Best practices on Master Data Management
With a fleet of 300 modern container ships and a total transport capacity of 2.3 million TEU, Hapag-Lloyd is one of the world’s leading liner shipping companies. In 2021, Hapag-Lloyd replaced several systems with SERTICA to digitalize maintenance, procurement and HSQE.
Master Data Management
“With Master Data Management in SERTICA, we have one single source of truth. All maintenance data, quotes, supplier evaluations, lead times, stock, and much more, is centralized.”
Joost van Eupen, Director Fleet Management Software at Hapag-Lloyd
With the Master Data Management (MDM) module in SERTICA, Hapag-Lloyd can centralize data and set standards across the vessels. This uniform data and structured naming makes it easy for the crew to search the system, regardless of the vessel they are working on.
’We see a comprehensive and fast evolution of our data and as an example, we have started to add regulatory measures. We can predict future needs and autocomplete suppliers, prices, and lead times for the fleet.”
Joost van Eupen, Director Fleet Management Software at Hapag-Lloyd
This holistic data approach simplifies tracking and reporting, increasing transparency of costs across the fleet.
Tree Structure: The Golden Vessel
Initially, Hapag-Lloyd had the desire to increase onboard efficiency for their captains. Joost van Eupen tells: “We had the goal to streamline our processes onboard our vessels and make it easy for the captains to perform their daily work.”
To achieve this, Hapag-Lloyd created what they call the “Golden Vessel,” which basically is the ideal component structure, which can easily be copied to new vessels. The component works as a functional entity that can contain further components and hold jobs, services and documents.
“We have based our Golden Vessel on the SFI structure to handle our components, which works very well for us. We can easily set up data structures for new vessels and add specific components for each vessel when necessary. This has resulted in less errors because we only need to do things once.”
Joost van Eupen, Director Fleet Management Software at Hapag-Lloyd
Numbers from MDM
- 8 classes
- 60 Units
- 7000 Components
- 150.000 Items in fleet
- 15 Purchase types
- 210 Technical accounts
- 180 Dock jobs
How to get started with Master Data Management
Looking back on the implementation of Master Data Management, Joost van Eupen offers his advice on how to get started with such a project:
Step 1: Create a SFI component library and tree structure (Golden Vessel)
- Stick to the SFI structure and use dummy nodes for multiple usage
- Attach matching drawing to components.
- Have RINA create an MDM with unit component mapping Excel, which is crucial for MDM import.
- Use similar digits on all units on the first tree level.
Step 2: Select a specialized service provider for data extraction
- Extract all items from drawings per component.
- Extract all jobs from drawings with intervals.
Check, merge, and reduce data. - Add office data (Technical accounts, numbers and criticality).
Step 3: Import data with all relations
- Copy the Golden Vessel unit.
- Go-Live per finished vessel.
Step 4: Match all jobs with the legacy systems’ structure
- Migrate job histories per unit.
- Identify non-identical components and job structure.
Step 5: Get the Inventory team onboard
- Use QR codes for stock counts and updating warehouses.
- Calculate with 2 persons for approximately 25 days.
“What I truly value about SERTICA is not just the software itself, but the synergy between the system, our onboard workflows, and the data requirements in the office. With guidance from RINA’s product management team, we’ve established a highly effective setup that supports our operations seamlessly.”
Joost van Eupen, Director Fleet Management Software at Hapag-Lloyd
Hapag-Lloyd recommends to:
- Include the interval in the job name
- Start with the reference number or drawing number in the item name
- Name the counter after the SFI component to make an easy match
Reflecting on the project, Joost van Eupen would advise against sorting components by maker within the Master Data Management (MDM) module as it is sorting numerically and not alphabetically.
Given the large number of makers Hapag Lloyd are working with, this method proved inefficient. Additionally, he strongly recommend avoiding the deletion of MDM job instances on units, as this action is irreversible.
“Adopting internal procedures needs to be kept in focus as it is as important as the actual IT implementation itself.”
Joost van Eupen, Director Fleet Management Software at Hapag-Lloyd
