Boosting efficiency in maintenance through master data harmonization  

Master data harmonization is crucial for a seamless transition to SAP S/4HANA. Clean and consistent data not only facilitates data migration but also enhances functionality, simplifies data maintenance, and establishes a future-ready foundation for your system.  

This blog article explores the importance of master data harmonization in maintenance. We’ll discuss best practices, highlight common mistakes, and review key SAP tools that support master data maintenance for maintenance operations. Finally, we will take a look at the long-term benefits of harmonized master data. 

The importance of consistent master data for effective maintenance 

Consistent master data is vital for efficient maintenance, as it provides precise information on assets, work and maintenance schedules, spare parts, parts lists, and relevant processes.  

Data harmonization involves unifying and standardizing master data across a company. This process includes: 

• consolidating data from various sources 
• eliminating redundancies and inconsistencies 
• defining uniform data standards 
• integrating and synchronizing data into a central database 

Master data harmonization is especially critical when merging multiple locations or companies. 

How master data harmonization saves time, resources, and costs 

Often overlooked, high-quality master data is vital despite not providing an immediate productivity boost and requiring significant initial effort. Particularly in spare parts management, master data harmonization can yield significant savings.  

For instance, when companies independently develop production systems, or during mergers, duplicate material numbers can emerge. This means the same material may exist under different numbers. 

The consequences:  

• Duplicate material takes up unnecessary storage space and ties up resources. 
• The purchasing process for each material is handled separately without the system and users recognizing that it is the same material. 

Benefits of master data harmonization in maintenance include: 

• Improved spare parts availability: Materials needed for repairs can be sourced from other locations or divisions when necessary. 
• Reduced downtime: Harmonized master data allows for efficient material identification and usage across locations, preventing unnecessary delays. 
• Standardized structure: This makes it easier for employees to find their way around when changing locations. 
• Flexible resource utilization: Standardized work and maintenance schedules facilitate flexible resource utilization, helping counteract the shortage of skilled labor. 
• Cost savings for developments: Harmonized master data concepts enable easier and more economical customer-specific developments, applicable across locations. 

Key considerations for successful harmonization

The first step in successful master data harmonization is eliminating duplicates, inconsistencies, and outdated data. This step provides an opportunity to optimize existing structures and establish new standards. Uniform standards for names, classifications, and codes are essential for sustainable harmonization. Batch editing and automated data entry and updating processes minimize manual errors and improve efficiency. 

In addition, one other crucial element must not be overlooked: the employees handling master data daily. Training and information material are necessary for ensuring long-term successful implementation. Employees aware of the benefits of consistent master data harmonization will continue executing these processes effectively. 

Striking the right balance in data maintenance 

Striking the right balance in data maintenance is crucial. Without obvious added value, consistent implementation is unlikely. For instance, classifying spare parts only makes sense if it simplifies the process. 

Long-term quality and consistency of master data require regular monitoring, maintenance, and updates. While some companies hire master data managers, smaller businesses may simply allocate time for employees to manage master data. Clearly defined processes for data maintenance and changes, including the use of tools, release strategies, and authorizations, are essential. 

However, excessive harmonization can be problematic too. Uniform standards across all company areas are not always suitable. Different specifications might be necessary for various structure identifiers, and location needs can vary greatly, regarding the depth of master data. The requirements of a large location might also differ from those of a smaller one. 

Avoid over-engineering by focusing on the essentials. This enhances employee acceptance and keeps standards practical. In many cases, it is more effective to standardize only what is truly necessary – because if the specifications make sense, they will be perceived and implemented as such.  

Relevant norms and standards 

Processes can also be derived from existing norms and standards, like: 

• eCl@ss for materials and spare parts 
• OmniClass for asset classification 
• ISO 14224 for the energy industries, focusing on equipment reliability and maintenance data exchange 
• ISO 15380 for railway structures 

 
Tools and products for master data harmonization and maintenance 

Once standards and concepts are identified, it’s important to choose suitable tools. Depending on the objective, the following can aid in harmonizing and maintaining master data: 

SAP Core functionalities 

Many companies already leverage SAP Core’s existing functionalities, which can be sufficient with a well-conceived plan. For instance, SAP allows for asset structure mapping using structure identifiers, workflows, and status messages, among other features. Implementing a helpful naming convention is also part of master data harmonization; for example, a screw’s material master name can include details like diameter, length, material, and head type. 

SAP Master Data Governance (MDG) 

SAP MDG stores master data centrally under binding conventions in the Central Governance. It manages data, making it accessible to neighboring systems. SAP MDG also offers predefined data models, user interfaces, and workflow definitions across finance, materials, suppliers, and customers. These can be adapted to specific user requirements. In addition, custom objects can be created.  

However, SAP MDG isn’t specifically designed for asset management and maintenance. SAP Master Data Governance for EAM from Utopia fills this gap. 

SAP Master Data Governance for Enterprise Asset Management (MDG for EAM) 

MDG for EAM by Utopia extends SAP MDG. It was created specifically for asset management and offers tailored data models, user interfaces, and workflow definitions for EAM.  

Functions include standardization, validation via business rules, data supplementation, release, and maintenance. 

Efficient management of master data in EAM: 

For the management of master data of EAM-specific objects, the solution – analogous to SAP MDG – offers the following functions, among others: 

• standardization 
• validation based on business rules 
• completion of existing master data 
• release 
• maintenance 

Master Data Cockpit (MDC) by valantic 

The SAP add-on MDC by valantic checks data record completeness and manages master data release via SAP workflows. Employees receive email notifications, maintaining step awareness. MDC integrates fully with SAP and is flexibly customizable. 

valantic’s Work Plan Manager 

valantic‘s Work Plan Manager organizes maintenance modules, generating maintenance work plans accordingly. Update management ensures that changes to specifications automatically apply to all work plans. 

Maintenance task list purposes include: 

• description of the required work 
• specialist department assignment (e.g., mechanic or electrician) 
• definition of the necessary components 
• definition of the required resources 

Update management assigns changes to numbers for controlled implementation with a defined validity date. Authorizations ensure each department can perform the tasks as defined by the Work Plan Manager. 

valantic’s Maintenance Plan Manager 

Many companies manage a vast number of maintenance plans, as countless individual objects and instructions are tied to specific deadlines. valantic’s Maintenance Plan Manager streamlines the creation and upkeep of these plans in bulk, ensuring efficient handling of large data volumes, even as the number of assets and instructions grows. This guarantees reliable adherence to maintenance schedules while keeping the workload in SAP consistently low. 

An outlook: What advantages will harmonized master data bring in the future? 

The consistent maintenance of master data requires clear processes, training, discipline, and technological support, alongside substantial conceptual effort. This investment pays off long-term, as it allows scrutiny and optimization of existing processes and data.  

Operating under the principle of “as much as necessary, as little as possible,” standards, processes, and concepts should be clearly defined before the implementation of supporting tools. Systematic master data harmonization enables new forms of collaboration between companies, manufacturers, and service providers.  

Accurate data exchange leads to emerging use cases that rely on consistent master data. For instance, artificial intelligence (AI) enables innovative approaches such as predictive maintenance.  

Thus, companies should clean up master data before initiating an SAP S/4HANA transformation, whether approaching it greenfield or brownfield – especially in light of future asset management developments.