MRO Data Governance is an overarching term referring to policies, processes, software and systems that prevent data-quality and data availability issues in MRO processes from arising in the first place.
Some organizations also refer to this simply as “material creation”, “part creation” or “MRO record creation” software since the term MRO Governance is not one that is universally accepted
In large, complex production operations, up to date, reliable and complete data is critical for incident-free repair and maintenance operations and governance systems play a key role in ensuring availability of high-quality data in real-time.
This data can pertain to any or all of;
- Maintenance Spare Parts and Consumables
- Fixed Assets & Equipment
- MRO Suppliers
Understanding MRO Data Governance Solutions
In simple terms, an MRO governance software enforces “completeness”, real-time “deduplication” and “error-free” data record creation of MRO records at the source itself.
Asset-intensive organizations with complex maintenance requirements generally deploy this software for on-going data integrity in their spare parts data.
Larger scale maintenance operations also require similar governance software for their supplier data and their fixed assets.
Most MRO governance solutions, including the ones offered by the ERP or EAM solution provider themselves, ensure data de-duplication and validation at source.
For large-scale maintenance operations though, a purpose-built software that manages, enriches, validates and synchronizes MRO lifecycle data is a necessary pre-requisite for seamless MRO management and Integrity by Verdantis is one of them.
It spans:
Spare parts and materials
Tools and consumables
Maintenance procedures
Service masters
Vendors and contractors
Work order and failure data
The Role of an MRO Data Governance Software
Validation of Records [Basic]
One of the key objectives of an MRO governance software is to run a real-time validation and de-duplication check on the spare part, supplier or fixed asset to ensure that multiple entries don’t exist in the system
While this is a fairly standard feature in most governance systems, the accuracy varies based on the solution.
Integrity, for example, uses industry-trained AI models to weed out duplicates before they are created in the first place.
Real-time Enrichment of Data [Advanced]
Best practices in materials data management dictate that MRO records should be “complete” with the necessary details like part description, category, vendor TIN number, manufacturer name or part number.
Purpose-built governance solutions leverage industry-trained AI models to fetch data pertaining to spare parts, suppliers or fixed assets and enrich MRO data records
The video below showcases this same real-time enrichment in Integrity, Verdantis’ Flagship software for MRO data management.
Most of the currently available part-creation or governance platforms leverage a
Obsolescence Status [Advanced]
Due to extended inventory holding times and substandard inventory management in MRO, spare parts and even some capital assets tend to get obsolete over time, This information should be updated in ERP and master data to reflect the status of the part.
Unfortunately, organizations rarely have processes in place to manage this.
Advanced MRO data management solutions have built functionalities that flagging obsolete parts, this is a built-in functionality in integrity that does this and more.
Finding Alternatives [Advanced]
This feature is something that’s quite tricky to build without purpose-trained agentic AI models; unless the solution provider maintains a large dataset of cross-referenced spare parts, which is next to impossible.
Auto-Enrich AI by Verdantis, that is built into Integrity, autonomously surfs vetted supplier catalogues and finds alternate spare parts, and suppliers of those parts
Multi Domain Data Integration [Beginner to Intermediate]
Excellence in MRO processes can be built with integrated data across different data models.
In case of MRO, data domains pertaining to MRO materials, MRO suppliers and fixed assets need to be linked together for a cohesive multi domain MDM strategy that drives tangible results.
Governance solutions for asset-intensive industries can be integrated in real-time across different data domains and different ERP modules to drive operational excellence across maintenance and manufacturing operations.
The video below showcases how Auto-Doc AI extracts this data from documents and digital BOMs to synchronize this information.
Verdantis’ MRO Data Governance Software
Integrity is Verdantis’ flagship data governance software that powers organizations ranging from mid-market companies to Fortune 500 enterprises globally.
Here’s a demo video that highlights its capabilities
The software can be used as a standalone software for record creation or as a bolt-on software within other ERP systems and master data software platforms.
