Version change for classifications

12.11.2024 | Author: Jean-René Thies

Product data classifications such as ETIM and ECLASS are key tools in many industries for uniformly describing and categorizing technical products. They make it possible to exchange standardized product information between manufacturers, retailers, distributors and other market participants. However, switching from one version of the classification to the next often poses challenges and pitfalls that should not be underestimated.

The background: changing versions of ETIM and ECLASS

ETIM and ECLASS are product data classification systems that are regularly updated to reflect new technological developments and market requirements. A new version can, for example, contain additional product groups, adapt existing attributes (characteristics) or remove obsolete classes.

Such changes are necessary to keep the data flow efficient and up-to-date. However, they also affect product assignment and feature mapping, which can be problematic for manufacturers and their partners.

The challenge: adapting product data

With each new version of a classification, manufacturers have to adapt their product data. This affects both the assignment of products to the corresponding classes and the mapping of characteristics. Making this process run smoothly is often more difficult than it appears at first glance.

Pitfall 1: Moving or deleting classes and characteristics

In new versions of ETIM or ECLASS, existing classes may be removed or merged. Products that could previously be clearly assigned may no longer fit into a single class. In such cases, manufacturers often have to switch to several classes or revise detailed characteristic data to ensure correct allocation.
Changing or adding characteristics can also lead to problems. Characteristics that were considered important in the old version could be neglected in the new version. Products that were once precisely described suddenly no longer have all the necessary attributes to be fully classified. This can lead to considerable additional work when revising the data.

Pitfall 2: Consistency among data recipients

Another problem is that not all data recipients, such as distributors or retailers, are prepared to switch to the latest version of the classification. There are often different versions that are used in parallel. Retailers may insist on a particular version that is already integrated into their IT infrastructure. For manufacturers, this means that they may have to maintain their data in several versions in parallel.

This "version chaos" requires a high degree of flexibility in data management and a considerable amount of personnel and time. It can happen that a manufacturer has to prepare different product data for different partners, depending on which version of the classification they use.

Technical and organizational pitfalls

The technical and organizational challenges posed by the version change should also not be underestimated.

Pitfall 3: Lack of automation

The version adjustment process is often only partially automated. Many companies have to check and implement the changes manually, which increases the susceptibility to errors. Particularly if product features only change slightly, these adjustments may be overlooked and incorrect information may be communicated in subsequent product communication. Consistent automation and the use of tools that support the mapping process can help here.

Pitfall 4: Communication problems

Another problem arises from the lack of coordination between the parties involved. Manufacturers, retailers and distributors do not always use the same classifications or interpret them differently. Communication needs to be improved here to avoid misunderstandings. It can be useful to offer training for partners or to discuss the common standards in regular meetings to ensure that everyone is on the same page.

Strategies to avoid pitfalls

To ensure that the transition to a new version of ETIM or ECLASS goes as smoothly as possible, companies should consider the following strategies:

Early planning and monitoring

It is important that manufacturers are prepared for upcoming versions at an early stage. Many classification systems offer beta versions or test data before the official release. These should be used intensively to adapt internal systems and processes. Continuous monitoring of changes is also necessary to ensure that no critical updates are missed.

Automation and mapping tools

Automation offers great potential for reducing the workload. Specialized software tools can facilitate the mapping of product features and classes and ensure data consistency. These tools are able to automatically reclassify products or make suggestions as to how they can be assigned in the new version.

Multiple data management

So-called "versioning strategies" can be used to deal with the problem of different versions among data recipients. Here, manufacturers maintain their product data in parallel in several versions and can thus react flexibly to the requirements of different partners. However, this requires well-organized data management and clear processes.

Regular coordination with partners

Close cooperation and regular coordination with partners is essential. Distributors and retailers must be informed about upcoming changes at an early stage and trained if necessary in order to facilitate the introduction of new versions. This cooperation not only reduces frictional losses, but also strengthens business relationships in the long term.

Conclusion

Changing versions of classifications such as ETIM or ECLASS is unavoidable, but also involves risks and challenges. Manufacturers are faced with the task of continuously adapting their product data while at the same time having to take the needs of data recipients into account. A well-planned strategy that includes early preparation, automation and close coordination with trading partners can help to avoid the pitfalls and successfully master the version change.