Description Standardization Services
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IHS Intermat offers a broad range of services to cleanse, standardize, enrich and maintain item descriptions and material master data for Maintenance, Repair and Operations (MRO). These services range from identifying potentially duplicate inventory to verifying and enriching data on an Item-by-Item basis.
Over the past 30 years, IHS Intermat has continually refined a process to cleanse, standardize and enrich MRO item and material descriptions. This service-based approach supported by industry proven templates and tools has been used to process over 50 million SKUs for thousands of industrial and process plants worldwide, far more than any other service or software provider.
Proven Process, Proven Results
Although we custom design each project based on individual client needs, IHS Intermat description standardization services typically follow a multi-phase process illustrated below, which is anchored around a standard schema and templates, such as the Standard Modifier Dictionary™ (SMD™). This will provide the framework around which users can create and maintain consistent and complete descriptions. This process provides a stair-step approach to parts optimization, using a variety of tools, software and services to cleanse and standardize MRO parts descriptions, integrate with ERP/EAM systems, and provide tools and methodology for ongoing catalog maintenance.
Phase I: First Pass
Phase I of our description standardization service offering is based upon the use of AutoCon™, our proprietary and automated data conversion software tool, to electronically create SMD-based descriptions from unstructured, free-form text. This "first pass" at classifying the data is then followed by a low degree of manual interpretation and review of AutoCon's results by IHS Intermat Materials Analysts.
Phase I can also be utilized as the first step of a "Do It Yourself" solution - the goal of which is to provide a limited cost option for our clients who have the resources and time necessary to further standardize and "scrub" their own data and have licensed the SMD™ and Struxure®. In these engagements, IHS Intermat will license the client SMD and Struxure and train employees to maintain, update and add items to their databases.
The diagram below illustrates our Phase I "First Pass". AutoCon will extract and standardize relevant information from the customer's existing descriptions, and slot that information into the schema or templates. It does this through a rules-based engine which has evolved and expanded over time by processing tens of millions of customer records. In this example, the software is able to recognize "SOL VALVE" when it resides at the beginning of a source description, as a SOLENOID VALVE. It also intelligently recognizes and extracts the Pipe and Orifice Size, as well as the Wattage.
Phase II: Data Standardization
Data Standardization, also referred to as "data scrubbing," involves a higher level of service and builds upon the services offered in Phase I. Having been first processed with AutoCon, the Phase I data is reviewed, validated and standardized by IHS Intermat Materials Analysts. The Materials Analysts extract additional parameters from the source descriptions, and they also validate spelling, punctuation and presentation. Quality assurance and standardization follow, including statistical sampling and specific Item-by-Item review, to ensure consistency and accuracy. In addition, Potential Duplicate Reports (see 'Duplicate Identification' below) are created to identify duplicate or redundant inventory. These services are performed using the SMD, Struxure, and a variety of internal proprietary software tools. Note that new data is not collected during this process.
Phase III: Data Enrichment
Phase III completes the structured description by enriching the data. Research is done by IHS Intermat Materials Analysts using references such as our internal library of manufacturer/vendor catalogs, Internet sources, and our MRO eCatalog database. This work is performed in order to collect additional Characteristic Value data supported by the SMD but not available from the client's source data. IHS Intermat also provides experienced Materials Analysts to perform on-site/field data collection, which includes physical inspection of the materials in the customer's warehouses and storerooms. This is done to collect additional materials and equipment data not available through hard-copy and/or on-line references. IHS Intermat Materials Analysts utilize ValuForms and Electronic Data Acquisition tools to assist in data collection.
Duplicate Identification
Throughout the description standardization process, IHS Intermat provides its customers with listings of potential duplicate MRO catalog items. These Duplicate Identification Reports allow the client to identify and eliminate functionally duplicate and equivalent inventory. IHS Intermat provides two reporting formats, Type I and Type II Reports. Type I Reports are based on a delimiter dependent, fuzzy match comparison of catalog item reference numbers (i.e., part numbers, model numbers, catalog numbers, etc.), allowing the customer to identify similar part numbers. Type II Reports are based upon a comparison of the completed SMD-based item descriptions. This process will identify substitutable and interchangeable items, as well as duplicate items, through matching of Noun/Modifier and Characteristic Values. IHS Intermat customers can then verify which items are true duplicate/substitutable items. Note that the process of identifying potential duplicates for Type II Reports can only be run following an IHS Intermat standardization project that reformats the part description using the SMD.
Catalog Training
IHS Intermat offers a full range of tailored training and support solutions to each client. Hands-on training and associated learning materials are provided for use with all IHS Intermat software tools in individual and group settings. Training is also provided for the SMD, cataloging methodology, field data acquisition and ongoing maintenance and enhancement of the catalog. Experienced IHS Intermat instructors teach training courses at the IHS Intermat training facility in Houston and/or at the customer locations.
Ongoing Catalog Management
IHS Intermat can also provide services and resources to maintain customers' catalogs on a real-time, outsourced basis, either on-site or in Houston, based upon a customer's schedule and system requirements. Because clients have varying requirements, business processes, internal workflows and ERP/EAM/MDM system configurations, IHS Intermat provides flexible and customizable catalog maintenance outsourcing services that include:
- Review and Quality Assurance of new item requests and item changes
- Research and enhancement of current catalog descriptions, including use of our in-house reference data sources
- Review and reporting of potential duplicate items
- Checks for generic equivalents of OEM procured parts
- Documentation and analysis of the catalog workflow