips ............................................................................................................. 15

6.1 Measurement rules ........................................................................................................ 15

6.2 Specific products ........................................................................................................... 16



Introduction

The right trade item at the right place at the right time: GS1 Netherlands has a solution for the uniform exchange of trade item data in the Sector do-it-yourself (‘data alignment’) in the form of the GS1 Data Source (GS1 DAS). You use GS1 DAS to exchange trade item data with buyers via a single, central, international item database, known as the ‘data pool’. If buyers and suppliers both have good-quality trade item data, savings can be achieved across the supply

chain. Experience of the do-it-yourself data alignment pilot and research in the food and drug store sectors have led to the conclusion that good quality of trade item data (data quality) cannot be taken for granted. Research has also shown that there is little standard control of data quality in the sector do-it-yourself. For these reasons the sector has decided that the quality of trade item data should be assured by means of checks before it is exchanged between buyers and suppliers.

GS1 Netherlands has developed a data quality program in collaboration with the sector. This consists of a combination of integrity (automatic) and physical (manual) checks of the trade item data you enter. The guiding principle is that data quality is a standard part of ‘data alignment’ in the sector do-it-yourself. The starting point for data quality in your organization is the point at which you enter data internally in your systems. The sector-wide data quality program starts as soon as you are ready to publish the data to the buyer(s) in GS1 DAS. This document presents the process and the working arrangements for this data quality

program in the form of a practical guide.

GS1 Belgium & Luxembourg

Belgian suppliers with a head office in Belgium or Luxembourg can contact GS1 Belgium & Luxembourg. For the sector do-it-yourself these suppliers will use guidelines geared to the service they provide.



1 Data quality

This chapter sets out what data quality is and how we can improve it by working together.

1.1 What is data quality?

By ‘quality of trade item data’ in this context we mean that the data is: - Complete: all the attributes have been recorded electronically. - Standardized: the information has been entered in line with industry standards and rules (see the

document ‘Aan de slag met Datasynchronisatie’ [Getting Started with Data Alignment]). - Consistent: the values in the various systems are the same. - Accurate: the information is correct at the right time. - Time-stamped: the information has a clear validity period.

The data quality process is a joint process undertaken by the supply chain parties and GS1 Netherlands, so data quality can be regarded as a shared responsibility.

1.2 Information supplier and information recipient

- The information supplier is the source of the product data, hence the starting point for the improvements needed in the processes for compiling good-quality data.

- The information recipient is responsible for maintaining accurate data in his systems and integrity in his processes.

1.3 Responsibility of information suppliers

The GS1 data quality checker is used to improve the quality of your trade item data in a targeted manner. You remain the ‘owner’ of the data and are therefore responsible for its quality. In particular this means you

should ensure that the quality of the trade item data is assured by:

- Organizing data quality in your organization (revising and/or tightening up processes and procedures). - Setting up and/or revising relevant information systems. - Assuring data quality in your organization: every member of staff involved should be aware of data

quality and data quality procedures.

1.4 Responsibility of data buyers

Buyers are responsible for using the trade item data correctly and ensuring that data is processed accurately in their information systems and used integrally to support their business processes. Buyers undertake to use the product data solely for their own purposes. Buyers should also ensure that any errors discovered subsequently are fed back to the suppliers so that they can correct them.

1.5 Responsibility of GS1 Netherlands

GS1 Netherlands is responsible for assisting the sector to implement the data quality program. This means

monitoring and facilitating progress by means of integrity and physical checks and correcting errors in GS1

DAS. It also means providing support services to enable participants to achieve data quality in line with quality standards laid down. GS1 Netherlands provides facilitating tools in the form of the components of the improvement program set out in chapter 4.

http://www.gs1.nl/ondersteuning/gs1-data-source-doe-het-zelf



2 Measuring Data Quality

The sector do-it-yourself has made rules on the quality of the various fields and how they should be checked. To assure adequate data quality it has been agreed that certain fields must be checked as being 100% correct before data can be exchanged with buyers. This means that the values measured and entered must be within the permitted tolerances. For more information on the permitted tolerances in the sector do-it-yourself, see the document ‘International Measurement rules’ (short version sector do-it-yourself).

2.1 What checks are carried out?

The quality of trade item data exchanged between you and your buyer(s) via GS1 DAS is assured by means of integrity and physical checks. Integrity checks are automatic software checks on trade item data in GS1 DAS. Physical checks are spot checks carried out manually by checking the physical product against the data in GS1 DAS.

2.1.1 Integrity checks

De following integrity checks will be conducted: 1. Checks when data is submitted to GS1 DAS. GS1 DAS carries out a number of integrity checks

automatically when data is entered, for example, ‘Is the check digit correct in the GTIN that has been entered?’ If the trade item data submitted does not pass these ‘validations’ the data pool does not accept the item.

