Over the last years, we have significantly evolved our material search tools. This undoubtedly gives users a greater ability to find what they need in large databases.
However, we know that in the heat of the operation, even the best search tool does not guarantee that a user will not try to request a material identical to an existing one (duplicate) or a very similar material that could be used in that situation.
In this text we will not explore the consequences of duplicates in the base. Instead, we will present some interesting solutions implemented in our customer community regarding duplicate and similarity checking.
Making the requester's life easier in Create and Modify processes
It is very common, in our customer community using PDMs in their creation processes, to enable duplicate and similarity checking features while the request form is filled in.
The goal is to add an extra layer of protection to the database and support the requester — especially when they did not find what they were looking for in the search tool or did not even search.
When requesting a new material or modifying the classification of an existing material, the solution displays possible duplicates or similar items found:
Additionally, the system enables detailed comparison of the characteristics of those materials, supporting decision-making:
Finally, the requester can choose to:
- continue with the request for a new material; or
- use an existing material in the base.
Important: it is a good practice to systemically prevent the creation of duplicates, even if the requester chooses to continue with a new request.
Special checks
In addition to the more traditional solutions above, it is possible to implement more advanced approaches that identify duplicates or similarities even when the user selects an incorrect PDM. Some examples:
Validation by Part Number / Manufacturer
- For customers who use these fields in the PDM, it is possible to check whether the same **Part Number** is already linked to a material in another PDM.
- *Example:* the requester starts creating a new material in the generic PDM “Spare parts” with the description “DIRECTIONAL VALVE 5-3WE10A5X/EG24K4/CM R901158858 REXROTH”. When filling in the “Part Number” field, the solution identifies that this same code is already associated with a material in the “Directional valve” PDM, letting the user evaluate whether the existing item already meets the need even in a divergent PDM.
Cross-search across PDMs with common characteristics
- When the same characteristic is reused in different PDMs, **cross-searches** are possible.
- *Example:* when registering a material in the “Roller bearing” PDM, after entering characteristics such as “Inner diameter”, “Outer diameter” and “Material”, the system identifies a similar item in the “Ball bearing” PDM. This lets the requester revisit the PDM choice or consider using the existing material.
Monitoring the “uniqueness” dimension of the material base
Beyond reinforcing protections and easing Create/Modify processes, this solution can also be used to monitor the “uniqueness” dimension (as per ISO 8000) within data quality.
That is possible because the solution can compare the entire material base with itself, identifying duplicates and similar items with a configurable minimum similarity percentage.
*Example:* find materials of class “Cutting pliers” that are at least 80% similar to each other or completely duplicated:
- A case of duplication: material 2364 is 100% identical to material 2365;
- A case of similarity: material 2341 shows 80% similarity with material 2379.
A common action from this type of analysis is to review every item deemed 100% equal, deciding which should remain in the base and which should be deleted.
Conclusion
More than an operational control, duplicate and similarity checking is a key element within the data quality strategy, especially regarding the uniqueness dimension.
That is why we increasingly see in our community the evolution toward solutions that support the user at the right moment — preventing duplicates, suggesting alternatives and making the process smoother.
By embedding these solutions into their processes, organizations strengthen information governance and reduce risks associated with data redundancy and inconsistency.
The result is a more reliable base that supports better decisions and more efficient processes.
*Note: The solutions exemplified here are part of the MDM+ BRO portfolio, an SAP-certified add-on for master data governance.*
About akquinet Brazil
We are specialists in master data governance and Master Data Management (MDM) solutions. As part of the German AKQUINET group, we have been present in Brazil since 2012, developing and delivering projects for clients in a wide range of sectors — retail, industry, agribusiness, pharmaceutical and more. With an experienced and highly qualified team, we have become a market reference, offering solutions such as MDM+ BRO, an SAP-certified add-on for ECC and S/4HANA environments, and MDM+ MUB, a SaaS platform for other ERPs, in addition to specialized consulting services in master data governance and processes.