The document outlines the importance and classification of master data in ERP systems, distinguishing it from transactional data. It highlights the need for a controlled master data process to ensure data integrity, including guidelines for correcting errors and inconsistencies in master data entries. Furthermore, it details the responsibilities of various departments in providing, entering, and approving master data.

1. Master Data
Process Description

2. What is Master Data?
• Data in ERP software is usually classified as
either;
Master Data or Transactional Data
• There are other classifications as well however, one
can usually group them as sub-classes of these major
categories
• Master Data relates to a Object in the ERP. In
relation to other data, they are fairly static
(i.e. do not change often) Examples are;
• Customer Information (Name, Address, Phone Number,
etc.)
• Supplier Information (Name, Address, Phone Number,
etc.)

3. What is Master Data?
• Transactional Data relate to actions carried
out using the Objects. Examples are;
• Sales Orders
• Purchase Orders
• Work Orders
• Production Tracking

4. Why is Master Data Important?
• Since all actions within an ERP are performed
on the objects, Master Data associated with
these objects is critically important
• The integrity of the information is
fundamentally dependant on Master Data
• That is not to imply that the transactional data is
not important, but all Transactional Data is built
upon Master Data. If the foundation isn’t sound then
the transactions will never be accurate

5. Historical Information
• At Select, most of the initial Master Data in
X3 was loaded from information provided by PFW
• The information in PFW was not necessarily
sound. It contained;
• Redundant or Duplicate entries
• Obsolete items
• Errors
• Inconsistent naming conventions
• Some Master Data needed to be developed from
scratch
• (Routings, Standard Costing, Work Centers)

6. Clean Up
• During initial testing prior to “Go-Live” much
of the data was reviewed and corrected, however
there are still errors and inconsistencies
• As errors occur during day to day operations,
corrections are made as required
• New Product and Product Change guidelines have
been developed to make sure that they are
conducted so as to maintain the data integrity
• A BOM review process is being/has been
developed to correct the duplications,
redundancies and errors

7. Master Data Control Process
• A Master Data Control process should be
implemented so that net new as well as changes
to Master Data are handled in a controlled
manner
• This involves providing and entering the data
from various departments
• A survey was conducted to look at key Master
Data Fields and determine; (see appendix)
• Who uses it
• Who provides it
• Who enters it

8. Master Data Control Process
• Moving forward, net new or changes to existing
Master Data should follow a controlled process
so that it is;
• Initiated and provided by the appropriate
person/department
• Entered consistently
• Reviewed and Approved

9. Master Data Control Process
• The following diagrams used in conjunction with
the data in the Appendix provide a guideline to
help achieve the integrity and consistency of
Master Data
• Note that most new Master Data records, can be
copied and edited from existing records as long as
the person conducting this process understands the
significance of the fields that they are entering
and follows through to enter/modify all other
dependent records and fields.
• New Product and Product Change guidelines have been
developed (in another document) to make sure that
they are conducted so as to maintain the data
integrity and consistency across all fields

10. Customers
Sales/CSR
provides and
enters most
data
Finance enters
Credit &
Payment Terms
Review and
Approval??
See Appendix for references to the (major)
fields required

11. Suppliers
Purchasing
provides Data
Purchasing &
Eric enters
Data
Review and
Approval??
See Appendix for references to the (major)
fields required

12. Products – Finished Goods
Sales/CSR
provides and
enters most
data
Finance enters
Accounting
Data
Review and
Approval??
Sales/CSR
provides;
Upali Enters
Data
Production
provides;
Upali Enters
Data
Quality
provides and
enters data
(future)
See Appendix for references to the (major)
fields required

13. Products – Intermediaries
Finance enters
Accounting
Data
Review and
Approval??
Production
provides;
Upali provides
& Enters Data
Quality
provides and
enters data
(future)
See Appendix for references to the (major)
fields required

14. Products – Ingredients &
Packaging
Purchasing
provides and
enters most
data
Finance enters
Accounting
Data
Review and
Approval??
Production
provides;
Upali provides
& Enters Data
Quality
provides and
enters data
(future)
See Appendix for references to the (major)
fields required

15. BOMs
Product
Development
provides:
Upali Enters
Data
Production
provides;
Upali Enters
Data
Review and
Approval??
See Appendix for references to the (major)
fields required

16. Routings
Scheduling
provides:
Upali Enters
Data
Review and
Approval??
See Appendix for references to the (major)
fields required

17. Appendix
• Master Data Fields
• The attached spreadsheet can be used to understand
who provides the information and who enters the
information
• (Note that it also shows who uses it)