Data Quality

An introduction to the role

and value of data quality in
organisations

Last updated May 2010

 Contents

1. Why Data Quality?

2. What is Data Quality?

3. The Data Quality Framework

a) What is the Data Quality Framework?
b) What’s in the Data Quality Framework?
c) How can the Data Quality Framework help improve the
quality of my data?

4. Tools for Data Quality

5. Conclusions
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1. Why Data Quality?

© 2010 GS1
 Why Data Quality?

• To realise the full potential of GDSN, automation

and e-collaboration, trading partners must ensure
that accurate product information is aligned across
their systems

The industry must be able to trust the

quality of data that is exchanged between
trading partners!

© 2010 GS1
 Why Data Quality?
• Without reliable data in the, trading partners are
forced to set up additional means to control data
quality, resulting in a longer, more complicated
‘road’ for the information.

© 2010 GS1
 Why Data Quality

A recent study conducted by GS1 UK revealed the

magnitude of the cost that bad data has for the
business:
Source: GS1 UK,
Data Crunch Report
Oct ober 2009.

© 2010 GS1
 Shoppers & regulators demand more
data
250
400% increase in
data required to be
held by retailers

Source: GS1 UK,

Data Crunch Report
Oct ober 2009.

66

Significant opportunities to better serve the 21st century customer

by managing the 4 fold increase in retail product information
© 2010 GS1
 Summing it all up…

• Data quality is the key enabler of

an efficient supply chain.

• More attention is needed on data

quality as more information gets
exchanged among trading
partners.

• Data quality brings real savings to

organisations.

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2. What is Data Quality?

© 2010 GS1
 Defining data quality

Completeness Las 5 dimensiones

All the required values de
are la calidad de
electronically datos*:
recorded

Standards-based Data conforms to industry standards

Consistency Data values aligned across systems

Accuracy Data values are right, at the right time

Time-stamped Validity timeframe of data is clear

*Source: GCI/CapGemini Report: “Internal Data Alignment”, May

2004
© 2010 GS1
 What is Data Quality?

• It is having consistent, complete, accurate, standards-

base, time-stamped data.

• It is the shared responsibility of trading partners:

• Information providers are the source of the product
data and so are the starting point for needed improvements
in process for creating good data

• Information recipients have responsibility to maintain

accurate data within their systems and ensure its integrity in
their processes

© 2010 GS1
 Maintaining data quality

• Above all, data quality must be able to stand

the test of time!

© 2010 GS1
 Why are internal processes important:
The “Leaky Pipes” of Data Quality

Internal processes

Internal Process

Constant data corrections and fixes

2010 2011

© 2010 GS1
 Sustainability
• Recurring short-term solutions are a costly remedy for the quality of the
data. All efforts should aim to establish sustainability for the quality
through time.
+
Ineffective Expensive re-
and costly organisations

Cumulative
cost
No Long-term
involvement solution
-
- Sustainability in Time +
© 2010 GS1
 What is needed to achieve data
quality?
• Good communication in the trading partner relationship

• Collaboration between trading partners!

• Commitment to the necessary mindset and paradigm

changes

• People focused on the different processes that take

place in the value chain

• A robust process and support tools for the

management of the quality

© 2010 GS1
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3. The Data Quality Framework

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a) What is the Data Quality Framework?

© 2010 GS1
 In a nutshell: What is the Data Quality
Framework?
• A comprehensive checklist of all best practices and
desirable requirements for an optimal management of
data quality.

The Framework contains three main sections:

• Requirements for a good Data Quality Management System
• A product inspection procedure
• A self-assessment procedure for companies

Developed and endorsed by the Industry

© 2010 GS1
 The beginning of it all…

• In late 2004 / early 2005, a number of different industry and

country-specific work groups were independently formed to
address the data quality issue

• However, the work groups encountered the risk of creating

multiple solutions

• As a result, in April 2005, the GCI (Global Commerce Initiative)

Executive Board recommended the creation of a Joint Business
Planning Data Accuracy Task Force

… with the charter to develop a framework for a

global data quality solution

© 2010 GS1
 Creating the Framework

• The results of the JBP’s efforts was a set of

recommendations called the Data Quality
Framework, which included:
• Data quality guiding principles
• A Data Quality Management System (DQMS)
• A procedure for product inspections

• Aligned with, or considered, other industry initiatives

• The GS1 standards (GDD, measurement rules, etc.)
• Internal Data Alignment (IDA) methodologies

• In 2006, it was agreed to transition and hand-off the

Framework and its governance to GS1

© 2010 GS1
 Governance and Management

• Upon being entrusted with the stewardship

on the document, GS1 created the Data
Quality Steering Committee as the group
responsible to manage and maintain the
Data Quality Framework.

