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Data Synchronization

 

Every company in the world has a master database filled with information about the products they make, sell or buy. These databases act very much like a catalogue that customers can use to place orders and manage vendors. Difficulties happen when one company needs to change information in their database or add a new item or location to it: suddenly their "catalogue" isn't up to date anymore.

 

Data Synchronization is the process of establishing consistency among good-quality data from a source to a target data storage and vice versa and the continuous harmonization of the shared data over time.

 

Data Synchronization can be done in any of the following manner:

 

  • 1-1 is the data synchronization by two trading partners, in which the principal partner (vendor) transmits complete, accurate, consistent and timely to his trading partner (buyer) by the GS1 eCom messages. Thus, ensuring that the database shared by the buyer is a mirror image of the vendor’s database.






  • 1-Many is the use of a Local Data Pool, in which the Vendor, a subscriber-member of the local data pool authorizes the publication of his database and authorizes it to be announced to his buyers, who are subscriber-members of the local data pool






  • Global Data Synchronization Network.



The manner by which synchronization is achieved depends on the maturity of the trade partners and the industry as a whole.

 

 

GS1 Global Product Code (GS1 GPC)

 

To ensure products are classified correctly and uniformly, GDSN uses GS1 Global Product Classification (GPC), a system that gives buyers and sellers a common language for grouping products in the same way, everywhere in the world.

 

GS1 GPC has currently defined 38 industry segments. Some of these industry segments are:

 

  • Food/Beverage/Tobacco (FBT)
  • Beauty/Personal Care/Hygiene
  • Baby Care
  • Clothing
  • Healthcare
  • Household Kitchen Merchandise
  • Pet Care/Food
  • Sports Equipment
  • Toys/Games

 

The foundation of GPC is called a "Brick;" GPC bricks define categories of similar products. Using the GPC brick as part of GDSN ensures the correct recognition of the product category across the extended supply chain, from seller to buyer. Bricks can be further characterized by Brick Attribute.

 

 

 

 

The use of GS1 GPC improves the GS1 Global Data Synchronization Network's data accuracy and integrity, speeds up the supply chain's ability to react to consumer needs, and contributes to breaking down language barriers. It also facilitates the reporting process across product silos.

 

 

Good Quality Data

 

Good quality data means that all master data is complete, consistent, accurate, time-stamped and industry standards-based. By improving the quality of data, trading partners reduce costs, improve productivity and accelerate speed to market.

 

Qualities Definition
Completeness

All the required values are recorded
Standard-based

Data conforms to industry standards
Consistent

Data values aligned across systems
Accuracy

Data values are right, at the right time
Time-stamped

Validity timeframe of data is clear

 

Good quality data is foundational to collaborative commerce and global data synchronization.

 

The quality of the data shared 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.

 

To insure the quality of the data, concerned parties came together under the aegis of GS1 GDSN and agreed on a Data Quality Framework. They agreed that the frame work consisted of three parts:

 

  • 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 organizations
  • Self-assessment
    • Best practices to conduct a self-administered assessment that compares the organization 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


Master Data

 

Within the context of Data Synchronization, Master Data is any data that is applicable across multiple business transactions. Master Data describes each Item or Party involved in Supply Chain Processes. A Global Trade Item Number (GTIN) or a Global Location Number (GLN) uniquely identifies each data set. Master Data can be divided into neutral (static) and relationship dependent (transactional) data.

 

Static data is that set of data that describes the specifications and structure of each item and party involved in the supply chain processes, while transactional data is that set of data that can only be determined during a business transaction.

 

Data Type Examples
Static Party & Location Identification Global Location Number (GLN)
Name of Party or Location
Address
Trade Item Identification Global Trade Item Number (GTIN)
Item Name (Product Description)
Product Classification
Weight
Measurements
Financial Conditions Price
Terms & Conditions
Transactional Shipment Information Dispatch Advice Number
Date Dispatch
Logistic Unit Information Serial Shipping Container Code (SSCC)
Item Specific Detail Dispatch Advice Number
Date Dispatch

 

 

 

The GS1 Global Data Synchronization Network, GS1 GDSN®

 

The GS1 Global Data Synchronization Network (GDSN) is an Internet-based, interconnected network, built around the GS1 Global Registry®, GDSN-certified data pools, the GS1 Data Quality Framework and GS1 Global Product Classification (GPC). It enables companies around the world to exchange standardised and synchronized supply chain data with their trading partners.

 

The GS1 Global Registry is the GDSN’s “network facilitator and information directory” that guarantees the uniqueness of the registered items and parties. It provides data pools critical information to establish data synchronization communications in the network and ensures they are using a standard set of messages, validation rules, and processes.

 

GDSN-certified Data Pools are electronic catalogues of standardized item data. They serve as a source and/or a recipient of master data. Data Pools can be run by a GS1 Member Organization or by a solution provider.

 

GDSN calls for data quality programmes that are sustainable and focused on the long term: experience has shown time and again that business benefits come not from enacting short-term curative data cleansing actions, but only from having good quality data from the start. To help ensure this level of data quality, GDSN recommends the processes described in the GS1 Data Quality Framework. The GS1 Data Quality Framework uses GS1 standards and fits perfectly into GDSN. For suppliers, it enhances internal processes and guarantees the good quality of data that is shared. For retailers, hospitals, pharmacies and other data recipients, it helps ensure that they have the means to receive and use proper information.

 

To ensure products are classified correctly and uniformly, GDSN uses GS1 Global Product Classification (GPC), a system that gives buyers and sellers a common language for grouping products in the same way everywhere in the world. This improves the Global Data Synchronization Network’s data accuracy and integrity, speeds up the supply chain’s ability to react to consumer needs and contributes to breaking down language barriers. It also facilitates the reporting process across product silos. The foundation of GPC is called a “brick”. GPC bricks define categories of similar products. Using the GPC brick as part of GDSN ensures the correct recognition of the product category across the extended supply chain, from seller to buyer.

 

With GDSN, business partners always have the latest information in their systems, and any changes made to one company’s database are automatically and immediately provided to all of the other companies who do business with them. When a supplier and a customer know they are looking at the same accurate and up-to-date data, it is smoother, quicker and less expensive for them to do business together. The GDSN provides a single point of truth for product information. Synchronizing accurate, properly classified data also results in improved accuracy of orders, fewer forms to fill out, fewer duplicate systems and processes, and, most importantly, a proven way to drive unnecessary costs out of the supply chain.