Checking for Updates

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Regardless of manufacturer notification on updated products, product listings on eLumit will need to be periodically checked against the manufacturer's website to assess whether or not our listings are up to date. Checking and updating data will be divided into two categories: quick and detailed.

Contents

Formatting new tasks

All tasks should show the starting year and month, ie "2009-11 Check for New Products (quick)"

Check for New Products (quick)

This quick check can usually be described as a scan of the manufacturer's new products section and comparison against eLumit's database. This scan is typically a quick sample since new series / spec sheets in this section will likely have new easily identifiable names that will either yield a result or not in eLumit's public search. This check should also cover a reasonable sampling (approx 10%-40%) or surface check of other series / spec sheets in the rest of the manufacturer's site. If the manufacturer data looks largely to be represented on eLumit, the check is complete. If there are a limited number of distinct series / spec sheets that need to be added, a corresponding update task should be created (see below) and the identifiying names should be appended to the task. If this quick scan (or any other specifier initiated or random scan) results in a significant number of results returning out of date data, the clerk should create a new task for a detailed scan.

The completion of this task represents that new products have been identified and a corresponding update task created or that no update is necessary.

Update New Products (quick)

This task should be created following the quick check for new products. The new products that need to be entered should be listed in the task itself. This update can be performed by any clerk (and not just the clerk that initiated the check) due to the brevity and simplicity of the new products noted. If the product list that follows this task is too lengthy or complicated to convey efficiently to another clerk in the title, the task may be better served as a detailed check and update. The separation of the check and update task will offer information as to the time required to complete the detailed update.

The completion of this task represents that all the products listed have been entered.

Check for New Products (detail)

A detailed check is one that examines all series and spec sheets. Records down to the product detail level should be sampled for accuracy. If the sampling of products in different series and spec sheets starts to return largely up to date records, each record does NOT need to be checked. If the sampling does return several inaccurate product records, a very thorough update is needed. These checks will be initiated at least once a year, with a recommended target of one check every 6 months.

The completion of this task represents that new products have been identified and a corresponding update task created or that no update is necessary.

Update New Products (detail)

This update should follow the detailed check and will likely be performed by the same clerk that initiated the check. The separation of the check and update task will offer information as to the time required to complete the detailed update. A list of products is NOT required in the task.

The completion of this task represents that the entire manufacturer's product line is up to date.

Appropriate scope for changes

Significant attributes

The following represents attributes that, if out of sync with entry, must trigger an update.

Insignificant attributes

The following represents attributes that, if out of sync with entry, do not necessarily trigger an update. If several of these are out of date then an update is more necessary.

  • Catalog numbers when insignificant attributes are not optional: in some cases the manufacturer will offer only one insignificant option, and specify a code in the catalog number, specifying that attribute. For example, a product may be available only in 120V, and the catalog number would be in the form of XXX-X-120V-*. To date, in these cases we have included the code in the catalog number.

Options

NYC Code not the same as New York Calender - from the footnote: "NYC Code A set of fixture requirements regulated by the government of New York City. It assigns a Calendar Number to every manufacturer's fixture submitted; this number is required before installation. The highlight of this code is that it requires fixture manufacturers to build their fixtures of 20-gauge steel material or better and attach these parts with approved mechanical fasteners to ensure better fixture strength and integrity."

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