• Data Quality Steering Committee reports

directly to GDSN Board of Directors.

© 2010 GS1
 Data Quality Steering Committee
Members
Manufacturers:
Advisors:
• Coca Cola Company
•European Brands Association
• Kraft Foods
•Food Marketing Institute
• Procter & Gamble
•Global Commerce Initiative
• Reckitt Benckiser
•Grocery Manufacturers of America
• SCA
•PepsiCo
• Unilever
Retailers:
GS1 Member Organisations:
• Ahold
•GS1 Australia
• Carrefour
•GS1 Mexico
• Coles Group
•GS1 Netherlands
• Metro
•GS1 UK
• Safeway
•GS1 US
• Wal*Mart
• Wegman’s

© 2010 GS1
 Further developments…

• In 2006-2007 GS1 collaborated with AIM and Capgemini to

develop a self-assessment module which would allow
organisations to conduct assessments of their compliance with
the Data Quality Framework.

• Within that work, a KPI model was also developed as a means to

monitor the actual accuracy of data and validate the effectiveness
of internal processes for data quality.

• A new version of the Framework was then and approved by the

Data Quality Steering Committee on January 2008.

• In April 2008 the Steering Committee launched the Data Quality

Challenge, a pilot to test the Data Quality Framework as a means
to enhance trading partner collaboration.

© 2010 GS1
 The Data Quality Challenge

• The Data Quality Challenge paired retailers and

suppliers so that they could perform a self-assessment
to identify common areas of interest.

• A total of 10 manufacturers and 6 retailers took part in

Europe, North- and Latin-America

• The Data Quality Challenge ended in the Spring of

2009, yielding valuable lessons and deep insight into
what the Data Quality Framework could potentially do
to enhance trading partner collaboration.

© 2010 GS1
 An example of the DQC

© 2010 GS1
 A new era for data quality!

• Based on the information collected out of the Data Quality

Challenge a new task force was formed in October 2009 to
develop a new version of the Data Quality Framework, aligned to
the real-life practices.

• The Data Quality Workgroup (as this task force was known)
created a new version of the Framework (version 3.0) along with
a set of tools to support it’s use.

• A new version of the Framework was then and approved by the

Data Quality Steering Committee on May 2010.

• The Data Quality Framework version 3.0 is a valuable tool which

is used by the User community and GS1 Member Organsations
around the world to achieve sustainable data quality.

© 2010 GS1
 Some key definitions

Data Quality:
• The desirable characteristics of data when published by
trading partners
• Complete, standards based, consistent, accurate and time
stamped

Data Accuracy:
• One of the elements of data quality, data accuracy refers to
the physical characteristics of the data being consistent with
the (electronic) information of a product.

Data Quality Framework:

• Best practices for the management of data quality systems
• Includes tools for self-assessment of internal processes and
product inspections
© 2010 GS1
 Some key definitions

Internal Data Alignment (IDA):

• Internal management of data across various business
systems to achieve data quality
• One aspect of achieving data quality

Measurement/Support Services for Data Quality:

• External measurement service to help businesses publish
accurate product data
• Offered by several GS1 Member Organisations and Data
Pools
• Voluntary or mandatory based on market agreement

© 2010 GS1
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b) What’s in the Data Quality Framework?

© 2010 GS1
 Data Quality Framework Guiding Principles

• Based on user needs

• Strongly encouraged, yet voluntary

• Can adapt to the needs and requirements of specific

trading partner relationships
• Can be included in any kind of quality management system

• Minimises implementation costs – enabling benefits

• Complementary to GS1 System standards

© 2010 GS1
 Data Quality Framework
Main sections:
• Data Quality Management System (DQMS):
• A list of recommended best practices to ensure internal data
management and data management systems produce a high data
quality output
• Recommendations expressed as desirable capabilities that add
value to organisations

• Self-assessment
• Best practices to conduct a self-administered assessment that
compares the organisation to the recommended best practices of the
DQMS
• Questionnaire to assess conformity to DQMS requirements

• Product inspection procedure

• A procedure for the physical inspection of products and data which
may be used on its own or as part of data quality audits
• KPI Model to validate actual accuracy of the data

© 2010 GS1
 Data Quality Management System
• List of desirable best practices that can enhance
internal processes supporting higher quality on the
data output

• Requirements can be implemented in different ways

by an organisation depending on each one’s
possibilities

• Requirements part of a full system focused on the

management of the quality in the information;
good results are dependant on the quality of the
implementation

© 2010 GS1
 Self-Assessment
• To help organisations compare themselves to the
recommended best practices, a self-assessment tool
has been created.

