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Collecting Information on Assets

Assets is the next step most facilities maintenance managers take with their new CMMS. You have your work orders in place and everyone is comfortable with the new system, so what better time to start the next step in the facility master plan process. Generally, you enter your assets into the system so you can start a comprehensive preventive maintenance (PM) program. There are several ways to get the data collected. You may need to employ several of these methods depending on your situation. For our example we are collecting mechanical assets and the discussion will be methods for gathering this data.

It is important to develop a numbering standard for your assets. I typically suggest using a 3 digit building code followed by a 3 digit asset type code followed by an asset number code. For example the first air handling unit collected at George Washington Building may have the code GWB-AHU-001. This code not only means something to a barcode scanner and software program but also has meaning to the tradesmen assigned to work on this equipment.

The first thing you should look for is asset data already available in an electronic format. Newer buildings may have a list of mechanical assets that were submitted by the architect or HVAC contractor. This list may be included in your CAD drawings. Other buildings may have a building control system with each major piece of equipment identified. See if that data can be exported into a format you can import into TeamWORKS. If you do not have the data electronically then you must choose a method of data collection.

Collecting Information on Assets Using Three Different Methods

If time is short and money is not, you may want to contract someone to collect your asset data. The contractor will most likely use an electronic collection method to ensure accuracy and to easily import the data into your system. If money is short and manpower is not then you will need to send your tradesmen out to collect the data. Purchase or lease a data collection package or collect using the tried and true pencil and paper method. If manpower and money are short, make sure your tradesmen collect asset data as they work on the assets. It may take a long time but eventually you’ll have all your data.

It really doesn’t matter what method(s) you choose as long as you start collecting your data. Your team needs to understand this is not a task that might be done but a task that will be done and collecting and maintaining this data is now part of their daily routine and must be completed.

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