Learn how to govern your EDI data with best practices for EDI standards, mapping, documents, security, performance, and optimization.

Once you've chosen the EDI standards, ensure they align seamlessly with your existing business processes and requirements. This involves mapping EDI transactions to your internal workflows to facilitate smooth integration and operational efficiency.

Last updated on Jun 9, 2024

How do you govern your EDI data?

Electronic data interchange (EDI) is a way of exchanging business documents and data between different systems and partners. EDI can streamline your workflows, reduce errors, and improve efficiency. But EDI also requires careful governance to ensure data quality, security, and compliance. How do you govern your EDI data? Here are some best practices to follow.

1 Define your EDI standards

EDI standards are the rules and formats that govern how EDI data is structured, validated, and transmitted. There are many EDI standards, such as ANSI X12, EDIFACT, TRADACOMS, and XML. You need to define which standards you will use for your EDI transactions, and how you will align them with your business processes and requirements. You also need to communicate your EDI standards to your trading partners, and agree on how to handle exceptions, errors, and changes.

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jaya Krishna tummala ,MS, CSM

Award Winning Senior Functional Quality Assurance|BSA|SAP QA|Safe 6.0 Agilist|Sigma Xi Full Member|IEEE Senior Member|Fellow IETE|Author
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Once you've chosen the EDI standards, ensure they align seamlessly with your existing business processes and requirements. This involves mapping EDI transactions to your internal workflows to facilitate smooth integration and operational efficiency.

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Shriaunsh S.

SAP Integration Suite Consultant | SD-MM-Integration-EDI Specialist | PMI | Ex-Harman/ Samsung/ Eaton/General Mills | COEPian
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Having clear definitions on EDI Standards being used in Organisation will help Govern the EDI processes to a large extent. For Example, Certain Markets or Customers uses EDIFACT over x12 and some processes have obligation to use certain standards Because of Legal compliances. If you get these things clearly defined, it will be easy for both parties to understand and agree upon which will ensure Quick onboarding in compliance with EDI Data Governance.

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2 Implement EDI mapping

EDI mapping is the process of transforming EDI data from one format to another, according to the EDI standards and specifications of the sender and receiver. EDI mapping is essential for ensuring data compatibility and interoperability between different systems and partners. You need to implement EDI mapping tools and techniques that can handle complex data conversions, validations, and transformations. You also need to test and monitor your EDI mapping processes, and update them as needed.

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3 Manage your EDI documents

EDI documents are the electronic versions of business documents, such as invoices, purchase orders, shipping notices, and acknowledgments. EDI documents contain the data that you exchange with your trading partners, and they are the basis of your EDI transactions. You need to manage your EDI documents in a way that ensures data accuracy, integrity, and availability. You also need to track and archive your EDI documents, and comply with the legal and regulatory requirements for EDI document retention and storage.

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4 Secure your EDI data

EDI data is sensitive and confidential, and it needs to be protected from unauthorized access, modification, or disclosure. EDI data security involves encrypting, authenticating, and authorizing your EDI data transmissions, as well as safeguarding your EDI data storage and backup. You need to secure your EDI data using the appropriate protocols, methods, and tools, such as AS2, SFTP, VPN, or HTTPS. You also need to follow the best practices for EDI data security, such as using strong passwords, firewalls, antivirus software, and audits.

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Shriaunsh S.

SAP Integration Suite Consultant | SD-MM-Integration-EDI Specialist | PMI | Ex-Harman/ Samsung/ Eaton/General Mills | COEPian
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I completely agree on this point of putting a checks and thumb rules on EDI Data from Security point of view. EDI Data payload should never be manipulated or changed in the Middle-ware layer as Middleware can transform the data as per Mapping Guidelines but changing the data in source or Destination payload is not compliant from EDI Data security. Also, wherever applicable and possible stress on using certificate based Authorization to ensure extra layer of security. SFTP servers should be polled with EDI Security compliant agents to make sure unnecessary attacks and data manipulations.

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5 Monitor your EDI performance

EDI performance is the measure of how well your EDI processes and systems are functioning, and how they are affecting your business outcomes. EDI performance monitoring involves collecting, analyzing, and reporting on various EDI metrics, such as volume, speed, accuracy, reliability, and cost. You need to monitor your EDI performance using the relevant tools and dashboards, such as EDI software, analytics platforms, or business intelligence systems. You also need to set and review your EDI performance goals, and identify and resolve any issues or bottleneecs.

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6 Optimize your EDI processes

EDI optimization is the process of improving your EDI processes and systems to achieve higher efficiency, effectiveness, and value. EDI optimization involves evaluating your current EDI state, identifying your EDI gaps and opportunities, and implementing your EDI improvements and innovations. You need to optimize your EDI processes using the best practices and methodologies, such as lean, agile, or continuous improvement. You also need to involve your EDI stakeholders and partners, and seek feedback and collaboration.

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Shriaunsh S.

SAP Integration Suite Consultant | SD-MM-Integration-EDI Specialist | PMI | Ex-Harman/ Samsung/ Eaton/General Mills | COEPian
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In my 11 years of experience, I believe that EDI Onboarding of Customers or 3PL warehouses using EDI security compliant protocols is the First Step in continuous improvement process. Once Process is established, it should be periodically reviewed to understand process gaps, stakeholders Painpoints and continuously improved from Functional as well as Technical aspects! Performance enhancements, User-friendly Reports and training documents can be go-to improvement tools which will ensure EDI process remains up-to-date and efficient!

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you govern your EDI data?

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1 Define your EDI standards

2 Implement EDI mapping

3 Manage your EDI documents

4 Secure your EDI data

5 Monitor your EDI performance

6 Optimize your EDI processes

7 Here’s what else to consider

Electronic Data Interchange (EDI)

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