What is MRO Data Cleansing?

Difference Between Data Cleaning and Data Cleansing

Although they are sometimes used interchangeably, data cleaning and data cleansing represent distinct scopes of work:

• Data cleaning is a tactical activity focused on fixing specific data errors. This includes correcting typos, reformatting text fields, eliminating null values, and validating against basic business rules. It’s usually a one-time or reactive task, and is often applied at the record level. 
• Data cleansing is a broader, more strategic discipline. It encompasses, deduplication of redundant records, standardization of terminology, formats, and units, classification into consistent categories (e.g., UNSPSC, eCl@ss), enrichment by filling in missing attributes with verified sources, and governance through workflows, validation rules, and periodic audits. 

Conducting a Data Audit

The cleansing process begins with a full-scale data audit—an assessment designed to establish a baseline of data quality. This phase involves extracting master data records from multiple systems of record, including ERP, CMMS, and EAM platforms. Key tasks during the audit include: 

• Profiling data for missing fields, inconsistent formats, and invalid values
• Identifying records with vague or non-standard descriptions
• Pinpointing potential duplicates or obsolete entries
• Comparing actual master data structure to internal data governance standards 

The audit also helps define the scope of cleansing by segmenting high-priority records (e.g., frequently used spare parts, safety-critical equipment) from low-use or legacy data. 

Identifying and Resolving Duplicate Entries

Duplicate records are one of the most costly and pervasive data issues in MRO environments. They lead to fragmented procurement, duplicate purchases, and confusion during maintenance planning. The process of identifying duplicates combines several techniques: 

• Fuzzy matching to find similar part descriptions that differ by spelling, abbreviation, or formatting
• Attribute comparison across fields such as part numbers, manufacturer names, and dimensions
• Manual validation by subject matter experts to verify and confirm flagged duplicates 

Data Standardization and Enrichment

Standardization creates consistency across the dataset by applying naming conventions, formatting rules, and classification systems. This can include: 

• Converting free-text fields into structured formats (e.g., “in” to “inch”, “pcs” to “pieces”)
• Aligning units of measure (UOM) to ISO or company-specific standards
• Mapping part types to classification schemas such as UNSPSC, eCl@ss, or IEC 

Furthermore, enrichment adds critical missing data points such as technical specifications, manufacturer part numbers, or commodity codes. This is typically done using a combination of: 

• AI-based classification engines trained on large MRO datasets
• Reference libraries containing thousands of standardized part descriptions
• Rules-based automation for populating fields based on known logic 

Continuous Data Quality Management

Even the cleanest dataset won’t stay accurate without ongoing governance. Continuous data quality management ensures that new or modified records are checked before they enter production systems. This involves: 

• Implementing workflow approvals for master data changes
• Applying business rules to enforce naming conventions, field completeness, and classification consistency
• Running validation checks before new entries are uploaded or activated
• Conducting periodic health checks to catch drift in data quality over time 

Overview of Data Cleansing & Standardization Services

Prometheus Group’s MRO data services address the entire lifecycle of master data—starting with consolidation and cleansing, and extending into long-term governance. These services bring together advanced technologies and industry-specific expertise to build a single, accurate master data foundation from fragmented sources such as ERP, EAM, and CMMS systems. 

The backbone of these services includes: 

• AI and machine learning tools that automate much of the classification and enrichment process.
• A proprietary reference library covering over 5,000 MRO-related commodities across sectors such as mining, oil & gas, pharmaceuticals, and food and beverage.
• Domain expertise and repeatable methodologies built from decades of experience working with asset-intensive industries. 

Key Features of MRO Data Cleansing Services

MRO data management is modular and technology-driven, allowing teams to address specific challenges without having to piece together solutions from multiple vendors. Together, these capabilities give companies a reliable, scalable way to clean their existing master data and keep it accurate and usable well into the future—without relying on ad hoc consulting projects or temporary fixes. 

1. Data capture via mobile OCR 

With MDaaS Capture, field teams can use mobile devices to scan and extract asset data directly from equipment labels, nameplates, and tags. This helps collect accurate data from physical assets quickly—even when nameplates are worn or partially obscured. 

2. Automated data enrichment 

The MDaaS Enrich engine uses machine learning models to analyze and complete missing or inconsistent data, including part descriptions, manufacturer info, and classification codes. This eliminates the need for manual research and reduces the likelihood of errors. 

3. Built-in governance tools 

MDaaS Sustain provides structured workflows and rule-based validation to keep master data clean after the initial cleansing. It prevents duplicates, flags inconsistencies, and enforces organizational standards automatically as new data is added or modified. 

4. Seamless ERP integration 

Prometheus solutions are designed to integrate directly with SAP and other major ERP platforms. This ensures that cleansed and enriched data flows directly into systems where it’s used for procurement, maintenance scheduling, and inventory management. 

5. Support for ERP migration and system consolidation 

When organizations are transitioning to new ERP platforms or merging multiple systems, Prometheus ensures that all key relationships between data objects—like equipment, materials, functional locations, and maintenance plans—are preserved during migration. 

Enhancing Inventory Management

Effective inventory management hinges on accurate material master data. When duplicate, obsolete, or inaccurately labeled items are allowed to accumulate in the system, it becomes nearly impossible to manage inventory levels effectively. 

With a comprehensive MRO data cleansing initiative: 

• Duplicate parts are identified and consolidated, reducing unnecessary purchases.
• Obsolete materials are flagged and removed, freeing up valuable warehouse space.
• Standardized naming conventions improve stockroom organization and visibility.
• Improved cataloging makes it easier for technicians and procurement teams to search for and select the correct items. 

The end result? 

Organizations can reduce inventory carrying costs by up to 30%, decrease stockouts, and avoid emergency orders that inflate procurement costs. Additionally, better visibility into stock levels leads to more accurate demand planning and cycle counting. 

Improving Decision-Making Processes

Data-driven decision-making is only as strong as the data behind it. Inconsistent, incomplete, or inaccurate MRO data can significantly skew reporting and analytics, leading to misinformed business choices. 

Through MRO data cleansing and standardization: 

• Executive dashboards and maintenance KPIs become more reliable.
• Forecasting models for materials usage, maintenance scheduling, and asset lifecycles are built on a trustworthy foundation.
• Strategic sourcing decisions become easier, with better visibility into supplier performance, lead times, and part criticality.
• Risk management improves, as teams are equipped with the correct data to assess spare parts availability and potential compliance gaps. 

By enabling faster, more confident decision-making across operations, clean master data empowers teams to optimize spend, improve uptime, and mitigate operational risks. 

Reducing Operational Costs and Downtime

Unplanned downtime is one of the most expensive disruptions in any asset-intensive operation. Often, the root cause isn’t equipment failure—it’s poor MRO data. Inaccurate part numbers, vague descriptions, and missing documentation delay repairs and keep technicians waiting. 

Clean MRO data helps: 

• Increase wrench time by reducing time spent searching for the right parts or waiting on procurement.
• Accelerate work order execution, as technicians have reliable task lists, tools, and BOMs associated with each asset.
• Avoid rework and delays due to incorrect or incomplete maintenance data.
• Ensure the right parts are ordered the first time, minimizing rush shipping fees and emergency procurement. 

Ultimately, clean MRO data creates a streamlined maintenance process that leads to higher asset availability, fewer costly disruptions, and a more productive workforce.