• The self-assessment synthesises the requirements

into 73 measurable questions that companies can
evaluate objectively.

• A scoring system is design to indicate when

organisations have met the most of the requirements,
but greatest value is still the identification of
opportunities for improvements in the internal
processes.
© 2010 GS1
 Product Inspection Procedure
• Set of best practices for
organisations to measure
accuracy of the information
through physical revisions

• A model of master data KPIs is

included and recommended as a
means to verify the quality of the
data.

• Inspection procedure can be

used independently as a best
practice, as part of the data
quality management system of
as part of an internal audit.
© 2010 GS1
 The Industry “DQ Framework”
Elevator Pitch
What is it? Rationale & Benefits:
• A process for improving data
quality within your business Without good, accurate
data, Global Data
Who manages it? Synchronisation will
only enable the rapid,
• GS1 manages the Framework seamless transfer of
for the industry bad data!

Why do I need to use it? Data Quality is

• Because inaccurate, achievable & many
unreliable data is costing you companies are reaping
benefits now
and your trading partners
money
For more information visit the link below: http://www.gs1.org/gdsn/dqf/data_quality_framework
© 2010 GS1
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c) How can the Data Quality Framework help improve

the quality of my data?

© 2010 GS1
 What the DQ Framework IS and
DOES:
 Checklist of desirable best practices
 Adapts to each organisations
particular set of circumstances


 Helps establish metrics
 Supports the implementation of GS1
Standards
 Useful in the organisation of action
plans
 Provides tools for organisations to run
their own assessment of their situation
 Offers an objective reference for
different companies and industries

© 2010 GS1
 What the DQ Framework IS NOT
and DOES NOT DO:
 Ultimate cure for all data quality
needs
 Step by step manual to define


process
 Prescribe detailed implementation
of processes
 Document specific to one industry
 A certification or external audit
 A guarantee for trading partners
 An obligation
 Short-term project

© 2010 GS1
 Benefit from the Framework!
• The Data Quality Framework is publicly available for
the industry to be used to add value to trading
partners:
• As a “compass” that points organisations to their most significant
internal opportunities
• As a guide to implement internal processes for data quality
• As a collection of best practices for many key processes, like product
inspections, internal process audits and the definition of goals,
objectives and metrics
• A common set of principles on which trading partners can work and
expand their collaboration

Learn today how the Framework can help

your business, contact your local GS1
Member Organisation!
© 2010 GS1
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4. Tools for Data Quality

© 2010 GS1
 The Data Quality Framework Packet!

• All you need to use the Framework in one

package!!!

• Includes:
• The Data Quality Framework v3.0
• Implementation Guides (user’s manual!)
• Automated scorecard for self-assessment
• Automated scorecard for KPIs
• Data Quality Introductory Presentation
• Read me

http://www.gs1.org/gdsn/dqf/data_quality_framework

© 2010 GS1
 Data Quality Website

• The ultimate source for all documentation and tools

for data quality!

http://www.gs1.org/gdsn/dqf

© 2010 GS1
 Data Quality Library

• Data Quality Framework and support

documentation

• Case studies, white papers

• Data Quality Program Internal

Implementation Example

• Brochures on the Data Quality Challenge

• Data Quality Videos

• Links to Related Technical Documents on

standards

http://www.gs1.org/gdsn/dqf/library
© 2010 GS1
 Getting Started with Data Quality
• Comprehensive compilation of information about data
quality which helps organisations leverage previous internal
data alignment (IDA) initiatives.

http://www.gs1.org/gdsn/dqf/start

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5. Conclusions

© 2010 GS1
 Conclusions

• Data quality requires good collaboration across trading

partners.

• Organisations should pursue sustainable data quality

by having reliable internal processes for data and data
quality management.

• The Data Quality Framework has been developed by

the industry as an enabler of best practices and better
collaboration across trading partners.

• Reach out to your local GS1 Member Organisation to

learn how to benefit from the Data Quality Framework.

© 2010 GS1
Contact Details
Gabriel Sobrino
Project Manager Data Quality
GS1
Avenue Louise 326, bte 10
B-1050 Brussels, Belgium
T + 32 2 788 78 00
E dataqualityinfo@gs1.org
W www.gs1.org