2. Checks after data is submitted to GS1 DAS: 2.1 GS1 Netherlands checks if data attributes are populated in the right way, in particular the values

of the description data attributes are checked according the rules outlined in the document 'Product data description’.

2.2 GS1 Netherlands uses the GS1 DIY Data Quality Checker as a tool for carrying out a number of additional integrity checks on data entered. These have been adopted specifically for the sector

do-it-yourself. Integrity checks are carried for ‘Tax Type Code’, ‘Consumer Unit Indicator’ and ‘Product Type’.

2.1.2 Physical checks

Checks are being conducted after data is submitted to GS1 DAS.

This involves checking whether the data in GS1 DAS corresponds to the actual products. These physical checks take the form of physical checks (on 10% of the active range) by a third party (XXtract) for GS1 Netherlands. The physical checks are carried out on the following data in the GS1 Netherlands data pool: - GTIN. - Net Content & UOM.

- Depth & UOM (in line with the international measurement rules). - Height & UOM (in line with the international measurement rules). - Width & UOM (in line with the international measurement rules). - Gross weight & UOM. - Best before date indicator.

If the dimensions are presented on the trade item XXtract will put these values on the report instead of measure these entities.

2.1.3 Samples

The samples for the physical checks are based on the following principles:

- 10% of active assortment. - Minimum of 2 and a maximum of 25 trade items. - Unique packaged trade items. - At random selected by GS1 Netherlands. - No a-typical trade items.

Every sample will be carried out on a different part of the assortment

http://www.gs1.nl/over-gs1/english-information




2.2 When are the checks carried out?

The integrity and physical checks are specific checks adopted by the sector for the do-it-yourself data quality program. They are carried out on the trade item data in the data pool. The procedure differs, depending on

whether you are a new or existing supplier to the data pool. If you are a new supplier to the data pool (you are releasing data there for the first time), the integrity and physical checks are carried out as indicated in section 2.1. If you are an existing supplier to the data pool (you have previously released data), the checks are carried

out on a different part of your active range twice a year. GS1 Netherlands always contacts you before carrying out the checks.

2.3 Rules for specific product types

Product type Rule

Lumber and panel shaped products Dimensions:

- 0 - 4 cm = approval

- >4 en ≤6 cm = approval with indication to the supplier

- > 6 cm = disapproval

Mats and carpets Dimensions:

- 0 - 4 cm = approval

- >4 en ≤6 cm = approval with indication to the supplier

- > 6 cm = disapproval

Table 2.1: rules for specific product types

2.4 Consumer trade items on pallets in store

Consumer trade items (i.e. tiling, firewood, charcoal, soil and cement), presented on pallets in the store, are

not relevant for shelf management because of their volume, weight and/or dimensions. The rules for these kinds packaged consumer trade items are: - The standard dimensions of the consumer trade item will stored in the data pool. - The maximum gross weight of the consumer trade item will be stored in the data pool. - These consumer trade items will not be physical checked.

2.5 What are the costs within GS1 DAS?

Integrity checks

The costs of integrity checks are always covered by the GS1 DAS subscription.

Physical checks

The costs of the first (and eventually second) physical physical check and the improvement program (see chapter 4) are always covered by the GS1 DAS subscription.

The costs of any subsequent physical check(s) are at your expense (see chapter 3). So what happens with the results?



2.6 Rules for physical checks

In order to carry out the physical checks GS1 Netherlands works together with a third party: XXtract.

Once the GS1 Netherlands DIY team has selected the trade items for the physical check and agreed them with you, the GTIN’s of the selected trade items will be sent to XXtract. XXtract will send you an e-mail asking you to send them the items. If you have any questions about the application of the GS1 standards please contact GS1 Netherlands. Make sure you send in the correct selected products so that the values measured are valid.

2.7 Administrative procedure

The address to send the selected items to is:

XXtract B.V. Steurstraat 11

1317 NZ ALMERE Tel. +31 85 87 68 775 E-mail [email protected] Internet www.XXtract.com

The products will be ordered by XXtract at zero charge (no invoices), as a service is being purchased (the checking and recording of certain master data by XXtract) for which the products are being used temporarily and not purchased. This avoids unnecessary administrative problems. You can choose whether to have the products returned to you or disposed of by XXtract. Most suppliers opt to

have the products disposed of, since: - The costs of re-using the items and returning them are out of proportion to the cost price. - The products are photographed unpackaged for the supplier’s or retailer’s web shop. The supplier may

need to repackage them, which costs more than writing them off.

If you do opt to have the products returned it will be at your expense.

TIP: The most cost-efficient solution is to deliver and collect returned items on DIY store delivery routes.

