{"id":25462,"date":"2025-01-22T18:09:11","date_gmt":"2025-01-22T12:39:11","guid":{"rendered":"https:\/\/www.verdantis.com\/?p=25462"},"modified":"2026-01-12T15:58:29","modified_gmt":"2026-01-12T10:28:29","slug":"mro-data-management","status":"publish","type":"post","link":"https:\/\/www.verdantis.com\/mro-data-management\/","title":{"rendered":"The Basics of MRO Data Management [With Solutions]"},"content":{"rendered":"\t\t
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The processes in Maintenance Repairs and Operations [MRO], especially at large manufacturing or production-intensive organizations requires managing, generating and treating and synchronizing quite a lot of data across several organizational systems.<\/p>

This data itself can pertain to spare parts, consumables, fixed assets, inventories, suppliers, work orders, equipment BOMs etc.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\n\n\t\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\n\t\t\t\t\t\t\tSpare Parts - By far, the most challenging to solve for simply due to their sheer scale\t\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div>\n\t\t\t\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\n\t\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\n\t\t\t\t\t\t\tFixed Assets - Larger Companies face teething challenges when it comes to managing their Fixed Assets data\t\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div>\n\t\t\t\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\n\t\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\n\t\t\t\t\t\t\tInventories - Disparate systems and outdated stock records create costly imbalances.\t\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div>\n\t\t\t\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\n\t\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\n\t\t\t\t\t\t\tSuppliers - Duplicates and inconsistent details make supplier data hard to trust.\t\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div>\n\t\t\t\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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These data sets are typically managed in ERP systems and due to their sheer volume, scale of usage and lack of data management protocols, over-time, their data quality erodes.<\/p>

Data quality issues with spare parts are generally the most common, followed by MRO suppliers and equipment.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Key MRO Data Quality Issues & Their Consequences<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Duplicate Data<\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Due to poor data stewardship and a near-absence of data governance standards for spare parts, over time, multiple records are created for what is essentially the same part, vendor or equipment.<\/p>

The challenge, however, is that Master data systems are built on a \u201cGolden Record\u201d standard, meaning that every record created references to a unique product, part, equipment or supplier.<\/p>

Duplication of records results in the MRO inventory management system to believe that the two spares are distinct, leading to multiple procurement orders, overstocking of spare parts and ultimately, higher procurement and inventory costs<\/em>.<\/strong><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\n\t\t\t\tBased on research that we carried out at Verdantis on anonymized company data found that procurement costs can be inflated by anywhere between 20% - 35% in MRO datasets that are riddled with duplicates\t\t\t<\/p>\n\t\t\t\t\t<\/blockquote>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\n\t\t\t\t\tInaccurate & Incomplete Data<\/span>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Data records that are updated in haste to procure an item without updating the right information, attributes, specifications or details are a fairly common problem.<\/p>

This is a severe data quality issue and is also one of the reasons that exacerbates issue #1 highlighted above.<\/p>

For instance, Missing information specific to a spare part of a vendor can lead to misinformed decisions, leading to wastage, incorrect procurements, and in case of critical maintenance operations, this can directly result in Production downtime.<\/p>

Absence of key information like manufacturer name or part number makes it more difficult to ascertain if the given item is \u201cActive\u201d or \u201cObsolete\u201d<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\n\t\t\t\tBased on another internal research at Verdantis, instances linked to production downtime and maverick spending can be reduced by as much as 30% by ensuring clean and up to date MRO records.\t\t\t<\/p>\n\t\t\t\t\t<\/blockquote>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\n\t\t\t\t\tUnsynchronized Information<\/span>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Smooth operations of an MRO process depends heavily on data synchronized between different data domains and even between master datasets and other digital modules in the ERP.<\/p>

This data is synchronized through \u201clinkages\u201d which are basically unique IDs that link a data record across different datasets.<\/p>