When you are upgrading your facilities maintenance operation to include either Regional Pro or Coordinator, the biggest task that may lay ahead of you is to populate it with your current asset information. This can involve a lot of time and effort especially if you need to build your asset register or need to transfer the information from paper.
The Good News is that we provide an optional service where we will populate your new software for you. This service includes:
- Building a new asset register where either the information available is out of date or unavailable.
- Carrying out a visual inspection (not service) for damage to your assets.
- Entering information regarding scheduling and spare part lists.
- Entering data relating to contractors, engineers and suppliers.
If you would like more information on our "Pain Relief" services, please contact us at sales@compass-softtech.com so we can discuss your requirements further.
Tips for Maintaining your Data
A CAFM solution is only as good as the information put into it and standards set for both the imputting of the data and the maintaining of it.
One person should have overall responsibility for the database and should ensure (depending on the size of your organisation), that agreed rules for data entry and maintenance are adhered to by all users.
At a minimum, data quality requirements definitions should include the following:
1. Comprehensiveness. Missing data can be just as problematic as incorrect data, especially if users assumes that the plant data within the organisation is complete.
If plant is replaced, new plant added the database must be updated. It is also important to include make, model, serial numbers, etc., to ensure contractors know exactly the plant they need to repair / maintain and have correct parts, technical data sheets with them.
2. Accuracy. What level of data accuracy is required? Of course, we are all tempted to say that we want the data to be 100 percent accurate, but this is not always possible. Here are some examples where accuracy should be as good as possible:
- Callout Description - just saying that an item is "not working" does not give a contractor enough information and will increase costs. It also reduces the value of reviewing historical data.
- Job Status - This needs to be kept updated daily.
- Job Information - As work is performed, hours, costs and written reports need to be added to the system, otherwise the CAFM solution is just reduced to a 'logging' tool.
- Contractor Details - Contractors will come and go for various reasons, if there is an emergency callout, you need to ensure the correct contractor is called.
- Maintenance Schedules - Need to be renewed annually.
- Maintenance Data - This is the core of plant maintenance. A facilities manager needs to know the working status of his/her assets. This data allows the FM to compare identical plant, it may help to predict plant failure and can be used to ensure the maintenance is carried out to specification.
3. Consistent. Here we are referring to the consistency of the data entry. This is the definition of the various data elements and the rules around the data. Establishing business rules for data entry is necessary to provide for consistent usage across the organisation. Standards should be set and maintained, i.e. there should be no deviation from your agreed asset numbering system.
There will always be a time when data is entered in a hurry, e.g. a callout, and only the most basic data needed is entered. Rules should establish that this data entry is completed as soon as possible. Another common problem is miss-spellings, which when overlooked can cause problems later. If the our solution is used extensively, we would recommend getting the data validated annually.
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