Data Creation, the 3 critical elements

In my latest blog: The five golden rules of Master Data Management I mentioned the aspect of the first time right policy. I am sure there is never the intention within companies to feed the system with faulty of inaccurate data, but unfortunately it happens. Just mentioning the first time right policy throughout your company isn’t enough too. People do make mistakes. How can we minimize this risks and maximize the quality of this data in the data creation process?

More and more the processes of “input” are automated by different systems upfront the ERP landscape or by add-ons within the ERP landscape. Therefore the optimal data creation method is for a significant amount of companies already in place and they benefit from it. However there always will be a point of data-entry or data changing. These entrances into the system are the risky elements. Let’s focus on the data entry. In my opinion there are 3 critical elements in optimal data creation:

1. Initiate & Contribute to Data Creation

Initiating the activity comes from the first person who is responsible for data creation and who is feeding the system with the basics it needs to perform an action or set something in move. His of hers activity can we consider as the “starting point” or the initial trigger to all other elements. The initiator hands over the data to the next phase. The data is now partially completed and only fed by the input of the first initiator. In this phase there are a lot of possibilities. Who needs to contribute to get the data more accurate and complete? Every process has his own route. The contributors, depending on the route of the data, must give their contribution in order to give the data more quality and completeness.

2. Approvement & Governance within Data Creation

Initiating and contributing are the key elements for data creation. However there is also need of approvement and governance. The approvement takes usually place in different places within the organization which can be the same as the contributors. Another important element is “govern” because in this element a data steward comes in place. The role of this person is to check if the provided data is complementary to the system and contains the data it should be containing. If this is all checked and confirmed then it can be posted and used for other purposes.

3. Analyzing & Optimizing Data Creation

Data creation is a never ending process. The data must constantly be monitored for possible inaccuracy. Analyzing the data via continuous monitoring gives you the possibility to adjust when needed. All the matters that took place in earlier stages help to create high quality data however there will always be room for error. Not only analyzing the data will help to improve the quality. Therefore you also need to optimize the processes in a continuous way. Only with dedication to the full process you will be able to reach maximum result.

Secret of success

The power of optimal data creation lays the fact that there is knowledge and responsibility in place. Eventually somebody carries the responsibility for the whole process. Of course everybody has to do his of hers job that comes with responsibility and accountability, but in the end only one person can be addressed for the full process.