6/5/2014
196:
How to do Business
with Sears Holdings
(Sears and Kmart)
Nancy Laskero, Sears Holdings
Rachel McCracken, Sears Holdings
Vickie Sawyer, Sears Holdings
June 11, 2014
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AGENDA
• Who are We?
• Data Synchronization with SHC
• Vendor Portal
• Vendor Support
• EDI Tips and Tricks
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WHO ARE WE?
Fortune 100 company
One of Nation’s largest Broadline Retailers $40 billion of revenue
Unique operating model Based in Hoffman Estates, IL (Chicagoland) 3
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OUR ROLE
• Supporting Speed to Market
– Fast Track Vendor Setup
– Item setup via Data Synchronization
– Focus on Special Programs to WOW the customer
• One time buys
• Short duration sell (in and out)
• Adam Levine/Nicki Minaj
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OUR RESPONSIBILITIES
•
•
•
•
•
•
•
Vendor On-Boarding
Data Synchronization*
Vendor Guides & Communication
Vendor Websites
Vendor Help Desk
Item Setup Support
EDI
* Key initiative
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Data Synchronization
Rachel McCracken
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DATA SYNCHRONIZATION WITH SHC
• There are two ways to synchronize data with Sears
Holdings:
– GDSN® (Global Data Synchronization Network®)
certified Data Pool
• 1WorldSYNC is the recipient Data Pool for Sears
Holdings
– Data Catalogue Provider
• OPENTEXT / GXS is the Catalogue Provider for
Sears Holdings.
• It is up to the vendor to select between the two options
• If already using 1WorldSYNC, there is no incremental
cost to synchronize with SHC
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DATA SYNCHRONIZATION PROCESS AT SHC
• Pro-active Process
– Requirements communicated to vendor during On-boarding
process
• During the initial outreach by Vendor Startup team
• Detailed requirements are sent after we know more about
vendor’s Data Sync usage
• Data Sync should be in place by the completion of the onboarding process
– 1WorldSYNC or OPENTEXT/GXS out reach to the vendor
(dependent product supplied by the vendor)
• Facilitate setup with Data Pool/Catalogue
• Provide detailed guidance on data transmission to SHC
– Easy access to detailed information on SHC landing page on
1WorldSYNC & OPENTEXT/GXS websites
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GDSN ITEM SYNCHRONIZATION WITH SHC
• Load items into your Data Pool
– Obtain Education/Training from your Data Pool or Solution Partner
– Review GDSN Package Measurement Standards and GTIN
allocation rules
• Publish new items to Sears Holdings
– Production GLN: 0633815000004 (Sears and Kmart)
• Check for Catalogue Item Confirmations (CICs) at your Data Pool
– ACCEPT CIC: Ready to review in IMA, add additional information
and submit for approval.
– REVIEW CIC: Data discrepancies; vendor action required.
– SYNCHRONIZED CIC: Item set up is complete in IMA. POs can be
placed.
– REJECT CIC: Rejected or deleted from IMA (after 60 days
inactivity).
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GDSN ITEM SYNCHRONIZATION WITH SHC
• Once ACCEPT CIC is received, go to IMA to add additional required
information
– Be sure to contact your Buyer for:
• Division and Category
• Additional SHC specific fields to be provided
– You must also know your:
• Order Duns
• Flow path
• For assistance, contact the IMA Helpdesk
– 800.931.3141 (7am – 4pm CST) or email:
[email protected].
• After successfully completing item setup in IMA,
“Corrections/Modifies” can be made to update the IMA fields mapped
for item maintenance
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OPENTEXT / GXS ITEM SYNCHRONIZATION
WITH SHC
• Add a selection code for SHC within the catalogue
– Easier to maintain items for SHC
– Only items you are selling to SHC will be sent
– If same items are sold to other trading partners, this
code limits the items SHC can see; no impact on others.
• Make sure you give SHC access
– Work with GXS to create your profile
• Load items into the data Catalogue
• Publish your items to SHC
• Check Data Catalogue Notifications if you do not see
your items in your tasklist
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DATA SYNC – EXISTING VENDORS
• 2013 Accomplishments
– 82% of rollout complete
– Over 5,000 vendors syncing
– 54% increase in GTIN’s synchronized
• 2014 Business Initiatives
– Tools
– Lawn & Garden
– Appliances
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DATA SYNC UPDATE
• 2014 – 2015 Roadmap
– Compliance Program
• Weights & Dimensions
• Unit of Measure
– Additional Attributes
y 24 Space Planning attributes
y Rollout by business/vendor
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Vendor Support
Vickie Sawyer
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VENDOR SUPPORT
y Vendor On-Boarding
y Vendor Portal
y Vendor Help Desk
– How to get answers to your questions
© GS1 US 2014 ALL RIGHTS RESERVED
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Vendor On-Boarding
Vickie Sawyer
© GS1 US 2014 ALL RIGHTS RESERVED
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VENDOR ON-BOARDING –
KEY REQUIREMENTS
– Terms and Conditions must be accepted in 2 business
days
• Must be accepted before doing business with SHC
• Most are returned without edits
– Edits require the involvement of Buyers and Legal
– Edits cost time
– Textile Continuing Guaranty Form for vendors that sell
woven textiles
– Certificate of Insurance (Product Liability)
© GS1 US 2014 ALL RIGHTS RESERVED
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VENDOR ON-BOARDING –
KEY REQUIREMENTS
– Electronic Funds (EFT)
• Vendors must be paid electronically
• Fast and Accurate
– W9 Form tax information
– EDI & Label Certification
– Verifies vendor’s capability to communicate
electronically for orders, payments, etc.
