Electronic catalogues

Electronic catalogues:
my first steps...
Electronic Catalogue Tour 2008:
retailers are all in agreement
In January 2008, retailers in France, in partnership
with manufacturers, launched the year of the
electronic catalogue.
A clear and unanimous message was presented by all the major partners
involved in this event: Auchan, Carrefour, Casino, Cora / Provera, le
Groupement des Mousquetaires, Match and System U.
Starting in Paris, the Electronic Catalogue Tour went on to visit Bordeaux,
Lille, Marseille, Strasbourg and Nantes.
Altogether, nearly 350 manufacturers from the food industry and
other sectors gave their support to promote the product data messages
throughout the year.
Throughout these constructive conferences, retailers reached collective
agreement on the 4 fundamental principles that will promote
«connectivity» amongst manufacturers who could use electronic
catalogues:
1 A single point of access for all retailers: the provision of a single
channel for sending product information, using solutions that have been
validated by GS1.
2 The same information for all retailers: the reference is the product
data message drawn up in accordance with the GS1 standard.
3 Standard processes for retailers: synchronising the creation and
updating of data for listing permanent and promotional products.
4 Priority sectors for deployment: food and non-food product sectors
(general, toys, textiles, cultural products and domestic appliances).
A number of manufacturers, SMEs and major groups, all of which
routinely have to exchange product data messages with their partnerretailers, have reported back on their experiences, throughout these
events: the process of setting up the system, the problems that they
encountered and overcome and - of course - the benefits.
2
We would like to thank the following groups for their contributions and for having shared their
experiences during the France 2008 Tour:
• ARRIVE MAÎTRE COQ,
• CADBURY France,
• CAMIF,
• CHÂTEAU CORBIAC,
• COCA-COLA Company,
• DANIEL DESSAINT TRAITEUR,
• FÊTE LATINE, • KRONENBOURG,
• LAVAZZA France,
• NESTLE,
• PARTENAIRE SARL,
• PRODUCTA,
• RICARD,
• SARA LEE,
• SIMMONS,
• VIGNOBLES LACOMBE.
The following Professional Federations also took
part - a strategic move - together with their
members.
• the FCD (Trade and Distribution Federation),
• the FEEF (Federation of French Companies and Entrepreneurs),
• the ANIA (National Association of Food Industries),
• the Fédération de l’Horlogerie (Federation of clock- and watch-makers),
• the Fédération du Jouet (Federation of toy makers),
• the Fédération du Meuble (Federation of furniture makers),
• the AFED (French association of bottlers and retailers of wines and spirits)
• Independent wine growers.
3
List of GS1 partners who were involved in the
France Tour as exhibitors:
• @GP
• AGENA 3000
• C-LIBRE
• CONNECTIV-IT
• EDT
• EQUADIS
• GENERIX GROUP
• IBL
• SERES
• SRC
• TIE France
• TRACE ONE / CATALOGIC
• VERTICALWINE
To contact solutions providers, visit www.gs1.fr > and go to the
GS1 Partners section
List of advertisers:
• @GP
• AGENA 3000
• CATALOGIC / Trace One
• EQUADIS
• GENERIX • TIE France 4
page 13
pages 9 & 20
page 19
page 22
page 11
page 5
Step by step
your first experience of
electronic catalogues
First step
“What is an electronic catalogue and how can it help me?”
What is an electronic catalogue?
An electronic catalogue is a tool which can be used to share
information about a product. The manufacturer enters business,
marketing and logistical information, as well as details about quality, and
ensures it is updated on a regular basis. This information, which makes up
the product data message, is sent to clients who then refer to it when
ordering products, receiving warehouse deliveries or for direct in-store
sales.
Having details about the dimensions of a product, for example, makes
it possible to design shelf layouts. Technical information about a product's
composition or any precautions which need to be taken when using it can
be used to better inform the consumer.
The technical catalogue sends out both new product data messages,
and updates made by the product supplier.
6
A single point of access to product information: an aim
supported by GS1
Many catalogues are available on the market. GS1 International created the
GDSN certification (Global Data Synchronisation Network) in order to make
sure that electronic catalogues use the GS1 produc data message and can
exchange information with other catalogues.
All of these catalogues together make up the GDSN network.
The GDSN network makes sharing information much more straightforward,
and serves as a unique access point for sending out product information to
all clients.
PIM
PIM
PIM
Online
electronic
catalogues
Un
réseau international
An international
network: :
* The GS1 product data message
This is an electronic message that the manufacturer of a product uses to
supply its partners with all its product information. The attributes that are
used do not vary and form part of the GS1 standard.
Examples of attributes:
Product code (GTIN), information about the bodies involved (order and
delivery location), product classification (GPC), descriptions (names,
brand, etc.), measurements (dimensions and weight), lifespans and expiry
dates, technical characteristics (composition, performance, etc.), links for
logistic support or obtaining replacements, etc.
