maintaining a materials declaration system

Created by: Raj Takhar, PhD Researcher First Published: October 2016

© 2016 Sukhraj Takhar All Rights Reserved

Topic Areas

1. High-Level Picture

2. Information Needs

3. Define Internal Data / Process Flows

4. Clean Up Data

5. Methods of Data Exchange

6. In-House or Outsource?

7. Risk Mitigation

8. Positive Declarations



A Material G

en

era

l Te

rms

6. Method of Data Exchange

Spread

she

et Form

Wo

rd P

rocesse

d Fo

rm

Datab

ase Fo

rm

XM

L Form

Ce

ntrally H

osted

Sup

plier Po

rtal

Authorisation Requests

Positive Declaration Requests

1. I

nfo

rmat

ion

N

ee

ds

Known Knowns

Unknown Knowns Unknown Unknowns

4. Establish Supplier Engagement

Spe

cifi

c Te

rms

2. Define Internal Data / Process Flows Exam

ine D

ata Flow

s

Avo

id B

ottlen

ecks En

gage Stakeh

old

ers

Perform

Regu

lar R

eviews

Pro

vide

Feed

back

Min

d M

ap

KPI’s

PPA

P

5. Frequency of Initiation

As

Sup

plie

d

Art

icle

s C

han

ge

An

nu

ally

Bi-

An

nu

ally

As

Ch

em

ical

R

egu

lati

on

s C

han

ge

As

Req

ues

ted

3. Clean Up Data How Are Articles Defined? Internal Specifications Industry Specifications

Supplier Specifications

Intern

ally

7. Declaration Management

Ou

tsou

rce

8. Declaration Monitoring

Transmitted Requests

Response Rates

Incomplete Returns

Positive Declarations

9. Data Analysis Data C

ollatio

n

Declarab

le Su

bstan

ce List(s)

Initial Im

pact

An

alysis

Data Sto

rage

10. Risk Mitigation

Exemption Requests

Look For Alternative Substances

Redesign

Restrictions

11. Customer Declarations


Becomes Problematic When Multiple Optional Mixtures and Substances Defined

Data That You Should Know

Your Specifications That Reference Mixtures and

Substances

Your Specifications That Reference Mixtures and

Substances

Supplier Specifications That Reference Mixtures and

Substances

Data That You Need To Know

Data That You Need To Know

Determine Substances Usage Determine If Substance Use Is

In Finished Article or As Part Of Production Process.

Register Use.

Determine Substances Used by Suppliers How Does The Supplier Use The Substances?

Has The Supplier Registered The Use? (Positive Declaration Follow Up)

Determine Business Risk if Substance Is No Longer Available. What Are The Mitigation Actions??


Define Internal Data / Process Flows (i)

Substance / Mixture

Data

Material

Declarations

Substances

Against Which

Legal Obligations

Identified

Regulatory

Requirements

Chemical

Legislations

Product Data

Risk Management

Plan

Customer

Declarations

Technical Publication Manual /

Conformance Statement (

Paper / Electronic)

Customer

Analyse data

Assess impact

Define Action

Plan

Substitution

Authorisation

Exemptions

Restrictions

Identify Supply

Chain Risk

Perform last time buy

(Where you know

substance will be

restricted but need

enough of substance to

maintain production)

Top Level

Product

BOM

Top Level

Product

Part Number

Specification

Number

Substance

Mixture

Substance

Master Chemical

Substance Inventory ListSDS SystemRegulatory Lists of

Substances

Regulatory lists of substance:

List name: Substances on list

as defined by common name

or CAS number or EC number

Chemical Mixtures and

Substances on Hand Data

Supply Chain

Material Declaration

Statements

Define Internal Data / Process Flows (ii)


Clean Data


Internal Specifications (Supplier Usage)

• Which mixtures / substances are in use?

Supplier Specifications

• Which mixtures / substances are in use?

• Aid suppliers to clean up data as it aids more accurate substance reporting.

Industry Specifications

• Often generalise on substance ranges (like Safety Data Sheet data)

Internal Specifications

• Clean up Specifications .

• Remove Inaccurate Substance Data.

• Remove Redundant Data.

• Minimise Optional Mixtures / Substances (or create additional specifications to aid traceability).

Cle

an yo

ur O

wn

Data To

Aid

A

nalysis an

d O

ffer Su

pp

lier H

ints

and

Tips To

Aid

The

m

Methods of Data Exchange


A

XML Form – XML form, producing XML output file, easily importable to a wide range of IT systems, where reporting would take place

B

Spreadsheet Form – Relatively simple to create, data transformation may require custom scripting. Commonly used, however lacks enhanced reporting capability (adherence to functions of specific spreadsheet versions)

C Word Processed Form – Can work in a similar fashion to an XML form, no reporting, may need additional configuration to work with other IT systems.

Database Form – Can be complicated will depend on users machine having same version or run-time version of the database form, avoid.

D

E Supplier Portal – Dedicated internal system which handles supplier communications

E Centrally Hosted – A central location either internal or out-sourced which handles material declaration processing.

In-House / Outsource Material Declaration Processing?

• Generate a list of articles which require a supplier to provide a material declaration against.

• Generate a list of suppliers who provide articles.

• Generate supplier contact details.

• Create introduction pack.

• Transmit material declaration requests.

• Receipt material declaration responses.

• Track response rates and metrics

• Clarify any issues with suppliers

• Chase outstanding requests.

• Process declarations into reporting systems.

• Submit positive declaration requests.

• Track response rates and metrics

• Clarify any issues with suppliers

• Chase outstanding positive declaration requests.

• Process positive declaration data.

• Analyse data


• Generate a list of articles which require a supplier to provide a material declaration against.

• Generate a list of suppliers who provide articles.

• Generate supplier contact details.

• Create introduction pack.

• Process declarations into reporting systems.

• Process positive declaration requests.

• Analyse data

Risk Mitigation

Positive Declaration

© 2

01

6 S

ukh

raj T

akh

ar

All

Rig

hts

Res

erve

d

Supplier Data

<Supplier Company ID Number>

<Supplier Company Name>

<Supplier Contact Name>

<Supplier Contact Email>

<Supplier Contact Address Details>

<Supplier Contact Phone>

<Date of Request>

<Respond by Date>

<Requestor Terms / Comments>

Conformance Statement Declarable Substance List

<Requestor

Part Number(s)>

<Requestor

Part Description>

<Supplier

Part Number(s)>

<Supplier

Part Description>

Product Data

<Exploded BOM>

<Chemical Substance Name>

<Unique ID Number>

<CAS Number>

<EC Number>

<Synonym>

<Identified Chemical

Substance>

<Mixture> <Region Used>

< Declarable Substance List ID >

Positive Declaration Data

<Sunset Date>

<Process Only>

<Strategy for Replacement>

Requestor Data