Unlike other MRO governance and Validation software, Integrity is powered by AI Agents that are purpose trained and re-trained on spare parts, suppliers and fixed assets that are used in the below-mentioned industries.
Our Approach to MRO Data Governance
At Verdantis, we believe that effective MRO data governance goes beyond just organizing information, it’s about empowering your organization with accurate, consistent, and reliable data to drive better decision-making. Leveraging advanced AI and ML-driven tools, our approach covers all aspects of MRO data governance, from data profiling to standardization and beyond.
- Standardization and Enrichment : Utilizing AI-based classification for accurate categorization and enriching data with detailed attributes.
- Real-Time Data Monitoring: Monitoring data quality continuously with Verdantis Integrity to quickly address discrepancies.
- Seamless Integration: Integrating with ERP, EAM, and CMMS systems like SAP, Oracle, and IBM Maximo to reduce manual entry and errors.
- Sustained Data Governance: Establishing long-term frameworks, data stewardship roles, and training to maintain consistent data quality.
- Holistic Data Profiling: Understanding the current state of your MRO data to identify areas that require cleansing and improvement.
- Integrated Data Validation: Verifying the accuracy and completeness of your MRO data through rigorous validation processes.
- Comprehensive Deduplication: Removing duplicate entries to create a clean and streamlined MRO database.
- Domain Expertise: Standardizing data formats and structures to ensure consistency and compatibility across your systems.
Seamless Integration Across ERPs and EAMs
Effective MRO data governance doesn’t exist in isolation, it must work across your enterprise systems to deliver true value. A robust governance framework integrates seamlessly with leading ERP and EAM platforms, ensuring consistency in data quality and governance rules across all touchpoints.
By integrating with these systems, organizations can eliminate data silos, reduce manual rework, and enable synchronized decision-making across procurement, maintenance, and inventory functions.
Whether it’s harmonizing part descriptions across global sites or validating supplier data during onboarding, integrated governance ensures scalable, enterprise-wide impact.
While Verdantis Integrity is designed for seamless integration with any ERP, EAM, or CMMS system, it has been successfully deployed across a wide range of enterprise platforms. This flexibility ensures that organizations can standardize and govern their master data without the need for costly custom development or platform dependency.
Some of the commonly supported systems include:
Core Elements of an Effective MRO Data Governance Framework
MRO Data Governance solution covers indirect materials and spare parts, focusing on ensuring accurate, consistent, and reliable data. Our approach to effective MRO data governance includes:
Data Standards
Establishing clear standards for data entry, classification, and categorization to maintain consistency across systems.
Data Stewardship
Assigning dedicated roles and responsibilities for monitoring, managing, and maintaining MRO data quality.
Compliance Management
Ensuring adherence to industry regulations and organizational policies to reduce risks associated with inaccurate or incomplete data.
Data Validation
Implementing validation checks to detect and correct errors, duplicate records, and incomplete information.
Lifecycle Management
Overseeing the entire lifecycle of MRO data, from creation to archiving, to ensure it remains relevant and accurate.
Significance of MRO Data Governance
In asset-intensive industries, the importance of MRO Data Governance goes far beyond managing spare parts lists or equipment records. It serves as the foundation for operational resilience, cost control, and long-term asset performance.
Here’s why it matters:
Ensures Operational Continuity
Inaccurate or missing MRO data can delay maintenance, cause part misidentification, and lead to unplanned downtime. A governed data environment ensures the right materials and procedures are always accessible when needed.Optimizes Inventory and Reduces Costs
Poor data leads to overstocking, duplicate inventory, and waste. Governance helps maintain optimal inventory levels by eliminating redundancies and improving visibility into usage patterns.Supports Compliance and Audit Readiness
For industries regulated by standards like ISO 8000, GMP, or OSHA, clean and traceable data is essential. Governance ensures audit trails, version control, and alignment with compliance frameworks.Improves Decision-Making Across Functions
From maintenance planners to procurement managers, everyone depends on reliable data. MRO Data Governance empowers teams with consistent, validated information for faster and more confident decisions.Enhances ERP and EAM System Performance
Clean data improves system integration, reduces manual corrections, and ensures that ERP, EAM, and CMMS platforms function efficiently and accurately.