The same list for everybody:
Approximately 120 attributes from the international standardized product
data message have been selected for use by retailers in France.
More information
Belgique
7
Partners can also access information in real time - without
technology being a barrier
The electronic catalogue is therefore an indispensable aid for enabling suppliers
to provide their various partners with product information that is reliable and
up-to-date.
This process of sharing information - also known as Global Data
Synchronisation - results in optimum dissemination of product information,
and in data being aligned between the supplier and the client.
GS1 - the support you need
The GS1 France Qualif GDS label
GS1 France has created this label so that French companies can access
the GDSN network via catalogues in France. In so doing, they can take
advantage of a unique access point for sharing their product information
in accordance with the principle:
Once it is published... everyone gets it
Once you subscribe... you get everything
8
The electronic catalogue and how it can help me
Administrative
benefits
Logistic
optimisation
Information
Optimum use of
entered
once for
lorry space
all clients
Faster stock
New products can reception at the
be entered quickly warehouse
(time savings of
Improved rates of
one week)
service
Reduction in
the costs of
reconciling
invoices (savings
of 50%)
Organisational
optimisation
Consumer
satisfaction
Data no longer
has to be entered
twice
Improved onshelf product
availability and
more varied
More focus on the assortments
"business" aspect
Richer product
information
Reduction in
consumer sales
price (-0.5%)
Reduction of
penalties
In order to benefit from these gains, the product data messages completed by
the manufacturers need to be of high quality.
GS1 - the support you need
GDS training
The GS1 France training centre provides training for companies
wanting to use the international product data message and electronic
catalogues. This training also helps companies understand the aims of
synchronising information and provides the basic materials required in
order to implement the system.
For more information: www.gs1.fr > centre de formation
10
PUBLIREPORTAGE
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CDS.now a reçu la certification GDS
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CDS.now prévoit une implémentation
standardisée.
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Réponse à l’appel d’offre
Catalogue interne et clients
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Saisie ou intégration avec
votre système d’information
www.generixgroup.com
Second step
“What do I do?”
Choosing an electronic catalogue
There are different types of electronic catalogues, each designed to cater
to specific needs and requirements (ranging from the most basic to most
automated):
1Online catalogues, which can be accessed via the Internet, for entering product information
2Online catalogues, which can be accessed via the Internet, for entering
product information, with a facility for retrieving product information from the
company information system (also known as ASP PIMs*)
3Product information management applications which are integrated into
the company information system (also known as in situ PIMs*).
Do I already have access to an electronic catalogue?
NO
YES
Do I have a small enough number of product data message for
me to be able to enter the information manually via the application interface?
NO
More information
I need a tool which
allows structured files to be
integrated
(type 2 or 3)
12
YES
I need a tool which
has a data entry interface
(type 1)
* PIM (Product Information Management)
Company product information management tool designed to enable
manufacturers to group together information retrieved from different
company databases, add to it, generate product data messages and then
finalise them for publication. This tool ensures that the information sent
out to partners is useful and reliable.
It can either be hosted on the manufacturer's premises (in situ PIM which
is handled by the manufacturer) or hosted and handled from a distance
by a solution provider (ASP PIM or online catalogue with data retrieval).
The latter can be shared by other companies - thus reducing their
operating costs.
A product-sheet has to be created in my catalogue for
each one of my articles:
I have to gather together all my information and use the
standard GS1 product data message:
Completeness of my information: 120 attributes for the GS1 produc data message
1) identification (GTIN) of each hierarchical level of my products;
2) identification (GLN) of my company and my partners;
3) classification (GPC) of my products.
Price information is also integrated into the standard and is dealt with at the next stage of the exchange
The accuracy of my information needs to be checked internally: it
is essential that the information (weights, dimensions, marketing period,
accuracy of names) be of a high quality if it is to be integrated into the
product catalogue. The slightest lack of vigilance or mistake will render the
data exchanges unreliable.
Access authorisation needs to be specified for each of my product
data message: As I am the owner of my own data, I can create - for
each product data message - a list of those clients who are authorised
to receive information about my products. This stage is also known as
publication.
I need to make sure that the information on my product data
message is up-to-date: in order to make sure that my partners receive
the most up-to-date information, any changes relating to my products
need to be entered in my electronic catalogue (changes in delivery
conditions, changes in logistics arrangements, a product being replaced
by a product of a different format, etc.)
14
In order for my client to receive information about
my products, it has to:
Subscribe to my product information through its own
electronic catalogue (subscription)
Validate the product information whenever I create new sheets
in my catalogue or update existing ones, and integrate this new
information into its own product listing
Distribute this information among different departments
(buyers, warehouses, points of sales)
GS1 - the support you need
The QualiData service
For members who want to assess the quality of their product
information, GS1 France is offering them:
- A data quality certification service: based on a sample that is
representative of the products being offered by the supplier, GS1
France checks to see how precise the information on the product data
message is. Certification is awarded within 90 days if the supplier has
been able to demonstrate that it is capable of drawing up high quality
product data message. QualiData certification is recognised by all
retailers in France.
