How to set up a registration center in a large company?

One of the main activities in a large company is maintaining accurate, up-to-date records of all its customers, suppliers, employees and products. This task is carried out through a master data registration center, responsible for collecting, storing and managing important information about the people and organizations the company deals with.

In this article, we will discuss the main steps to build an efficient registration center in a large company. Follow along!

 

Define the scope of the registration center

Before you start building your registration center, it is important to define the scope of its operation.

This means deciding what types of information will be stored, how it will be collected and who will have access to it.

Some examples of information that can be stored in a registration center include customer contact data, purchase history, financial information and employee HR records.

Negotiating the scope of the registration center with the company's other departments and executives is a critical process to ensure that the solution meets the company's needs and can be implemented successfully.

The first step is to identify the stakeholders who need to be involved in the negotiations. This may include representatives from areas such as finance, marketing, sales, human resources and information technology. It is important to ensure that every area of the company that will be affected by the registration center is represented in the negotiations.

Before starting to negotiate the scope of the registration center, it is important to clearly define the objective of the solution. For example, the objective may be to improve the customer experience, increase the efficiency of the sales process or simplify human resources management.

Defining the objective will help guide the negotiations and ensure that everyone involved is aligned on the goals.

 

Required features and requirements

Once the objective of the registration center has been defined, it is time to list the features and requirements needed to achieve that objective.

For example, if the objective is to improve the customer experience, it may be necessary to collect additional customer information, such as their purchasing preferences and history of interactions with the company.

There are several methodologies that can be applied to list the necessary features and requirements, such as:

1. Interviews with stakeholders: Interviews are one of the most common ways to gather information about the company's needs. Interviews can be conducted with stakeholders, who are the parties with an interest in the project. Stakeholders may include representatives from areas such as finance, marketing, sales, human resources and information technology. During the interviews, it is important to ask open-ended questions and allow stakeholders to express their needs and wishes regarding the registration center.
2. Workshops with users: Workshops with users are another way to gather information about the company's needs. Workshops are an opportunity for the end users of the registration center to express their needs and wishes regarding the solution. During the workshops, it is possible to carry out hands-on activities, such as mapping the current process and identifying improvement opportunities.
3. Document analysis: Analyzing existing documents, such as procedure manuals, internal policies and performance reports, can also provide valuable information about the company's needs. Document analysis can help identify existing processes that need to be improved or new requirements that need to be met.

After gathering information through these methodologies, it is possible to list the features and requirements needed for the registration center.

To do so, it is important to categorize the information collected and prioritize the company's most critical needs. The features and requirements can be listed in a requirements document, which will serve as the basis for implementing the center.

 

How to conduct a mapping interview?

To put together an interview schedule, it is important to follow these steps:

1. Identify the stakeholders: The first step is to identify the stakeholders who need to be interviewed. This may include representatives from areas such as finance, marketing, sales, human resources and information technology.
2. Define the objective: Defining the objective of the interviews will help guide the questions and ensure that all of the company's needs are covered. The objective may be, for example, to understand customer registration needs, to understand supplier registration needs, among others.
3. Prepare the script: Based on the objective of the interviews, it is possible to define a script with open-ended questions that allow stakeholders to express their needs and wishes regarding the registration center. It is important that the questions be clear and objective.
4. Schedule: With the script defined, it is possible to schedule the interviews with the stakeholders. It is important to schedule the interviews in advance and ensure that everyone involved is available at the set time.
5. Conduct: During the interviews, it is important to be objective and allow stakeholders to express their needs and wishes regarding the registration center.

 

Define privacy and security policies

When dealing with confidential information, it is essential to have clear, well-defined privacy and security policies.

This includes creating strong passwords, implementing regular backups and adopting protective measures against unauthorized access.

It is also important to ensure that all company employees are aware of these policies and are regularly trained on security best practices.

 

Create a standardized data collection process

To ensure that the information stored in your registration center is accurate and up to date, it is important to create a standardized data collection process.

This may include creating online or printed registration forms, conducting interviews with customers or suppliers, and collecting data directly from reliable sources, such as the government or regulatory agencies.

 

How to demonstrate the value of a registration center?

Demonstrating the value of a registration center can be done through different approaches, but one quite effective way is to present a return on investment (ROI) calculation that shows how the registration center can bring financial benefits to the company.

The ROI calculation is a financial measure that makes it possible to evaluate the performance of an investment by comparing the initial cost of the investment with the benefits it generates over time.

To calculate the ROI of a registration center, some factors must be considered. Let's assume the company invested R$ 100,000.00 in implementing the registration center, which made it possible to reduce the time to register new customers by 50% and increase the accuracy of the information by 20%.

Considering that the company registers 6,000 customers per year and that registration time was reduced by 50%, the time saved per customer would be 30 minutes. This totals savings of more than 3,000 hours per year, or 250 hours per month.

Considering that an operational-level employee has a total employment cost averaging R$ 6,000.00 per month, or approximately R$ 35.00 per working hour, the time savings represent a reduction of R$ 8,750.00 per month or R$ 105,000.00 per year.

The reduction in errors, in turn, represents an indirect saving. Suppose the company loses approximately R$ 100,000.00 per year due to failures that could have been avoided.

Adding the time savings and the reduction in errors, we have a total benefit of R$ 205,000.00 per year.

ROI is (savings generated – costs and investments) / costs and investments.

Therefore, the ROI would be calculated as follows:

ROI = (R$ 205,000.00 – R$ 100,000.00) / R$ 100,000.00

ROI = 105.00%

In this case, the ROI result is positive, indicating that the investment in the registration center generated a positive financial return over the period evaluated.

It is important to remember that the ROI calculation is an estimate and that there may be other variables influencing the result.

Nevertheless, it is fair to say that investing in the registration center offers good potential for financial return for the company.

 

Choose a master data management (MDM) platform

Once you have defined the scope of your registration center, the next step is to choose a master data management platform.

There are many options available on the market, from software specialized in customer management to complete Master Data Management (MDM) systems, such as 4MDG a fast and highly flexible solution; it is important to choose a platform suited to the size of your company and your specific needs.

With your plan drawn up and the scope defined, you should move forward with choosing the software.

Invite vendors and take a look at the market's leading solutions.

Keep an open mind and consult vendors that think differently and have an innovative vision for master data management.

Be careful not to choose incorrect or incomplete solutions. To solve master data problems, you need MDM technology.

Don't settle for makeshift workarounds, such as purchasing portals, IT ticketing systems and PDM software.

Rigid technology takes away teams' agility and reduces operational efficiency, leaving a trail of errors that permeate every business process.

 

Value and train your team

Finally, to ensure that your registration center runs smoothly, it is important to invest in a specialized team. This team can help solve technical problems, answer questions from platform users and provide training and support to requesters within the company.

Building an efficient registration center is a complex process involving many different factors.

To understand a bit more about how to prepare your team and which model is best for your registration center, I recommend watching the video below: