01
Scattered truths
Material data in PLM, item master in ERP, marketing data in PIM, certificates as PDFs on a shared drive – and four versions of the same value.
Data · the real project
The product passport is a data project. Not a legal project.
Material composition per batch, substances of concern, carbon data, supplier evidence – the DPP demands data that today sits scattered across ERP, PIM, PLM, Excel islands and email inboxes. We bring it together: structured, machine-readable, permanently maintained.
- Data auditAn inventory across all systems and Excel islands
- Data modelDPP structure per product group, standards-compliant (EN 18219)
- Supply chainStructured data sourcing instead of email ping-pong
- IntegrationERP/PIM interfaces – passport data stays current automatically
01 — Problem
Why “we already have all the data” is rarely true.
In almost every data audit we find the same five patterns:
02
Wrong granularity
Depending on the legal act, the passport requires data at model, batch or item level – yet data is often maintained at article level only.
03
Supply-chain gaps
Recycled content, origin, substances of concern: the most critical passport data is not in-house at all but sits with upstream suppliers – often several tiers away.
04
Not machine-readable
A PDF certificate is evidence, not a data record. The DPP demands structured formats via open interfaces.
05
No maintenance process
Even complete data goes stale: formulation changes, supplier switches, new batches. Without clear responsibilities and automation, every data foundation crumbles.
How many of these patterns do you recognise?
A compact data audit brings clarity within a few weeks: what exists, what is missing, what the gap costs. Call us – we will sketch the scope in 15 minutes.
02 — Approach
From data chaos to a registrable passport.
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1
Data audit
An inventory of all DPP-relevant data across ERP, PIM, PLM, Excel and documents – with a gap list against the requirements of your product group.
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2
DPP data model
Target structure per product group: attributes, granularity, identifier logic per EN 18219, access tiers, leading systems.
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3
Supply-chain data
Structured request processes for suppliers: templates, portals or interfaces instead of email ping-pong – including escalation paths and contract clauses.
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4
Systems integration
Interfaces that keep passport data current automatically: ERP/SAP connections, PIM set-up or extension, replacing Excel-based data keeping.
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5
Maintenance & operations
Responsibilities, data-quality checks and change processes – so the passport stays accurate across the life cycle.
03 — Side benefit
The good news: this work pays off several times over.
DPP data management is not a pure compliance expense. The same data foundation serves:
- Customer and tender requirements: B2B buyers who become DPP-obligated themselves are already demanding the data from their suppliers – those who can deliver win the orders.
- Sustainability reporting: carbon and material data feeds into CSRD reports and customer enquiries – from one source instead of being collected three times.
- Internal efficiency: a consistent product data foundation speeds up new-item onboarding, e-commerce feeds and translation processes as a matter of course.
Or put the other way round: do the data work properly now, and the product passport comes almost as a by-product. Postpone it, and you will do it in 2028 under time pressure – at twice the price.
04 — FAQ
Frequently asked questions about DPP data management.
Do we need the software first or the data model first?
The data model. A platform without a defined data structure becomes an expensive empty shell – and the platform choice itself depends on granularity, volumes and source systems. The order: audit → model → software decision.
How do we get data from suppliers who will not cooperate?
With structure instead of pleading: clearly defined minimum data sets, reasonable formats (templates/portals), contractual anchoring in new contracts and prioritisation by risk. With third-country suppliers, pointing out that the data is becoming a market-access condition for the EU often helps – every sales team understands that argument.
At what level must we maintain data – article, batch or item?
That is set by the delegated act for your product group (framework: EN 18219). Batteries run at individual-item level; many consumer goods will likely run at model level. We design the data model so that later refinement does not mean a rebuild.
Can you also take over the Excel replacement?
Yes – migrating grown Excel-based data keeping into structured systems is one of our most common project types and often the real precursor to DPP readiness.
Contact
Let’s talk about your DPP readiness.
Just tell us your industry and product group – you’ll get an honest first assessment: applicability, time window, sensible next steps. Free and without obligation.
Vincubate Ventures · Across the DACH region and Europe, remote & on site
Or write to us right here.
Two sentences about your industry and product group are enough – we usually reply within 24 hours on business days.