Norm Mistal

Facility managers optimize the data they gather by integrating the information systems that manage it.

The most effective way to keep a database up to date is simply through regular, routine management. Database maintenance must be part of someone’s job description and regular duties. It should be included in standard operating procedures. Enough time must be allocated to edit existing data and add new data every time a project is completed, a milestone is reached, or a batch of service calls has been completed.

It is important to remember that in performing their work many service providers and consultants develop valuable data (reports, analyses, drawings—information about a facility’s inventory) and then transmit it to fms as a report, drawing, or presentation. Therefore, it is important to determine from the outset who owns the actual data produced and who has rights to possess, use, or alter it. This question can become thorny when it involves such items as drawings, where an issue like professional liability must be considered. Fms should identify and resolve these issues before work begins.

Facility data is a valuable resource for which an fm is both custodian and guardian. It is important to maintain, revise, and use data effectively so that its value is conveyed to staff, customers, and upper management. Each group places different values, demands, and expectations on data, so fms should carefully choose management tools that enable them to enter, access, manipulate, and retrieve data; develop information; and put that information into the context of experience to enhance knowledge and ability to act.

Reprint from June 2011 issue of Today’s Facility Manager.

Centennial Associates, Inc. provides support for our customers with software, equipment and inventory specialists to implement inventory/asset and maintenance management systems.

Call 585-671-0544 to discuss or for quote.

Facility managers optimize the data they gather by integrating the information systems that manage it.

Data collected and data stored lose value if its not also maintained. Obviously, fms want to protect the cost (in terms of both time and money) they have invested in gathering or developing data and in loading it into an automated system or storing it in a vault, as well as the cost of the equipment itself. Beyond these measurable costs, all this information has enormous strategic value—both in its use and in its potential damage if it is lost.

The biggest danger is not sabotage or loss, however; it is obsolescence. Data and information are highly dynamic and require active maintenance. Gathering and updating information has become a continuous process. Ignoring or postponing this work can silently undermine the validity of a facility’s database and render parts of it useless or irrelevant. What use is information on codes, products, environmental liability, technologies, law and regulatory changes, and other matters if it is out of date or inaccurate?

Fms must recognize this fact when first developing a plan to manage their data and information. The cost of data maintenance must become part of ongoing operating expenses and an integral part of budgeting.

Reprint from June 2011 issue of Today’s Facility Manager.

Centennial Associates, Inc. provides support for our customers with software, equipment and inventory specialists to implement inventory/asset and maintenance management systems.

Call 585-671-0544 to discuss or for quote.

This stage involves the packaging together of all the relevant documentation in a suitable format for distribution. In ensures everything is successfully deployed and rolled out to the users. Any change in management and/or training activities should be planned around this step.

Sample Tasks:

• Cutover Checklist
• User Guide
• Deployment Diagrams
• Training Materials
• Communications Plan
• Change in Management Plan

Now, all users (or stakeholders) can begin to enjoy the new system  and take advantage of the nicely organized database. Any required training can be completed as this time or any useful documentation can be distributed to the users.

This stage is where the design is translated into a system. You want to keep a balance between quality, time, flexibility, reusability, future addition of features and/or functionality, etc…

Sample Tasks:

• Code
• State Diagrams

This step is typically executed by the technical group.