Walk into a well-run industrial storeroom and you’ll see neat racks, orderly bins, and labels that look almost too perfect. But the real order isn’t on the shelves — it’s in the database. Behind every neatly tagged part lies a network of structured information. At the center of that network lives something most people never notice: Characteristics.
In the world of MRO (Maintenance, Repair, and Operations) material master data, characteristics are far more than “extra details” — they’re the structured attributes that make industrial inventory searchable, classifiable, and maintainable across an organization. They transform “just another item” into an identifiable, retrievable, and usable resource in a complex supply chain.
Understanding Characteristics in MRO Material Master Data
In material master data management, characteristics are the structured fields used to describe the physical, technical, or functional properties of a material. They are the descriptive building blocks of an item’s digital identity in ERP/EAM systems like SAP, Oracle, or Maximo.
Definition and Purpose
- Definition: Structured attributes linked to classification templates that store standardized information for each material.
- Purpose: Enable accurate material identification, classification, and retrieval across systems.
- Function in Practice: Differentiate between similar parts and avoid confusion in procurement, stocking, and maintenance.
Example: A “Ball Bearing 25mm” in free-text form could refer to many variants. With characteristics, it becomes:
- Bearing Type: Deep Groove
- Inner Diameter: 25 mm
- Outer Diameter: 52 mm
- Width: 15 mm
- Material: Chrome Steel
Functional use case:
A maintenance planner searching “bearing” in a system without characteristics might get hundreds of irrelevant results. With attributes like Inner Diameter and Material applied, they can filter instantly to the exact part needed.
Structural Role of Characteristics in Material Cataloguing
Material cataloguing in MRO is more than storing descriptions; it’s about building a classification system supported by standardized attributes.
How Characteristics Fit into MRO Classification
- Class-Level Templates
- Each product class (e.g., “Bearings,” “Valves,” “Electrical Cables”) has a specific set of relevant characteristics.
- Example: The “Valve” class might include Size, Pressure Rating, End Connection, and Body Material.
- Predefined characteristic fields prevent free-text inconsistency.
- Enforces uniform entry: “25 mm” instead of “25mm” or “Ø25.”
- Characteristics allow items to be grouped logically and searched with precision.
Functional use case:
A mining company found 14 duplicate gasket records with slightly different descriptions. Introducing class-based characteristics allowed them to merge duplicates and improve stock visibility.
Types of Characteristics in MRO Material Master Data
Characteristics vary by industry and product class, but in MRO inventory management, they often fall into these categories:
1. Dimensional Attributes
- Length, Width, Height, Diameter, Thickness.
- Critical for mechanical fit and compatibility.
- Example: In piping systems, dimensions dictate installation feasibility.
2. Material Composition
- Steel Grade, Alloy Type, Plastic Type.
- Determines durability and chemical compatibility.
- Example: Carbon steel vs. stainless steel affects corrosion resistance.
3. Performance or Technical Ratings
- Voltage, Load Capacity, Flow Rate, Temperature Range.
- Defines operational limits and safety parameters.
- Example: A motor rated at 220V cannot replace a 380V motor.
4. Standard Compliance
- ISO, ANSI, DIN references.
- Ensures interoperability with industry-standard components.
5. Operational Characteristics
- Lubrication Type, Service Interval, Operating Pressure.
- Supports preventive maintenance planning.
Functional use case:
In a refinery, “Seal Material” was added as a characteristic for pumps. This prevented the use of incompatible seals in corrosive environments, reducing premature failures by 80%.
The Relationship Between Characteristics and Material Classification Codes
It’s common to confuse material classification codes with characteristics, but they are different tools:
- Classification Codes: Identify the product group (e.g., “112-BRG” for Bearings).
- Characteristics: Describe the detailed specifications within that group.
Without classification codes, materials can’t be grouped; without characteristics, you can’t differentiate items within the group.
Functional use case:
An electrical motor inventory was coded as “MOT-ELEC” without characteristics like power output or frame size. Technicians had to physically inspect each motor. Adding structured attributes eliminated hours of manual searching.
Standardization of Characteristics for Data Consistency
Data standardization is the backbone of MRO material master governance.
The Problem with Non-Standardized Data
- Inconsistent formats: “25mm,” “25 mm,” “Ø25”
- Multiple terms for the same property: “Stainless Steel,” “SS,” “S/S”
- Mixed units: imperial vs. metric
Principles for Standardization
- Controlled vocabularies with approved values.
- Consistent units of measure.
- Formatting rules for numbers, symbols, and capitalization.
- Centralized control over characteristic creation.
Functional use case:
An oil & gas company implemented a global characteristics dictionary. This allowed stock data from multiple countries to be matched instantly, enabling redistribution and lowering procurement costs.
Functional Use Cases of Characteristics in MRO Operations
- Search Optimization
- Technicians filter for “2-inch,” “Schedule 40,” “Stainless Steel” pipe in seconds.
- Matching attributes reveal that two flange records are identical.
- Consolidating similar items with overlapping specifications reduces excess stock.
- Procurement uses exact characteristic values in RFQs to avoid misinterpretations.
- Linking spare parts to work orders via attributes reduces downtime.
Common Pitfalls in Managing Characteristics
- Overloaded Data Fields — Adding unnecessary attributes clutters the system.
- Inconsistent Terminology — Variations in abbreviations and language break searchability.
- Lack of Governance — Uncontrolled addition of new characteristics leads to duplicates.
- Allowing Free Text — Manual entry without restrictions destroys data integrity.
- Neglecting Data Maintenance — Outdated attributes cause incorrect searches.
Best Practices for Creating and Maintaining Characteristics
- Create a Data Dictionary: Define every characteristic with its purpose and allowed values.
- Assign by Relevance: Apply attributes only to classes where they are meaningful.
- Use System Controls: Drop-downs, validation rules, and mandatory fields prevent errors.
- Train Data Stewards: Ensure entry personnel understand attribute structure and purpose.
- Regular Audits: Periodic reviews catch and correct issues early.
Functional use case:
A global manufacturer’s quarterly attribute audit kept search accuracy above 95% and eliminated recurring entry errors.
Governance and Quality Control of Material Master Characteristics
Governance Essentials
- Clear ownership for each characteristic definition.
- Change control for updates and additions.
- Alignment with international data standards like ISO 8000.
- Performance metrics such as duplicate rates and search success.
Functional use case:
An aerospace maintenance facility reduced attribute-related errors by 70% after implementing structured governance.
Characteristics in MRO material master data are not “extra details” — they are the foundation of accurate material identification, efficient inventory management, and operational reliability.
When well-designed, standardized, and governed, they turn industrial databases into powerful tools for decision-making.
If you want your own MRO material master to deliver that level of accuracy, explore Panemu’s cataloguing service, built on the principle that every characteristic matters. And for a scalable, intelligent way to manage attributes long-term, the SCS Key Feature offers a structured framework that keeps your material data precise, consistent, and operationally valuable.