- An auditing service for the quality of the information: based
on a sample that is representative of the products being offered
by the supplier, GS1 France checks the information on the product
data message and draws up an audit report on the quality of this
information. This audit may be followed by a QualiData certification
request.
15
Third step
"How much does it cost?"
Online catalogue with Online catalogue with In situ PIM (licence)
information entry
file integration or ASP
(subscription)
PIM (subscription)
Initial cost - Setup charge
- Creation of user
environments
- Data mapping
- Launch of your
information system
- ASP connection
- Launch of your
information system
- Software
- PIM service (installation,
configuration, mapping,
etc.)
Recurrent
costs
- Subscription to service
+ cost per product-sheet
- Subscription to service
+ cost of use (per
product-sheet)
- Maintenance costs
Internal
costs
- Gathering of data,
- Checking of data
checking that it is of high quality
quality and has been
- User training
entered correctly
- Checking of data
quality
- Operating resources
- User training
- Maintenance training
Requirements
- A PC and an Internet
connection
- Appropriate
infrastructure (machine +
communication)
- A PC and a connection
to the Internet or other
network with the online
catalogue
Impacts per solution type
What are the benefits?
16
Online
catalogue with
information entry
(subscription)
Online catalogue
with file
integration or ASP
PIM (subscription)
In situ PIM (licence)
Paper costs are
reduced (printing out
catalogues, faxes, etc.)
+
++
++
Reliability of data
guaranteed
+
++
++
Processes are
automated
+
++
++
Need to re-enter data is
reduced
+
++
++
Gains in productivity
+
++
++
Fourth step
"Now that I have selected a tool,
what's the next step?"
Preparation phase:
1) Preparing for data exchange:
Check the quality of the data
Analyse any discrepancies between the product database and requirements
for exchanges in the synchronised data management system
Enter any missing attributes so as to complete the GS1product data
message
Test phase:
Before moving to the production phase, the partners involved in the Global Data
Synchronisation system go through a test phase during which they check the
completeness of the information in the product data message that the retailer is
expecting to receive.
2) Setting up a test environment:
this is a specific address in the online catalogue to which product
information generated during the test phase will be sent (a sort of secondary
catalogue). The test environment is used for data exchanges in a real-life
situation without actually polluting the production database.
3) Select a hierarchy type to exchange:
simple hierarchy (consumer unit, homogenous carton, homogenous
palette) then complex hierarchy (including homogenous or heterogeneous
consumer pack, heterogeneous cartons or heterogeneous pallets/box pallets).
4) Select the products on which the tests will be based:
the sampling must be representative of all the products marketed by the
company.
5) Collect information from partners:
Each partner's GLN, names and contact details of relevant people, etc.
If the company has several GLNs, all the associated information has to be
communicated.
17
6) Publish the product data message in the catalogue:
manual (information entered via the data entry interface) or
automatic publication (data loaded from the PIM).
7) Test all operations:
creation and modification of the product-sheet, marketing-end
date to test product-sheet deletion
8) Receive a subscription from the retailer:
the retailer uses the manufacturer's GLN, the product GTIN or the
target market (the country in which the product is sold) to subscribe to
the product-sheet
9) Test synchronisation:
this test should involve all products tested, for both the creation of
new products and the modification of existing ones. this is to check the
interoperability of the catalogues
Production start phase
10) Load the electronic catalogue and publish the product data message
11) Ask the retailer to subscribe to the information (GLN, GTIN, GPC or
target market)
Then the product catalogue simply has to be updated in order to ensure
that the information contained in it is always valid.
18
Publireportage
« GENFI est une solution originale, évolutive, ouverte
et reconnue, pour la gestion de vos fiches produits
et l’échange de celles-ci avec vos partenaires ».
Originale, car GENFI est la seule offre qui peut être utilisée, en fonction de vos besoins,
en mode « catalogue en ligne » ou mode « PIM In situ ».
Evolutive, car nous vous garantissons la possibilité à tout moment :
d’enrichir vos fiches produits avec vos propres données ;
d'automatiser la collecte des données à partir de vos bases de données existantes ;
d'intégrer GENFI dans votre système d'information pour devenir LE référentiel de
votre entreprise.
Ouverte, car outre vos fiches produits, vous pourrez aussi intégrer vos conditions
tarifaires, et les appels d’offres de vos clients.
Reconnue, car GENFI est :
certifiée par GS1 ;
interopérable avec le réseau GDSN ;
éprouvée dans les échanges avec de nombreux distributeurs, parmi lesquels
Carrefour, Casino, Leclerc, Provera…
déployée chez de nombreux industriels de toutes tailles (TPE, PME et Groupe) ayant
mis en œuvre la GDS avec leurs clients distributeurs.
