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Executive Summary
A major global retailer partnered with mindit.io to overhaul its product and supplier data management processes. With hundreds of retail locations worldwide and an expanding assortment of products, the client faced inefficiencies in supplier collaboration and shop-level assortment management. To address these challenges, mindit.io developed a centralized Masterdata Portal comprised of two core modules: an external Supplier Portal and an internal Shop Assortment Module.
The solution empowered suppliers to securely submit product proposals and cost updates, while giving internal teams full control over shop-specific assortments. With advanced automation, robust security, and a user-friendly interface, the portal significantly reduced processing times, improved data quality, and enhanced supplier relationships.
Key Results:
- Streamlined supplier interactions and product submissions
- Reduced product processing time and accelerated time-to-market
- Enhanced data quality through standardized templates and validation
- Enabled targeted assortments tailored to store size and demographics
- Secured external access with advanced security protocols
About the Client
Our client is one of the world’s leading retail companies, operating across hundreds of airport, travel, and specialty retail locations globally. With a vast network of suppliers and diverse regional needs, the client required a scalable solution to manage product listings and store assortments efficiently and securely.
As the business grew, so did the complexity of handling supplier-submitted product proposals and internal product lifecycle processes. The retailer needed a platform to centralize, secure, and streamline interactions between suppliers and internal teams.
The Challenge
The client faced operational and technical challenges typical of high-volume, multi-region retailers:
- Dispersed Product Data: No single system to manage shop-level product listings and supplier updates
- Manual Workflows: New product onboarding and price changes required excessive internal coordination
- Data Quality Risks: Inconsistent formats from suppliers increased error rates and slowed approvals
- Security Needs: External supplier access to internal systems demanded strict compliance and protection
- Retail Complexity: Processes had to accommodate varying regional product strategies and regulations
With increasing product volumes and supplier interactions, the existing processes were unsustainable for scaling.
Project Goals
mindit.io set out to design and implement a secure Masterdata Portal that would serve both external and internal stakeholders. The solution was expected to:
- Enable Secure Supplier Access: Facilitate external product submissions and updates through a secure, intuitive interface
- Streamline Internal Processes: Centralize assortment listings and improve product lifecycle management
- Ensure Data Integrity: Standardize and validate inputs to reduce errors and improve data reliability
- Support Localized Product Strategies: Allow for assortment customization per store, based on size and passenger demographics
- Build a Scalable Foundation: Accommodate growth, process complexity, and future integrations
mindit.io’s Solution
The solution was delivered as a centralized Masterdata Portal composed of two tightly integrated modules:
Supplier Portal:
- User-friendly interface for submitting new products and updating costs
- Standardized Excel templates for consistency
- Configurable submission windows or always-open flows
- Automated validation to catch data entry errors early
- Advanced approval flows tailored to internal governance processes
- Robust security: Multi-factor authentication, encryption, and role-based access ensured secure supplier interaction
Shop Assortment Module:
- Central repository for all shop and company data across the global network
- Automation for listing management, including product discontinuations and additions
- On-demand report generation to track product availability and listing status
Technologies used included Java, Angular, and manual QA workflows to ensure high-quality delivery and performance.
Implementation Process
The project followed a collaborative, iterative implementation approach:
- Requirement Gathering: Workshops with product, procurement, and IT teams to define workflows and user roles
- Architecture Design: Built for performance and security, especially for external-facing supplier modules
- Module Development: Prioritized usability for suppliers and flexibility for internal teams
- Data Handling Optimization: Designed algorithms to manage large volumes efficiently while maintaining speed
- Security Hardening: Implemented strict controls for sensitive product and pricing data
- Testing & Validation: Conducted extensive manual QA to ensure functional reliability
Results
The implementation of the Masterdata Portal delivered immediate benefits to both internal and external users:
- Faster Time-to-Market: Submission-to-approval cycle times reduced dramatically
- Higher Data Accuracy: Standard templates and validation eliminated manual rework
- Improved Team Productivity: Automation allowed staff to shift from data entry to strategic decision-making
- Better Supplier Collaboration: Clear processes and intuitive tools built stronger supplier relationships
- Localized Product Strategy: Shop Assortment Module enabled precision assortments tailored to each store’s needs
- Security Confidence: Encryption and authentication protocols ensured safe access for external users
Client Testimonial
“The Masterdata Portal built with mindit.io helped us gain control over a highly complex process. Our suppliers now have a seamless, secure way to submit updates, and our internal teams are much more agile.”
Visuals & Supporting Media
To demonstrate the functionality and impact of the solution, the following assets were developed:
- Portal Screenshots: Show supplier submission flows and internal assortment views
- Process Flow Diagrams: Visualize the submission, validation, and approval journeys
- Security Architecture Overview: Detail encryption layers and authentication mechanisms
- Performance Dashboards: Highlight portal usage metrics and data validation success rates
Strategic Takeaways
This project demonstrates how global retailers can modernize and secure their product management workflows:
- Centralized Portals Improve Collaboration: Internal and external stakeholders work better together with unified tools
- Standardization Drives Accuracy: Templates and validation eliminate data inconsistencies
- Security is Non-Negotiable: External access demands enterprise-grade protection
- Flexibility Matters: Systems must support local differences while aligning to global standards
- Scalability is Key: Retailers must plan now for the complexity and growth of tomorrow
What’s next?
Looking to simplify your product data management or streamline supplier collaboration?
Let’s talk about how mindit.io can help you build secure, scalable platforms like we did for this global retailer.
