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Data collation and accuracy need attention to achieve an effective maintenance regime

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Facility Management (FM) is seriously lagging in its maintenance data management. Despite the extensive use of CAFM systems and much-hyped technology solutions, there is no unified interface, and essential data is often missed for various reasons. There are multiple platforms where data is captured, needing proper integration with each other. It is not only a fragmentation issue, but it also lacks the due credibility of accuracy as comprehensive data protocols are not followed. Also, specific critical inputs are often left out due to frequent manual interventions. Ideally, all relevant data needs to be collated and harnessed through solid data management protocols. In reality, the picture is very different as significant information gets lost between different stages. For example, Hard Services tasks between reactive and preventative data sit in CAFM, but soft services HSEQ-related data are elsewhere. This lack of integration with third-party applications further leads to data loss as too many variables combined with manual interfaces add to the confusion. For instance, capital lifecycle works and variations data are often not managed through CAFM platforms, adding to the woes.

Many relevant tasks, such as space planning and energy management in workplace management, are often outside the mainstream data collation schemes. The list is endless. Most ancillary information on certain critical functions as part of the FM regime needs to be mapped in the realm of data inputs. There are a series of failures that leads to loss of data.

We all know the importance of comprehensive maintenance data management across all elements of the FM lifecycle, be it reactive, preventative, conditional assessments, HSEQ, or CRM. Especially the criticality of financial data between CAPEX and OPEX spent sets the foundation for effective lifecycle management of buildings. All this needs to be fully collated, integrated and be accurately mapped. However, in reality, this is not being done. It has mostly yet to be made fully available, where one or more than a few data files are missing.

Comprehensive data management for any maintenance regime provides crucial information that plays a key role in ensuring smooth service delivery, safety environment, and building asset efficiency longevity, notwithstanding the cost optimization factor.

This also aims at capitulating relevant data with accuracy with the ability to provide advanced analysis using business intelligence tools. One essential way to achieve this is by embracing a robust company strategy for the digitalization of all-time maintenance-related data. Ensuring all relevant information is included and mapped emphatically to provide room for live monitoring and analysis.  Data fragmentation is today a major deterrent undermining the impact of FM goals as data fragmentation and accuracy both need due attention.

Let me list the many reasons why FM needs to do more to augment the digitalization of maintenance data:

1. Enhanced data accuracy: Digitalization of all relevant maintenance data improves the accuracy of data collection and reduces the risk of errors. Accurate data helps FM teams make informed decisions about maintenance activities, moving away from preventative to predictive maintenance regimes, eventually leading to practical asset longevity.

2. Better operational efficiency: Digitalization streamlines maintenance management and enhances operational efficiency by ensuring relevant task management based on applicable OEM and contract-stipulated SLAs. Comprehensive data management also augments automation and reduces reliance on manual intervention, significantly reducing the time taken with fewer errors and at lower costs.

3. Enhanced asset performance: Digitalization enables real-time monitoring of building asset performance, allowing FM teams to seek predictive farsight, detect defects and address issues before they become costly problems. More so, helping the client organizations monitor activities through dashboards and helps service providers manage their escalations better.

A good data management regime helps to analyze maintenance data trends to help identify relevant asset performance improvements, a critical aspect in maximizing the longevity and efficiency of building assets.

4. Improved sustainability: FM must do much more with clients and the government coming heavenly on sustainability pledges. Comprehensive maintenance data shall play a pivotal role. The digitalization of maintenance data supports sustainability by optimizing maintenance tasks and reducing the environmental impact of building operations. Data on assets’ past performance during different weather patterns can help prepare to build agility to meet various weather contingencies, including heightened HSEQ alerts.

FM teams can also use data to identify energy-efficient opportunities and reduce waste, lowering operational costs and enhancing the overall value of the building.

In conclusion, augmenting the digitalization of maintenance data is vital for FM to enhance building asset longevity, achieve operational efficiency, enhance asset performance, and promote sustainability.

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