2.8 How XXtract applies the measurement rules

1. Measuring packaged and unpackaged items: The international Measurement Rules lay down that trade items must be measured in the state in which they leave the supplier as consumer units, NOT in the way they are presented on the shelf by a particular retailer. The reason is that this is a standard sector solution and retailers may have different ways of

presenting products. 2. XXtract will measure packaged items with a barcode (GTIN) on the packaging as packaged. If items are

packaged but there is no GTIN on the packaging it will be assumed that the sole purpose of the packaging is to protect the items in transit and they will be measured unpackaged.

3. Measuring composite trade items: In the case of composite trade items the data for the main item is measured and entered in line with the measurement rules for consumer units (for more information see the document ‘International

Measurement rules (short version DIY and gardening sector)’ on website http://www.gs1.nl/over-gs1/english-information). The supplier should indicate what the main trade item is (e.g. by numbering it as 1).

tel:%2B31%2085%2087%2068%20775

mailto:[email protected]

http://www.xxtract.com/

http://www.gs1.nl/sites/default/files/user_files/DHZ_GS1DAS_AbridgedMeasurementRules.pdf

http://www.gs1.nl/sites/default/files/user_files/DHZ_GS1DAS_AbridgedMeasurementRules.pdf





3 So what happens with the results?

GS1 Netherlands will send you an Excel report on the results of the checks. This shows the results (scores) of the integrity checks carried out by the GS1 DIY data quality checker and the physical checks carried out by XXtract. Whether or not you need to take action will depend on these results.

3.1 Score

3.1.1 Score = 100%

If the results of both the physical and integrity checks are 100% you can publish the data to the intended buyer(s).

3.1.2 Score < 100%

- GS1 Netherlands discusses the kind of errors with you and a potential improvement program (See chapter 4).

- If you have any questions, or if anything is unclear following the first report, please contact GS1 Netherlands DIY team on 020 - 511 38 20 or via [email protected].

- You make the necessary revisions in the data pool based on the discrepancies noted in the report, not only for the trade items in the sample but also for all relevant trade items.

- GS1 Netherlands will then carry out a second check. - Given the small number of checks carried out, the score after the second check is expected to be

100%.



3.2 The report

Once the GS1 DIY data quality checker has carried out a number of integrity checks and the results of the physical checks have been reported to GS1 Netherlands the results of both checks will be presented to you in

a report (pdf format). Below an example of the report is shown:

Figure 3.1: example of a report



4 The improvement program

To ensure that achieving 100% data quality is a realistic proposition, GS1 Netherlands has developed an improvement program in collaboration with the sector do-it-yourself. The various components are explained below.

Webinars

Telephone Q&A session: if there is a sufficient amount of participants.

Walk-in sessions

Physical Q&A session: if there are sufficient participants.

Remote project management

Technical telephone support may be provided by GS1 Netherlands DIY project managers. If your score is poor you may be actively contacted and assisted step by step.

Customer Support

For operational questions you can call 020 - 511 38 88 five days a week between 8:30 am and 5:00 pm.

Online documentation

Detailed online documentation and reference material can be found at the website of GS1 Netherlands.

Data Quality Assistance

During the DIY data quality program GS1 Netherlands provides a central point of contact, which coordinates

the reports, feedback and improvement programs.

Online data synchronization and data quality training course

On the online GS1 DAS do-it-yourself training course you will be informed about data synchronization, the data quality program and the application of the international Measurement Rules. The online training is for

free. GS1 Netherlands regularly surveys the organization of sector do-it-yourself participants to see whether there is a demand for its services to be revised or expanded.

http://www.gs1.nl/ondersteuning/gs1-data-source-doe-het-zelf



5 Data quality action plan

This chapter sets out the DIY data quality program action plan.

5.1 New supplier in the GS1 DAS data pool

The program begins after you have put the data of your trade items in the GS1 DAS data pool for the first time. Below you will find the steps for the program.

Step 1

You contact the GS1 Netherlands DIY team (020 – 511 38 20 or email [email protected]) to report that you have put your trade items in GS1 DAS. You believe that the trade item data complies with the DIY quality standards.

Step 2

The GS1 Netherlands staff member of the DIY sector team checks the following points with you:

- How many trade items you have put (whether they are actually in the data pool and whether it is complete).

- Anything unusual regarding the selection of trade items for the physical check (special arrangements, specific or special range).

- The trade items which are selected for the physical check. - Who the data quality contact person is in your organization and who the report should be sent to. - Your address for XXtract (the organization that carries out the physical checks).

Having checked with you the previous points GS1 Netherlands staff member of the DIY sector team will forward the GTIN’s of the selected trade items to XXtract.