– Ensures vendor’s goods can be received quickly into
SHC facilities
© GS1 US 2014 ALL RIGHTS RESERVED
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Vendor Portal
Vickie Sawyer
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VENDOR PORTAL
•
https://vendorportal.searshc.com
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VENDOR PORTAL - STATISTICS
• Introduced in 3rd Q 2013
• Over 23,000 users
• Over 9,000 companies
• Almost 6,000 company administrators
• Vendor self administration saves us both time and money
• Allows shared responsibility for security of OUR information
© GS1 US 2014 ALL RIGHTS RESERVED
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VENDOR PORTAL - OVERVIEW
SHC Systems
IMA
Vendor
Portal
Work
bench
Simplified access
Guides & Reference
Vendor Training
Self Administration
PO Inquiry & Shipsmart
Vendor Communications
Contact Us
Broadcast Email to users
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VENDOR PORTAL - SIMPLIFIED ACCESS
FOR VENDORS
• Same login for the portal and all systems
• Customized view of applications based on access
• Single sign-on
• Vendor controls access to their company’s information
© GS1 US 2014 ALL RIGHTS RESERVED
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VENDOR PORTAL - USER FRIENDLY
NAVIGATION
• User‐friendly navigation makes it easier for vendors to find the appropriate flow specific Vendor Guide
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VENDOR PORTAL - USER FRIENDLY
NAVIGATION
. . . find the appropriate Order writing specific training
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VENDOR PORTAL - TRAINING
– Online Training
• Self study training available online 24x7
• Topics include:
– Vendor Compliance
– Vendor Websites
– Vendor Guides
– Accounts Payable
– Shipment Marking & Labeling
– Important – after reviewing each topic, users must
acknowledge topic review.
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VENDOR PORTAL - SELF ADMINISTRATION
(ADMIN)
• Administrator capabilities (Vendor can have more than one admin):
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–
–
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View users of their company
Add users
Delete users
Update users’ profile
– Request /change access
© GS1 US 2014 ALL RIGHTS RESERVED
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VENDOR PORTAL - SELF ADMINISTRATION
(USER)
• View users of their company
• Update their own email ID & phone number
• Request access
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VENDOR PORTAL - CONTACT US
• Inquiries can be sent directly to appropriate support area
• Reduces manual effort of sorting and forwarding emails from the
vendor mailbox
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VENDOR PORTAL - SELF ADMINISTRATION
Before the Vendor Portal, users needed to contact US!
Or they didn’t do it at all.
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Vendor Help Desk
Vickie Sawyer
© GS1 US 2014 ALL RIGHTS RESERVED
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VENDOR ‘ONE-STOP SHOP’ FOR ASSISTANCE
y Toll-free hotline for vendors:
1-800-931-3141 7am – 4pm CST
or email [email protected]
y Handles 80% of vendor inquiries directly
y Provide support on
– IMA/CMA/Data sync
– EDI (questions can also be sent to [email protected])
– Password and ID issues
– Vendor on-boarding
– Vendor information guides
– Workbench
– Accounts Payable
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EDI
Nancy Laskero
© GS1 US 2014 ALL RIGHTS RESERVED
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SHC EDI SUPPORT
• Include details when submitting questions to
[email protected] or toll free number
– Provide your company information
– Duns number or EDI sender/receiver ID
– Include:
– Date and type of transaction
– PO numbers
– Department number, especially for Sears
– Error reports received
– More details = faster resolution
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REMINDER OF PREVIOUS SHC EDI CHANGES
• VAN – Liaison/Nubridges – 4010
• Implemented 824 Application Advice for Sears ASNs
– Provide feedback on ‘data content’ errors
– ASN must be corrected and resent
– Most common error; Duplicate BSN-02
• HIGHLY recommend sending contact information in EDI
ASN and Invoice documents
– Asking ALL vendors to send PER segment, containing
valid email contact for your company
– Email contact information is automatically pulled from
these documents and stored in our contacts database
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EDI TIPS AND TRICKS - KMART
• RETURN DATA THE WAY IT WAS SENT ON 850 PURCHASE
ORDER
• Kmart/Sears Holdings requirements (EDI ID 08 – 9254291001)
– Kmart 856 ship notice
• Ship-to (N1*ST)
• Remit/Pay (N1*RE)
• Item identification and unit of measure
– Receive EA, return EA; Receive CA, return CA
– Return KSN as sent in purchase order (not IMA format)
– Kmart 810 invoice
• Remit/Pay (N1*RE)
• Item identification and unit of measure
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EDI TIPS AND TRICKS - KMART
• JIT store-level purchase orders
– Individual PO information must be returned on ship
notice
• Store-level PO number (sent in BEG03)