GENFI est édité par AGENA 3000, spécialiste depuis plus de 25 ans de la relation
Industrie / Commerce.
LA fiche produit
qui met tout le monde d'accord.
Partenaires
More information
Glossary
- ASP: The Application Service Providers hire out computer-based services over a
network. This means of online distribution reduces deployment and maintenance
costs and is favoured by editors who are keen to appeal to SMEs.
- GDS: Global Data Synchronisation: Set of processes which enable suppliers to
provide their various partners with data that is accurate and up-to-date. Global
Data Synchronisation ensures optimum sharing of information - also known as
"data alignment".
- GDSN: Global Data Synchronisation Network. Network of interoperable
electronic catalogues interconnected by the GS1 Global Registry of product
information. This interoperability is based on the GS1 standard and is verified by
international certification which is issued by GS1. This model allows a company
(supplier/editor or client/subscriber) to use whichever electronic catalogue it
wants to exchange product information with its partners throughout the world.
- GLN: Global Location Number. Unique 13-digit GS1 system code that is assigned
to locations to enable them to be identified worldwide.
- GPC: Global Product Classification. International product classification
code which is part of the GS1 system. The GPC is a rules-based, multiple-tier
classification system made up of different segments each representing a group of
products. These products are themselves defined by attributes.
- GTIN: Global Trade Item Number. The GTIN can be one of the following standard
codes: GTIN-8, GTIN-12, GTIN-13 or GTIN-14.
- Target market: Geographical area (usually a country) in which the commercial
unit in question is available for purchase (ISO 3166 list).
21
PUBLIREPORTAGE
Votre partenaire dans la mise en
œuvre de la fiche produit dématérialisée
petcare & food
france
Mars Petcare & Food France produit et commercialise des aliments préparés pour animaux
de compagnie, du riz, du blé, des sauces et une gamme exotique.
Dans le cadre de l’amélioration continue de nos processus partagée avec nos clients, Mars PF
France a mis en place en 2007 un projet d’automatisation interne des fiches produits.
Nous avons travaillé en collaboration avec les sociétés B2B Techno (www.b2btechno.net)
et Equadis SA (www.equadis.com), cette dernière nous a permis d’avoir une plate-forme
Web d’échanges pour la gestion des offres promotionnelles et la synchronisation
des données.
Une nouvelle interface synchronise via un seul système toutes les données produits et
tarifs nécessaires pour nos clients grâce à une collaboration entre les équipes de Mars PF,
Equadis et notre partenaire historique B2B Techno.
Les gains mesurés sont :
• Fiabilitédesdonnées : synchronisation de l’information, suppression des erreurs
de saisie
• Processusallégés : élimination des tâches inutiles, réponses rapides aux besoins
des clients
• Gainsdetempsetfinanciers.
Ce qui nous a amené à partager et étendre ce processus à d’autres sites du groupe Mars Inc.
Facteursclésdesuccèsduprojet:
• Projetsoutenuparladirection,engagementdesmanagers
• Desrôlesetresponsabilitésclairsetcommuniqués
• DespersonnesdédiéeschezMarsPF,aveclesbonnescompétencesenlogistique,
dans le département des ventes, 1 chef de projet, 1 sponsor
• Unecompréhensionprécisedubesoindesclientsexternesetinternes
• Desprestatairesàl’écoute:collaborationrégulièreetgranderéactivitépourrépondre
à nos besoins.
La prochaine étape majeure est la mise en place de la dématérialisation complète de
la fiche produit, en partenariat avec nos clients.
Pour toute information :
EQUADIS SA
T : 00 41 22 319 42 72
E : [email protected]
GS1 members can access a free support service on:
33 (0)1 40 95 54 10.
Get answers to your questions about which option to go
for, product-sheet information and data quality.
More information
GS1 hotline:
23
GS1 France:
intelligent data exchange
GS1 is an organisation designed
to aid data exchange for industry,
trade and the many associated
partner organisations.
It is dedicated to managing the
design and implementation
of international standards in
order to improve supply chain
management.
GS1's international communication
standards (barcodes, GDSN, RFID
and EDI) optimise the processes
involved in trade and improve
product traceability.
GS1 standards have been adopted
by more than any others and allow
1.2 million companies all over
the world of all sizes and from all
sectors to carry out more than 8
billion transactions per day.
GS1 also provides a wide range
of other services, including
certification, consultancy, technical
support and training.
2 rue Maurice Hartmann
92137 Issy-les-Moulineaux cedex,
France
Tel: + 33 (0)1 40 95 54 10
Fax: + 33 (0)1 40 95 54 49
Email: [email protected]
www.gs1.fr