Conrad Greer & Building Sustainable Data Frameworks (Part 3)

Continuing our in-depth discussion with spare parts management expert Conrad Greer, we now transition from strategy to practical execution. In Part 1, we explored how inconsistent item identities can undermine even the most sophisticated ERP systems, leading to operational inefficiencies, safety risks, and organisational silos. In Part 2, we examined how poor MRO data directly affects cross-functional performance and financial results, offering methods to quantify the costs of poor data.

In this third installment, we focus on how organisations can transform legacy MRO data into a clean, rationalised spare parts catalogue. Greer shares practical methodologies for applying structured taxonomies, ensuring data consistency, and creating scalable governance processes that evolve alongside business needs.

From Data Dumps to Clean Catalogues

In his consulting work, Greer collaborates remotely with enterprise clients on MRO data assessment and rationalisation projects. His initial step involves collecting system data, such as inventory records and maintenance logs, before applying structured analysis to uncover inefficiencies in spare parts management.

"It’s not just about saying 'this hurts.' We build the story using real data, making the opportunity for improvement clear and actionable."

This diagnostic phase not only illustrates the business case for MRO data improvement but also scopes the path forward in terms of taxonomy, standards alignment, and catalogue clean-up.

Applying Taxonomy to Make Spare Parts Data Actionable

Greer champions the use of structured MRO data taxonomies—classification frameworks that enable consistent, searchable item records. Once the raw data is collected, his team loads it into a taxonomy engine to begin rationalisation. This involves identifying duplicates, reconciling inconsistent descriptions, and aligning technical specifications with standardised fields.

"It’s not just about matching manufacturer part numbers. We focus on standardising attributes in item descriptions by material class so that descriptions are comparable. That is the key to differentiation."

Standards Alone Are Insufficient—User-Centric Design Is Crucial

While frameworks such as UNSPSC, ISO 8000, and ISO 22745 provide useful baselines for MRO data, Greer stresses they are not designed to serve maintenance planners seeking the right part quickly.

"UNSPSC is just a grouping tool. It doesn’t help someone on the ground identify precisely which item they need."

Greer’s approach involves developing client-specific taxonomies tailored to each organisation’s assets and operational context. Clients actively validate these taxonomies to ensure practical applicability. To scale efficiently, his team leverages offshore resources to codify and enrich the MRO data. Typically, they find that for every item with five key attributes, up to 75% of records are missing two or more attributes.

Managing Obsolescence and Indeterminate Items

Another critical step is the identification of obsolete or indeterminate items. Spare parts with no current usage and no on-hand stock are flagged for deletion. If inventory exists, the item is queued for investigation.

"Obsolete parts are clutter. They take up space, confuse users, and provide no operational benefit."

However, he advises that removing obsolete items should not be the initial focus. The primary goal is to establish a rationalised, reliable catalogue.

The End Goal: A Clean, Actionable MRO Catalogue

Ultimately, Greer aims to help clients build a clean, accurate, and user-friendly MRO data catalogue that supports procurement, warehouse management, and maintenance planning.

"The goal is simple: one item for each actual maintenance requirement—no more, no less."

By combining structured taxonomy, applicable standards, and real-world validation, organisations can turn their spare parts data from a liability into a strategic asset.

Applying Taxonomy to Future Changes

Once a rationalised catalogue is in place, maintaining its integrity requires ongoing governance. Greer advises applying the same taxonomy consistently to all new entries.

"The key is to use the same taxonomy that was applied during rationalisation for every new entry."

Whether it's an acquisition, capital project, or the addition of new materials, every new item must align with the existing MRO data taxonomy. This ensures consistency across asset lifecycles, reduces duplication, and supports data comparability.

The Everyday Source of Catalogue Clutter

Greer points out that daily operations, not large projects, are the main source of catalogue clutter. New part requests from frontline staff often bypass proper validation.

"We see organisations adding thousands of items without any major capital activity. They’re not expanding operations—they’re just duplicating existing items."

In many companies, rigorous change protocols apply to most operational areas—but not spare parts:

"In most places, every change requires review and approval. But for MRO items, it’s still 'Need a new part? Just add it.' The standard manufacturer’s part number check is ineffective."

Governance with Flexibility: A Living Taxonomy

While standardisation is essential, Greer advocates for a flexible approach to MRO data that evolves with operational needs. Field teams should be empowered to suggest improvements, and any updates to the taxonomy must be justified and structured.

"The taxonomy isn’t static. It should evolve with the business. A well-governed taxonomy supports consistency while enabling continuous improvement."

Greer views the rational catalogue not as a static repository but as a dynamic framework, supporting optimal efficiency through strong governance, controlled data entry, and flexibility.

Conclusion: From Clean-Up to Continuous Control

As Greer makes clear, spare parts data management is an ongoing journey. By applying structured taxonomies, aligning new entries with existing standards, and integrating operational feedback, organisations can create catalogues that evolve with their needs. Solutions such as SPARROW.Clean can support this process by helping teams systematically cleanse and harmonise spare parts data, ensuring the foundation for long-term data integrity is firmly in place.

The ultimate goal is not simply to cleanse data but to establish a system that prevents future clutter, supports better decision-making, and fosters collaboration across maintenance, supply chain, and procurement.

===> Coming Up in Part 4: In the final post of our series, we will explore how artificial intelligence and machine learning are poised to reshape spare parts management. From automating classification to predicting inventory needs, we will discuss the technologies enabling smarter, faster, and more resilient MRO processes.

===> Missed Part 1? Read Conrad Greer & The Risks of Broken Data

===> Missed Part 2? Read Conrad Greer & The Real Cost of Bad Data