• Separate quantity for each KSN per PO
– DC-level information must be returned on invoice
• DC-level PO number (sent in BEG06)
• Total quantity for each KSN for ALL POs
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EDI TIPS AND TRICKS - KMART
• Orders for Sears stores can be generated from Kmart systems
– Referred to as shipments to RSCs
– 11 digit order ‘Duns’ number begins with 01 (REF*IA)
• Sender/receiver IDs (Kmart and certain Sears orders)
– 08*9254291001
• 850 Purchase orders
• 860 Purchase order changes
• 856 Ship Notices
• 810 Invoices
– 09*006985290EFT
• 812 Debit / credit
• 820 Remittance
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EDI TIPS AND TRICKS - SEARS
• RETURN DATA THE WAY IT WAS SENT ON 850 PURCHASE
ORDER
• Sears ‘Legacy’ requirements (EDI ID 08 – 61112500xx)
– Sears 856 ship notice
• Item identification and Unit of Measure
– Sears item (IN qualifier)
– Sears SKU, if applicable (IZ qualifier)
• Purchase order date (PRF04)
• Department number (REF*DP)
– Sears 810 invoice
• Item identification and Unit of Measure
– Sears item (IN qualifier)
– Sears SKU not needed; roll quantity up to item level
• Department number (REF*DP)
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EDI TIPS AND TRICKS - SEARS
• Sears ‘Legacy’ sender/receiver IDs
– Varies by product flow
– Listed in Sears EDI guidelines
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SHC EDI – NEW AND TRENDING IN 2014
• New Kmart & Sears SBT DC Flow Path
– Vendors own the inventory; ordering handled by the
Inventory teams
– Vendor will still receive the EDI 850 and send the 856
– Payment based on what was sold and not what’s on-hand in
the stores; no EDI 810
– VMI (Vendor Managed Inventory) Direct To Store
– SHC sends EDI 852 Store Sales & Inventory. Vendor
generates EDI 855. Once confirmed the EDI 850 is sent.
– Mostly for vendors that service stores in a particular region
(ex. souvenirs)
– Vendor is responsible for ‘in stock’ and is accountable for
what is selling
© GS1 US 2014 ALL RIGHTS RESERVED
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SHC EDI – NEW AND TRENDING IN 2014
CONTINUED
• Implemented 864 Text Message for 855 Error Reporting for DC
VMI
– Used to report errors for the Kmart DC 855 for vendormanaged inventory (VMI)
– Vendors are expected to review the 864 and contact the
Inventory team to resolve errors.
– Most common error - invalid Ship GTIN
© GS1 US 2014 ALL RIGHTS RESERVED
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QUESTIONS
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APPENDIX
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ENHANCED DATA CATALOGUE FUNCTIONALITY
IN IMA
• Five options to choose from.
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IMA DATA CATALOGUE FRONT END – THE GRID
• The Grid is an IMA front end that makes it easier and faster for
vendors to add Sears Holdings’ proprietary data to product
information synchronized (transmitted) from a Data Pool/Catalogue to
IMA
– Only available to Data Catalogue vendors using a Data
Pool/Catalogue to send item information to Sears Holdings
– Previously available for New Item set up only
– Enhanced to process updates to Existing Items
• Two new Data Catalogue Vendor Grids for initiating changes to
Existing Items and processing returns on New/Existing Items
–
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GRID BENEFITS
• Speed
– Item set up is 50% faster compared to single-edit IMA
• Ease
– Easy to navigate as Multiple IMA Tabs become one Screen
– Empty required fields grouped together and displayed first
• by default
– Process up to 75 items at a time instead of one item at a time
– Copy down functionality reduces keystrokes
– Vendor packs can be duplicated on the Grid Screen for products
transmitted to IMA via data synchronization
• Accuracy
– Improved error reporting / troubleshooting compared to single-edit
and multi-edit IMA
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GDSN ATTRIBUTES MAPPED TO IMA –
NEW ITEMS
• Up to 85% of the required IMA fields in vendor role can
be transmitted from GDSN
• Attributes in GDSN are mapped to IMA fields for both
Sears and K-Mart items
• For a complete listing of fields, and how they map to IMA,
go to the USEFUL INFORMATION section on the Sears
Landing Page on 1WorldSYNC website:
http://pdm.1sync.org/customers/sears-holdings
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OPENTEXT/GXS ATTRIBUTES MAPPED TO IMA
– NEW ITEMS
• Up to 85% of the required IMA fields in vendor role can
be transmitted from GDSN
• Attributes in catalogue are mapped to IMA fields for both
Sears and K-Mart items
• For a complete listing of fields, and how they map to IMA,
go to HELPFUL INFORMATION / LINKS section on the
Sears Landing Page on GXS website:
http://www.gxs.com/sears-holdings
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COMPLETING NEW ITEM SETUP IN IMA
• Upon receiving ACCEPT CIC, log in to IMA and Click on
the Data Catalogue
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COMPLETING NEW ITEM SETUP IN IMA –
STEP 1
• Filter the Data Catalogue Tasklist by UPC, description,
vendor stock number, or date. To view all of your items to
be worked on, click on Get Tasklist.
