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I am looking for some help! I have been tasked with standardizing the structure and format of names and addresses being created in the company address book.
If your company has a policy/procedure that defines name and address structure, and you would be willing to share it with me I would be forever grateful!!
I am pretty sure we do have a policy and documented procedure. I have forwarded your email to our Customer Service Manager who handles the Address book. I hope to have an answer for you some time tomorrow.
We do not have a formal policy is what I am being told about
our Address Book. I do know that the first thing is to lock
down as far as you can how many people can enter in to the Address
Book. Other items to be concerned with is consistency of
entry. This is always an area that is hard to keep track of
unless you are diligent and either have a BI tool to generate
consistency checks or a reporting tool that is dumping your data
out to a .csv that can be imported in to excel to sort so you can
quickly look for the differences. You are looking for things
like cities with multiple entries in your address book due to
inconsistent entry not to a standard (Chicago, CHICAGO, chicago,
Chicgoa, Chi, etc.). Customers or vendors with multiple
locations can also become problematic if they are entered multiple
times with different customer numbers because when someone searched
to see if they were in the system they did not see the customer
already existed due to format they were entered in. Here as
well there must be very tight controls when setting up the address
book. In our organization vendors must be approved by our
Director of Purchasing and Accounts Payable Manager before they
will be added to the system. New customers are only entered
in by one individual who has a backup or the Manager of Customer
Service. They have SOPs which they use to train new
individuals on address book entry but they are pretty basic and
they did not want me to share them. We use MS Word in some
cases to create the SOPs but also have a tool called Uperform which
can do recordings of web applications and capture every click
giving us both a visual simulation and a written work instruction.
We can also create test scenarios with this tool to have
proof that individuals trained have retained the training.
These can be by selecting answers or more useful by them
clicking through a scenario and entering the data in the correct
Hopefully this has been helpful even though it was not a full
documented procedure. If you have additional questions please
feel free to reach out to me.
The Vollrath Company