Data Capture - Filling The Gaps In Information

Peter McCarthy, Managing Director, Assetera PL

We would all recognise the strong relationship between good information and effective management … this is why we use information management systems. Occasionally information contains gaps requiring the collection of additional data. Data collection projects can be quite risky in terms of time, cost and quality. Unfortunately, too often, these projects have produced disappointing outcomes. If the sourced data is of a high quality, the information management systems can drive great value for the organisation.  

There are a number of principles which will improve your chances of completing a successful data-capture project:

•    Data should be transparent: It is important to establish the asset hierarchy and determine the best level to collect records. A common standard for asset hierarchy related to facilities is Site / Building / Floor / Space – to collect data on light fittings requires the assessor to visit each space so it makes sense that the data is recorded at that level. Collecting the data at any level higher that “Space”, in this instance, reduces transparency.  The test for transparency is how easy it is to physically confirm / find a specific element referred to in a record.

•    Data should be consistent: It is important to establish a convention for naming elements and assemblies. How an assessor names an element or assembly should not be a subjective decision, but be objectively based on a previously agreed convention. You need data which can be manipulated into concise information.

•    Collect as much data internally before you embark on a data collection exercise in the field: Source old records, plans, asset registers, maintenance manuals; anything that would be held within the organisation. Data collection of this type is largely desk based exercise and can generate good quantities of data. Subsequently the scope of the field collection can be modified and therefore be less costly.

•    Quality comes from the assessor: Collecting field data requires a lot of concentration so ensure assessors are being asked to collect reasonable data. Each assessor should be precisely aware of the data items they are expected to collect. The more complex the thought process for the assessor the less likely they will consistently collect good data over the course of the day. Costs and risks assessments can be added later.

•    Always confirm access arrangements: It is particularly important for data collection across a number of sites that the site managers are fully aware of:
    •    the assessment date;
    •    what data is being collected; and
    •    the purpose of the project.

Denied access or detailed explanations can add significant costs to the project through time delay.
•    Concentrate on priority facilities: If funding of a data collection project is a concern, develop a program where the most used or critical assets are assessed as priority. Further assessment can be programmed as funding becomes available or as the nature of the benefits / outputs from the initial project become apparent.





About Assetera

Assetera was established in 2006 by a group of consultants consolidating many years of expertise in property asset and facility management.

Assetera has broad, in-depth experience in both the private and public sectors including local, state and federal governments. We have carried out projects in the areas of:
•    Strategic asset planning
•    Life-cycle and operating-costing modelling
•    Facility management and maintenance
•    Contract development
•    Asset information systems
•    Condition assessment

We provide our clients with objective information supported by transparent models, reference material and qualified opinion enabling them to achieve greater value from their assets.

Assetera provides high-quality professional services and aims to establish strong, ongoing relationships with our clients.
In Assetera we believe that adopting a whole-of-life approach to the way assets are managed provides significant benefits in terms of cost savings, uninterrupted service delivery and retained asset value.

Most organisations will accept in theory that asset management will provide them with benefit. It is realising this benefit that has proven difficult. In our experience tactical issues such as data collection and linking asset performance to service delivery has not been well executed or understood.

Assetera assists organisations make the most efficient use of their assets.

Our business framework contains four service components reflecting the process of effective asset management:
•    Asset assessment
•    Strategic asset management
•    Procurement of operational services
•    Advisory benchmarking services

www.assetera.com.au

Tel: (02) 8507 9505

Email: info@assetera.com.au