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COMPLETING NEW ITEM SETUP IN IMA –
STEP 2
Group items to edit and create a Grid.
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COMPLETING NEW ITEM SETUP IN IMA –
STEP 3
• Create a Grid Group for editing like items.
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COMPLETING NEW ITEM SETUP IN IMA –
STEP 4
• Complete Empty Required Fields
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COMPLETING NEW ITEM SETUP IN IMA –
STEP 5
•
Click the Approve action.
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COMPLETING NEW ITEM SETUP IN IMA –
STEP 6
•
Check Grid History for status.
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SYNCHRONIZING ITEM UPDATES FROM
GDSN TO IMA
SHC can now accept updates to existing items in IMA from GDSN on the below fields.
For an item previously published as NEW that now needs to be MODIFIED (based on one of the below attributes changing)
Each depth
Each width
Each height
Each weight
Each dimensions UOM
Each weight UOM
Carton depth
Carton width
Carton height
Carton weight
Carton dimensions UOM
Carton weight UOM
UOM Code
UOM Qty
Vendor Applied EAS Tag
Pre‐Priced Indicator
Country of origin
HTS Code
Street date
Perishable Indicator Min DC shelf life
Min Store shelf life 57
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ITEM UPDATES VIA GDSN –
THINGS TO REMEMBER
• Sears Holdings is not processing Initial Loads at this time
• For a Correction/Modify to flow to SHC from 1WorldSYNC, it
must have been originally published to SHC (New Item)
• When you make an update to any of the fields mapped from
1WorldSYNC for item maintenance, all the mapped fields in
IMA will be updated with the new values if there is any
difference between new and existing values
– Changes sent from 1WorldSYNC get auto approved in
vendor role if they pass IMA validations and rules
• If you need to update an IMA field that is not mapped from
GDSN, use Data Catalogue – Change Existing Items Option
illustrated next
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CHANGE EXISTING ITEMS (NON-DATA
CATALOGUE FIELDS)
• Log into IMA with your IMA user id and password, Click
on the Data Catalogue, and Change Existing Items
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CHANGE EXISTING ITEMS – STEP 1
•
Select fields and items to change
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CHANGE EXISTING ITEMS – STEP 2
• Complete, Save, and Approve Change Grid
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DATA CATALOGUE – DATA CATALOGUE
NOTIFICATIONS
• Log into IMA with your IMA user id and password, Click on the
Data Catalogue, and Data Catalogue Notifications to see
information on new items and change requests that fail to load
in IMA, change requests on Data Catalogue fields that are
returned by an approving role and change requests on Data
Catalogue fields that go operational
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DATA CATALOGUE NOTIFICATIONS
• Filter Notifications using filters on top of the Notification
view.
• Remove Notifications after taking appropriate action.
• If not removed, Notifications will fall off from this view
after 60 days.
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DATA CATALOGUE – RETURNED ITEMS
• Log into IMA with your IMA user id and password, Click
on the Data Catalogue, and Returned Items to work on
new items and change requests returned by an approving
role in IMA.
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RETURNED ITEMS – STEP 1
•
Select items to work on and create a Grid
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RETURNED ITEMS – STEP 2
•
Complete and approve the Grid
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DATA CATALOGUE – GRID HISTORY
• Log into IMA with your IMA user id and password, Click
on the Data Catalogue, and Grid History to see the
status of different Grids.
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GRID HISTORY
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RESOURCES – IMA DATA SYNCHRONIZATION
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RESOURCES – IMA / DATA CATALOGUE
DOCUMENTATION
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RESOURCES – IMA / DATA CATALOGUE
TRAINING VIDEOS
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RESOURCES – IMA DATA CATALOGUE
E-MANUALS
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