For such a significant step forward in business computing, extensible markup language (xml) does not really have much to show. As a supplier of computer systems, when a new product comes along we like to show it off with some well crafted screens, or the latest hand-held terminal, but with xml there are no such obvious “fireworks”. But it shouldn’t be dismissed, because xml could seriously streamline business.
For many years computer systems have been improving the flow of work through companies, reducing paperwork and increasing efficiency by automating order processing. The next logical step has been for that efficiency to be extended to the entire supply chain, with a link between computer systems wherever a customer/supplier relationship exists.
There have been facilities to achieve this in the past, most notably EDI (electronic data interchange). However, these were expensive to set up and, as a result, only worked well where a high volume of trading was done between one specific customer and supplier. Xml is different in that it attempts to make more universal links between systems so data can be exchanged with a much wider group of customers and suppliers.
What makes xml potentially so powerful is that a company’s system outputs an electronic ‘document’ (usually via e-mail), that is sent to its customer/supplier. If they are set up to receive xml input of that particular type of document then it would be read into the system automatically. If, however, they are not set up to accept the document – and this is the clever bit – it will print off a human readable document that matches the company’s existing documentation.
This all sounds so simple that you may be asking why we do not all have xml already? There are two main restraints and the first is human language. If a company outputs a purchase order for some “1220 x 2440 x 6mm MDF sheets” from its system, its supplier has to tie this up to its product of “1220x2440x6mm Medium Density Fibreboard”.
The second problem is one of differing systems. If a purchase order for five sheets is entered on a system, then another system should have no problem understanding a quantity entry of five, and be able to input a sales order onto the first system. However, what happens when it comes to timber specifications?
On a system like Ten-25’s UniSTRIP software, when a range of timber lengths is ordered, each length is entered into individual fields in the database, whereas the supplier’s less detailed system may only store a specification as a text entry in a single field. Therefore, matching several fields in one system to a single field in another is a connection that would need setting up rather than linking automatically.
Despite these challenges, xml is a tool well worth investigating. The benefits of being able to link with customers and suppliers are surely worthwhile, and less paperwork, increased accuracy and more expedient information all save time and money.
If you are interested in xml then speak to your software supplier. Even if they don’t have much to show you, it will be worth a look.