Step 3

XXtract sends you confirmation of the selected trade items, asking you to send them to:

XXtract B.V. Steurstraat 11 1317 NZ ALMERE Tel. +31 85 87 68 775 E-mail [email protected] Internet www.XXtract.com

On receiving your items XXtract carries out the physical checks and reports the results to GS1 Netherlands.

Step 4

- GS1 Netherlands e-mails you an Excel report showing the results of the integrity and physical checks (discrepancies).

- Depending on the results you investigate possible problems in your internal processes and revise the data in your own system and GS1 DAS. The subsequent steps will be decided in consultation with you, depending on the score.

tel:%2B31%2085%2087%2068%20775





5.2 Existing supplier in the GS1 DAS data pool

Six months after the latest physical check a new physical check will be carried out. Below you will find the steps for the check.

Step 1

The GS1 Netherlands staff member of the DIY sector team will select the trade items for the physical check out of the range of trade items in the GS1 DAS data pool. The staff member of the GS1 Netherlands DIY team checks the following points with you: - Anything unusual regarding the selection of trade items for the physical check (special arrangements,

specific or special range) - The trade items which are selected for the physical check - Who the data quality contact person is in your organization and who the report should be sent to - Your address for XXtract (the organization that carries out the physical checks)

- Having checked with you the previous points GS1 Netherlands staff member of the DIY sector team will forward the GTIN’s of the selected trade items to XXtract.

Step 2

XXtract sends you confirmation of the selected trade items, asking you to send them to: XXtract B.V. Steurstraat 11 1317 NZ ALMERE

Tel. +31 85 87 68 775 E-mail [email protected] Internet www.XXtract.com On receiving your items XXtract carries out the physical checks and reports the results to GS1 Netherlands.

Step 3

- GS1 Netherlands e-mails you an Excel report showing the results of the integrity and physical checks (discrepancies).

- Depending on the results you investigate possible problems in your internal processes and revise the data in your own system and GS1 DAS. The subsequent steps will be decided in consultation with you, depending on the score.

tel:%2B31%2085%2087%2068%20775





6 Tips

6.1 Measurement rules

Packaged/unpackaged

The international measurement rules explain that trade items must be measured in the state in which they leave the supplier as consumer units, NOT in the way they are presented on the shelf by a particular retailer. The reason is that this is a standard sector solution and retailers may have different ways of presenting

products. If these are multiple trade items that are protected against damage in transit, e.g. by bubble wrap, but are always displayed unpackaged on the shelf, they will be measured unpackaged.

Measuring packaged and unpackaged items in brief:

- XXtract will measure packaged items with a barcode (GTIN) on the packaging as packaged (i.e. the GTIN is on the packaging).

- If items are packaged but there is no GTIN on the packaging it will be assumed that the sole purpose of the packaging is to protect the items in transit and they will be measured unpackaged.

Composite trade items

In this context ‘composite trade items’ refers to consumer units comprising multiple packages (components)

because of their size and/or volume, e.g. garden furniture, cupboards and lamps. The only data entered is the trade item data for the package (main component) bearing the GTIN in the form of a barcode that is scanned at the point of sale. If there are multiple barcodes you can number the main trade item so that XXtract knows which item it is. The item is measured as a trade unit using the natural base. See for the rules on tolerances chapter ‘Permitted measurement variations’ in document ‘International Measurement rules’.

Orientation

The marketing information is definitive, i.e. the part of the product where the emphasis is on information to entice consumers to buy it. A mere GTIN plus logo on the bottom of the trade item does not count as marketing information.

Width and depth of e.g. soap dispenser (product with spout)

In the case of a product with a spout where the front is unclear (no marketing information), the front is

identified by ascertaining the largest area, with the spout turned to the side.

Figure 6.1: example of product with spout





Net Content

The international measurement rules lay down that the value shown on the packaging must be entered for the ‘Net Content’. The rules do not indicate what value should be entered if the packaging states e.g. 7x3 pieces. In this case you should enter the result of the multiplication, i.e. 21 pieces in this example.

6.2 Specific products

Hooks

In cases where hanging hooks are not attached when the consumer unit is produced but only when they are shipped from the buyer, the following rules have been agreed: 1. The consumer unit is measured without the hook. The reason is that additional elements such as a hook,

spray can, cap etc. that are not regularly found in a product or only added ad hoc for a particular buyer

are not included in the dimensions. 2. Nothing is entered for the vertical and horizontal hanging hole distance. Hanging holes are ignored in this

case. 3. Suppliers will inform the buyer(s) separately about these irregularities so as to avoid problems (buyers’

interpretations in connection with shelf planning). 4. No new GTIN is used for this particular situation.

5. Negative values must not be used for measurements.

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