Managing Your Supply Chain Utilizing Unique Facility Identifiers (UFI s) for Vendor Master Data

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Ernest Arnold
8 years ago
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Murdoch Director, QA-Procurement Eli Lilly & Company

1 Managing Your Supply Chain Utilizing Unique Facility Identifiers (UFI s) for Vendor Master Data Gwyn L. Murdoch Director, QA-Procurement Eli Lilly & Company PharmaLink 2015, Xavier University Cintas Center, Cincinnati, OH, March 24-27, 2015

2 Managing Your Supply Chain Utilizing Unique Facility Identifiers (UFI s) for Vendor Master Data Agenda Project Initiation Proposal for New Process for Identifying Unique GMP Vendor Facilities Process Implementation Challenges Lessons Learned 2

3 Project Initiation Previous Process The process previously utilized for identifying unique GMP vendor facilities was difficult due to minor differences in Vendor Names and Address text, therefore, resulting in the creation of duplicate GMP vendor facility records in the Enterprise Resource Planning (ERP) System. Examples: Are these the same facility? XYZ LTD ; Western Centre,Northampton, Northamptonshire XYZ UK PRODUCTION LTD ; Western Centre,Northampton, Northamptonshire or XYZ Corporation, 5960 Henry Rd, Columbus, Ohio XYZ Corp, 5960 Henry Rd, Columbus, Ohio; XYZ Corp 3

4 Project Initiation Project Goals Institute controls to prevent duplicated GMP vendor facility records from being created in the ERP System. Results would include: Minimizing the creation of duplicate GMP vendor facility records in the ERP system Accurately generating GMP vendor lists directly from ERP system Generating the audit schedule from ERP system based on risk classification and required audit frequency Assigning all materials or services purchased from a unique vendor to one unique vendor facility record Complete transparency of supply chain!!!!! 4

Proposal for New Process New Process Developed new process to prevent duplicated GMP vendor facility records from being created in the ERP System A key element of the new process was the use of the

5 Proposal for New Process New Process Developed new process to prevent duplicated GMP vendor facility records from being created in the ERP System A key element of the new process was the use of the Data Universal Numbering System (DUNS numbers) for the purpose of unique vendor facility identification for GMP vendor facility records. The following types of GMP vendors were included in the scope (not limited to API and excipient manufacturers): Original manufacturer Additional manufacturer Repackager Testing facility Distributor Development supplier GMP Service Provider Aligns with the FDASIA requirement of unique facility identifiers for API and excipient suppliers. Collaborated with Dun & Bradstreet (D&B) to identify DUNS numbers for all existing GMP vendor facility records. 5

6 Proposal for New Process 6

7 Process Implementation Challenges Challenges Identified D&B initially identified DUNS numbers for >96% of the GMP vendor facility records. However, for some of the GMP vendor facility records, the D&B facility information was not a direct match to information in the ERP system (e.g., discrepancy). Types of discrepancies included: Records where there is a discrepancy in the name Records where there is a discrepancy in the city Records where there is a discrepancy in the postal code Records where there are multiple discrepancies within the same record (e.g., name, city, and/or postal code) 7

8 Process Implementation Challenges Examples of Discrepancies Name Discrepancy Name in ERP System: XYZ GMBH Name in D&B: XYZ Gesellschaft mit beschränkter Haftung City Discrepancy City in ERP System: Athens City in D&B: METAMORFOSSI Postal Code Discrepancy Postal Code in ERP System: Postal Code in D&B: Multiple DUNS numbers for what appears to be the same facility (e.g., 45 different DUNS numbers for what appears to be one very large facility) 8

Process Implementation Challenges Potential Causes Potential causes for the discrepancies include: Too much weighting given to phone number by D&B ERP system information is not

9 Process Implementation Challenges Potential Causes Potential causes for the discrepancies include: Too much weighting given to phone number by D&B ERP system information is not accurate D&B information is not accurate Small number of cases where vendor configuration for D&B facility is unusual Each discrepancy or lack of DUNS number results in an investigation 9

10 Process Implementation Challenges Discrepancy Investigations Currently, each discrepancy is individually submitted to D&B through their customer support interface. D&B investigates the discrepancy to determine if their name and address is correct. All the case and resolution tracking is completed by the submitter. 10

11 Managing Your Supply Chain Utilizing Unique Facility Identifiers (UFI s) for Vendor Master Data Lessons Learned Utilizing DUNS numbers as a unique facility identifier is a potential solution to ensure transparency of your supplier chain. The implementation, however, poses challenges: It is not free (e.g., resources, dollars) Name and address matching algorithm for initial load needs to be better understood and applied Ease of searching for DUNS Number in ERP system influences usability as unique facility identifier Duns Numbers are not always available for international facilities When we do have a new GMP Vendor facility record with a strong match to a Duns Number, we have confidence that we are entering quality data into our master systems. 11

12 Questions? 12

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