By governing MRO data holistically, organizations create a stable foundation that supports efficiency, safety, and strategic growth across their operations.
Mastering MRO Data Governance: Pillars, Key Metrics, and Business Impact
In asset-intensive industries, effective Maintenance, Repair, and Operations (MRO) depends on one thing above all: trusted data. Poorly governed MRO data leads to unplanned downtime, excess inventory, safety risks, and compliance headaches. Conversely, companies with robust MRO data governance report smoother maintenance workflows, optimized stock levels, and measurable cost savings.
By the Numbers:
30% of unplanned downtime is attributable to incorrect or missing parts data. 20%–25% reduction in inventory carrying costs after implementing structured data governance. 40% faster maintenance planning cycles when MRO data is standardized and validated.
Pillars of MRO Data Governance
Standards & Taxonomy
What it is: A global framework for naming, classifying, and attributing every MRO item—from spare parts and consumables to tools and work procedures.
Why it matters: Consistent taxonomies (e.g., UNSPSC, ISO 8000) eliminate ambiguity, accelerate search, and enable cross-site comparability.
Data Stewardship & Ownership
What it is: Clearly defined roles—data stewards, domain experts, IT custodians—responsible for approving new records, managing changes, and enforcing policies.
Why it matters: Accountability ensures that data requests, corrections, and deletions follow a controlled workflow, reducing errors by up to 70%.
Automated Validation & Deduplication
What it is: AI/ML engines and rule-based algorithms that detect missing attributes, flag duplicates, and normalize values (e.g., “HP” vs. “Horsepower”).
Why it matters: Automation slashes manual cleanup time by 60%, while fuzzy matching prevents material proliferation and redundant ordering.
Seamless Integration
What it is: Bi-directional connectors and APIs linking MRO governance platforms with ERP, EAM, and CMMS systems (SAP, Oracle, IBM Maximo, etc.).
Why it matters: Real-time syncing of cleansed, approved data ensures that maintenance planners and procurement teams work from the same single source of truth.
Continuous Monitoring & Improvement
What it is: Dashboards tracking KPIs such as data completeness, steward response times, duplicate rates, and audit-trail compliance.
Why it matters: Ongoing visibility drives incremental improvements—most organizations see a 15% year-over-year uplift in data quality scores.
Business Impact & Use Case
Global Paper-Based Packaging Manufacturer
A Fortune 500 packaging leader with 1M+ MRO parts across 200+ facilities faced:
30% duplicate parts due to inconsistent naming conventions
Difficulty locating interchangeable or obsolete parts
Excess working capital tied in overstocked inventory
Procurement inefficiencies due to incomplete descriptions
Verdantis’ Governance Solution:
Harmonized legacy data and enriched 100,000+ items using AI-powered classification and parsing
Established automated workflows for new item requests
Deployed real-time data validation and deduplication inside ERP and Maximo
Enabled multilingual governance across US, LATAM, and APAC teams
Business Impact
$25M+ reduction in inventory holding costs
35% faster MRO part search and requisition time
40% improvement in procurement efficiency
95% accuracy in MRO part descriptions post-governance
Real-time data governance via Verdantis Integrity with full audit trail and user accountability
MRO Data Governance Matters Across Industries
Effective MRO data governance is essential for asset-intensive businesses aiming to control costs, reduce downtime, and drive operational efficiency. Without it, organizations face duplicate parts, excess inventory, procurement delays, and unreliable maintenance planning.
By implementing a governance framework powered by automation, taxonomy standards, and workflow controls, such as Verdantis Integrity, companies can ensure ongoing data accuracy and compliance across systems and geographies. In today’s competitive landscape, governed MRO data isn’t just operational hygiene, it’s a strategic advantage.
