As an important data resource, master data coding has an important position and role in the construction of informatization. It is a key factor to ensure the success of the existing information system and future new system construction, and determines the information consistency in the system.
Coding is a simple thing, but it is definitely not an easy thing to do well; it is an important and meaningful thing, but it is definitely not something that every enterprise can do well.
How to encode master data more efficiently, this article explains clearly from the following aspects:
1. Why code
2. How to formulate coding standards
3. How to apply coding standards
4. Precautions for coding management
01 Why develop master data coding
Master data is a "standardized language" shared by all information systems. When managing enterprise master data, a set of corresponding codes is often established, such as material codes, supplier codes, personnel codes, and so on. Each set of coding rules is different, so why do you need to customize a set of coding rules?
For example, the purpose of information coding and some common requirements of enterprises:
1. One item, one code
Let each item or item category correspond to a unique code, and let this code run through business links such as procurement, production, warehousing, sales, and bookkeeping, which is the basis for efficient collaboration among various business departments.
2. Multi-point simultaneous encoding of assigned encoding segments
Since the coding work cannot be completed with a unique entry, all staff members distributed in different locations in the enterprise have the right to produce the coding of a certain master data. In order to avoid duplication, it is possible to establish coding segments in the coding specification, and then assign these coding segments to different coding locations, effectively avoiding coding duplication.
3. Make meaningful coding to make item information easier to obtain
In the encoding, a large amount of attribute information is converted into a specific code of a specific bit in the encoding, so that the operator can obtain a lot of attribute information of the master data even if he only sees the encoding.
4. Ability to code yourself
If the coding specification specifies and defines the coding of each bit, whenever a new master data is encountered, the data can automatically generate a code according to the specification, reducing the manual workload.
In general, the purpose of coding is to simplify data coding and facilitate the management of master data. Master data encoding is used for machine identification, focusing on data mapping between heterogeneous systems, and is the basis of data integration.
02 Master data coding design specification
In the process of informatization, in order to facilitate computer processing of information, it is necessary to encode various information (personnel, materials, institutions, etc.) of the enterprise. Information coding is generally composed of numbers and letters, and the number of coding digits is determined by the number of coding objects. At the same time, certain information classification and coding principles must be followed.
(1) Coding principles
Master data encoding is a key attribute to ensure the uniqueness and consistency of data. Through the standardization of classification and coding of master data, the irregularity and ambiguity of understanding under the description of natural language are eliminated, and it is convenient to realize computer information processing, so as to improve the efficiency of information management.
Therefore, there are of course some principles that need to be followed in coding design, such as coding should be global, unique, moderate, flexible, and scalable. For uniqueness and scalability, in other words, when some new material data comes in, we can easily add more codes, and the codes at this time also need to be unique, that is, the master data code can only correspond to one Determined entity object. The coding process follows these general principles:
1. Global
Formulate a unified material coding standard for the whole group, formulate a unified data identifier for use in subordinate units of the whole group, and enhance the readability of material data, reduce ambiguity, and improve communication efficiency by adopting a unified data name
2. Uniqueness:
The same data is used in different departments and different units and can ensure the consistency of statistical analysis caliber, provide a basis for upper-level decision-making, enhance data comparability, and use the same code to ensure data uniqueness and avoid data redundancy.
3. Moderation
The formulation of material coding standards meets the requirements of relevant systems. At the same time, the coding rules should not be too complicated. It is convenient for users to maintain and use, the consumption of coding resources is reasonable, and the coding length is reasonable.
4. Flexibility
Data query, report formulation and other operations are convenient and efficient, and it is convenient for customized development.
5. Scalability
When business requirements change, new material coding requirements need to be formulated, and the original material coding can be extended to meet new business needs, avoiding the huge workload of complete recoding.
(2) Encoding method
Master data encoding is generally encoded in the form of numbers. Usually, the serial code automatically generated by the system is used as the encoding of the master data. Regarding the encoding method, there are usually three methods in the industry, namely sequential code, hierarchical code, and combined code.
1. Sequence code
In an ordered set of letters, numbers, or letters plus numbers, assign codes to coded objects sequentially. Sequence codes include three types: incremental sequence codes, series sequence codes and agreed sequence codes.
2. Level code
The encoding method is based on line classification, the lower class is included in the upper class, and the coding basis of the hierarchical code is the difference in the characteristics of each level of the coding object, and the coding object is coded into a continuously increasing compound code.
3. Combined code
As the name implies, it is a combination of sequence code + level code, as shown in the example of the coding structure in the figure below, it is a combination code.
Taking the material master data as an example, the classification codes of the material master data can be divided into large category codes, medium category codes, and small category codes. The material codes use 10-digit serial codes, and Arabic numerals should be used for the codes; the codes should be simplified and should not be used Characters with special meanings should be encoded; the encoding rules and lengths of various materials should be kept uniform, and serial codes should be used to ensure the uniqueness of the encoding, which is commonly referred to as "one item, one code".
Of course, the above three encoding methods have their own advantages and disadvantages, as shown in the figure below. We suggest that when selecting a coding method, first select a candidate coding method based on the analysis of the advantages and disadvantages of each coding method, combined with the current situation of the enterprise; Opinions; finally form a coding scheme, report to the high-level, and obtain high-level confirmation.
The process of coding formulation requires a lot of discussion and confirmation in order to form a good coding scheme. In reality, it is precisely because of the inconsistency of enterprise codes that cause a series of problems such as subsequent procurement and storage, so once the coding scheme is determined, the implementers need to confirm with the customer's senior management.
03How to carry out coding management through the system
When the coding rules are determined, how to manage them through software? As a master data management software, Yixin Huachenrui Code Master Data Management Platform can also perform coding management. As shown in the figure below, it is the formulation of coding rules. In this process, we can see that there are many kinds of rules, including fixed characters. , serial number, and fetching numbers from the data layer, this encoding method can cover more scenarios, including sequential codes, hierarchical codes, and combined codes.
Ruima master data management platform supports the following code types to generate codes:
1. Serial number:
Given a number size range, generate encodings for the data sequentially. The length range and incremental step can be defined in the coding rules.
2. Fields:
The corresponding field in the main data model view can be selected, and the value of the corresponding field is the generated code.
3. Date and time type:
Timestamps in different formats can be configured to generate codes according to requirements.
4. Fixed string:
In the fixed string generation rules, you can freely fill in the string encoding conditions to generate encodings.
04 TIPS for master data encoding
Encoding master data may seem simple, but applying it is not. Take the material master data as an example:
Q: The same material has different suppliers, so should one code or multiple codes be given in the master data management?
A: In this case, generally speaking, only one material code is needed in the design process and production process, and the financial accounting may need to be accounted for separately. Suggestions for material codes: If the warehouse is placed separately, managed separately, and different supplier prices Large changes will affect product cost, so it is recommended to set multiple codes. If the warehouse is not managed separately, the physical goods cannot be distinguished from which supplier, and the price changes little, it is recommended to set a code.
Q: For the same material, the model and specification are the same, but the colors are different, is it for one size or multiple sizes?
A: This situation is a matter of the granularity of material management, and it also reflects the granularity of enterprise management. For enterprises with refined management, it is obvious that they need to be managed separately. Although it is the same material, even if the model and specification are the same, and the manufacturing cost is the same, due to the difference in color, the customer audience may be different (different market segments) , the price and sales volume are not necessarily the same. In this case, different material codes must be managed. However, if the attribute of color has little or no impact on the sales business and the downstream customer market, it can be managed as a material.