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Best Practice Created by: Raj Takhar, PhD Researcher
First Published: October 2016
© 2016 Sukhraj Takhar All Rights Reserved
Topic Areas
1. Understand File Formats
2. Template Design Best Practice
3. Building Blocks
4. Examples of Data Exchange Standards Comparisons
© 2016 Sukhraj Takhar All Rights Reserved
Understand File Formats
• Understand the data formats used within your business.
• Understand the data formats used across your supply chain, not just tier 1 suppliers, but those at the very lowest tiers as well.
• You will encounter multiples types of data formats, at multiple software versions. Assess them all, and baseline the most commonly used formats.
• Provide users with simple tools, either by using standard office applications or a simple web based interface for on-line reporting.
• Provide a user with a similar look and feel to an existing office application that will aid the user experience and acceptance.
© 2016 Sukhraj Takhar All Rights Reserved
Material Declaration Template Design - Best Practice (i)
1. Ensure there is an introduction section within the material declaration template which introduces the scope / need for the declarable data to be reported.
2. Do not assume a covering letter from a material declaration template requestor will filter down a supply chain with the material declaration template.
3. Phrase the words contained in the material declaration template top to be clear and concise.
4. Make the words logical to the correct target audience.
© 2016 Sukhraj Takhar All Rights Reserved
Material Declaration Template Design - Best Practice (ii)
5. If feasible (mostly suited to on-line forms) show progress bars so a user can see how much of the declaration template is left to complete.
6. The longer or more complex the material declaration template appears, then the more likely a user will feel negative towards its completion.
7. Avoid open ended questions where possible as you will need to have some mechanism of collating and generalising responses from open ended questions - if you cannot define a generalised scale - the responses from open ended questions become impracticable to manage.
© 2016 Sukhraj Takhar All Rights Reserved
Material Declaration Template Design - Best Practice (iii)
8. If feasible (mostly suited to on-line forms) have an option to pause the survey and return later.
9. If you are using an on-line service to host the material declaration template data to store/send responses, choose an much older version of your internet browser, OS and screen resolution as the minimal version as you can expect your supply chain respondents will vary greatly on IT platforms - Do not think about making current systems look fantastic, remember the legacy system users.
10.Ensure there is good supporting documentation to accompany the material declaration template.
© 2016 Sukhraj Takhar All Rights Reserved
Material Declaration Template Design - Best Practice (iv)
11. Whether on-line or as a spreadsheet based application - Ensure there are good error messages reported back to the user (either via comments or message box comments).
12.Use standard fonts which are viewable across multiple platforms and that do not require any font sets to be installed in order to view.
13.Avoid use of upper case words as they appear more suggestive / formal to different cultures.
14.If data is to be collected and maintained electronically ensure you comply with applicable data protection regulations.
© 2016 Sukhraj Takhar All Rights Reserved
Material Declaration Template Design – Building Blocks (i)
© 2016 Sukhraj Takhar All Rights Reserved
Requestor Data
Supplier Data
Product Data
Conformance Statement
Substance Data
Declarable Substance List
The following building blocks can be applied to a generic Material Declaration Template:
A list of substances against which you would like a supplier to declare against.
Acceptance / Authorisation of data from supplier.
Details of substances found in a article.
Article information – requestor part number (as ordered) against supplier part number.
Supplier related information.
Requestor organisation related information
Query Statement(s)
Specific statements you would like a supplier to answer
Attachments Additional information provided by supplier
Material Declaration Template Design – Building Blocks (ii)
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Requestor Data Supplier Data
<Requestor Company Name>
<Requestor Contact Name>
<Requestor Contact Email>
<Requestor Contact Address Details>
<Requestor Contact Phone>
<Supplier Company ID Number>
<Supplier Company Name>
<Supplier Contact Name>
<Supplier Contact Email>
<Supplier Contact Address Details>
<Supplier Contact Phone> Conformance Statement
<Date of Request>
<Respond by Date>
<Requestor Terms / Comments>
[REQUESTOR BASED] Conformance Statement
[SUPPLIER BASED]
<Acceptance of Requestor Terms / Comments>
Declarable Substance List
<Requestor Part Number(s)>
<Requestor Part Description>
<Requestor Part Version Number>
Product Data
<Supplier Part
Number(s)>
<Supplier Part Description>
<Supplier Part Version Number>
<Authoriser Name>
<Authoriser Email>
<Authoriser Phone>
<Authoriser Signature>
<Authoriser Uncertainty Statement>
Product Data
<Exploded BOM>
<Level1>
<Chemical Substance Name>
<Unique ID Number>
<CAS Number>
<EC Number>
<Synonym>
<Identified Chemical Substance>
<Level2>
<Level..>
<Supplier Part
Number(s)>
<Supplier Part Description>
<Supplier Part Version Number>
<Identified Chemical Substance>
<Supplier Part Number(s)>
<Supplier Part Description>
<Supplier Part Version Number>
<Identified Chemical Substance>
<Declarable Substance List Publication Date>
< Declarable Substance List ID >
Query Statements
<Specific Statement(s)]>
Attachments Ability to attach a file to the material
declaration
Material Declarations - Data Exchange Standard Comparisons
IMDS IPC-1752A IEC 62474 IPC-1755 IPC-1754
Industry Sector Automotive Electronics Electronics, Mechanical
Multi as Cross Industry Standard
Aerospace, Defense and Heavy Equipment
Implemented Since 2000 2007 2012 2014 Draft expected 2017
Deployments Centrally hosted by HP
Multiple Does have a central database
Has XML Schema Not exposed – HP have applications with interface
Yes free to download
Yes free to download Yes free to download
Draft, yes to committee members
Data Elements Well Defined
Well defined
Well defined
Very well defined Well defined, but evolving Draft, but defined
Rigid / Flexible Rigid defined data elements
Rigid, standard has strong electronics bias
Has a high degree defined documentation
Flexible as conflict minerals reporting is become more established
Draft, but can be classed as semi-rigid as schema pertains to IPC-1752A
Substance List Automotive basis Has numerous query lists which act as substance lists
Has a limited substance list set – if this was extended
N/A – its based on reporting of conflict minerals
Currently one from aerospace trade association only
Adaptable Well established from the highest to lowest tiers. Supply chain processes such as PPAP to ensure suppliers compliance
This is one of the most well thought out standards, in terms of templates and usability
Has become very well established
Any industry / organisation should be able to plug in their own substance lists
Limitations True acceptance of process chemicals – limited
Lack of acceptance of process chemicals Substance lists not readily adaptable and only change on a annual basis
Size of substance list (although it is geared to electromechanical) – has superseded IPC-1752A as de-facto electronics industry standard
Reliance on super set of IPC-1751A and IPC-1752A – which if changed could cause issues
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