Keeping it simple

BUILDING A DATA PICTURE
For example, a simple CAFM system stores assets along with their maintenance requirements, which in turn creates work and tasks. As technicians, engineers and subcontractors carry out these tasks, background data is created which can be stored, aggregated, analysed and interrupted. CAFM systems collect information about reactive faults, breakdowns or general complaints, such as ‘too hot’ or ‘too cold’ – all events that facilities professionals react and respond to. This, too, contributes to building up a data picture.

Over time that data can be interrogated and queried, and we can adjust the attributes of the assets we have inventoried – such as condition, criticality, priority or lifecycle. Deeper analysis can be carried out on space performance, total cost of asset ownership and so on.

Ideally this would be done via the CAFM system, using its reporting capability. However, the cost of third-party open source technology is decreasing, offering a realistic alternative. Microsoft BI is a good example, allowing data to be exported and interrogated via a standard off-the-shelf product. An organisation with a clear data policy and asset hierarchy can use such technology to obtain a window on performance that wasn’t previously available (or was acquired using inconsistent data on a spreadsheet). ‘What if’ scenarios can be run, analysing costs and resource need and how assets can be deployed to best meet the needs of the business.

FMs will be able to differentiate between an asset and a task or work order, enabling historic performance to be analysed in a way that informs future decision-making. For example, an organisation could move towards a more business-focused maintenance strategy; the most critical assets would be maintained as a priority to keep the business running smoothly, while less critical assets are managed as well as possible within budget.

FMs would be able to make key decisions, such as should we insist on applying fixed interval maintenance regimes as the default standard? Does SFG20, the definitive standard for building maintenance, fit all circumstances if applied to all assets and locations? Any improvement in the deployment of both human and capital resources will promote the effectiveness of the maintenance function and improve building availability.

Understanding the condition of assets, their performance over time and the criticality of the space in relation to the wider business strategy also makes for more effective capital planning and budgeting. Fewer unexpected events and budgetary shocks make for a more content finance director, and providing reassurance around capital investment should reduce reactive building requirements while improving the estate, the life of the building, its systems and assets, and the overall quality of the environment for all users.

So while AI and machine learning may be a distant aspiration, organisations can benefit now by making basic changes. They can start utilising the data they are already generating, using technology tools that in many cases they probably have, or can easily obtain. We don’t need to revolutionise the way we work or commit vast sums of money to embrace the data revolution – we can access it by looking closer to home.