Posted 2nd January 2025 by Rob Whalley

Effective Data Management in CAFM System Mobilisation

In today’s fast-paced environment, efficient data management is essential for the successful setup and ongoing operation of any Computer-Aided Facility Management (CAFM) system. Without precise and vital data during the initial mobilisation, CAFM systems might struggle to produce essential reports and dashboard outputs. This can lead to a shortage of valuable management statistics, management tools, system workflow inefficiencies and significantly reduce the potential return on investment.

When mobilising a CAFM system, data preparation and accuracy are paramount. Here’s a look at some key stages in the data process:

Data Supply

Data forms the backbone of any CAFM system. Providing accurate and essential data is crucial for successful mobilisation. There are various data elements to consider when preparing data for your new CAFM system.

1. Site Geography Data
Grasping the geographical layout of your site is crucial. This involves detailing all buildings, floors, and rooms. Precise geographical data aids in planning maintenance activities, tracking assets, pinpointing reactive faults to specific locations, and ensuring compliance with safety regulations. At a basic level, data on clients, properties, and locations (rooms) is necessary. However, site geography can also encompass additional elements such as room hazards (e.g., asbestos) or property lease/ownership details.

2. Asset Data
Assets are the backbone of any facility. From HVAC systems to lighting fixtures, keeping track of all assets is essential. A CAFM system allows you to catalogue each asset, including its location, condition, and maintenance history. Asset data can easily be extended to financial asset data such as warranty and life expectancy.

3. Planned Maintenance Data
Planned maintenance is key to prolonging the life of your properties and assets, ensuring operational efficiency. By uploading maintenance schedules into a CAFM system, you can automate reminders and track the completion of maintenance tasks. This proactive approach helps in reducing emergency repairs and extending the lifespan of your assets.

4. Contractor Information
Managing contractor information is another critical aspect. This includes details about the contractors, their contact information, contractor certifications/insurances and the services they provide. A CAFM system can store this data, making it easy to assign tasks and track the performance of different contractors. Keeping this information current ensures that you always have reliable contractors available when needed.

5. Certifications and Compliance
Compliance with industry standards and regulations is non-negotiable. Uploading certifications and compliance documents into a CAFM system ensures that you can easily access and verify them when required. This includes safety certifications, environmental compliance documents, and any other regulatory requirements. Regular audits of this data help in maintaining compliance and avoiding legal issues.

6. Other Data
In addition to the above critical data types, several other essential data types are crucial for making a CAFM system fully operational. Priorities and Service Level Agreements (SLAs) define the urgency and expected response times for various maintenance activities, helping to prioritise tasks and meet contractual obligations. Status level data tracks the progress of work orders and maintenance tasks, offering real-time insights into the operational status of the facility.  Work types and Job Descriptions help categorise jobs and assign default priorities/SLA. Together, these data elements ensure that the CAFM system can effectively manage and streamline facility operations, enhancing overall efficiency and accountability.

Importing Data from Excel, Custom Queries, and APIs

To streamline the data upload process, many CAFM systems support importing data from Excel spreadsheet templates. This allows for bulk uploads of data, saving time and reducing manual entry errors. Additionally, custom data upload queries can be used to tailor the data import process to specific needs, ensuring that all relevant information is captured accurately. For more advanced integrations, APIs (Application Programming Interfaces) can be utilised to automate data transfers between different systems, ensuring real-time updates and consistency across platforms.

Historical Data

Historical data is invaluable for understanding long-term trends and making informed decisions. However, not all historical data needs to be actively managed within the CAFM system. It’s essential to evaluate the relevance of historical data to current operations. Data that is no longer actively used but may be needed for future reference or compliance purposes can be archived in legacy systems. This approach helps in keeping the CAFM system streamlined and efficient while ensuring that important historical data is preserved and accessible when needed.

GDPR

When uploading and managing data within a CAFM system, it’s crucial to consider the General Data Protection Regulation (GDPR). GDPR sets stringent guidelines for the collection, storage, and processing of personal data, ensuring that individuals’ privacy rights are protected. Compliance with GDPR involves implementing robust data protection measures, such as encryption and access controls, to safeguard sensitive information. Additionally, it’s important to establish clear data retention policies and ensure that data subjects are informed about how their data is being used. The organisation using the CAFM system typically acts as the data controller, while the CAFM system provider functions as the data processor. So, it vital to ensure that the correct GDPR policies are in place by the CAFM provider. By adhering to GDPR requirements, organisations can not only avoid hefty fines but also build trust with their stakeholders, demonstrating a commitment to data privacy and security.

Conclusion

Effective data management in a CAFM system is essential for the smooth operation of any facility. By systematically uploading and maintaining data related to site geography, assets, maintenance schedules, contractors, certifications, compliance, background information, and utilising tools like Excel imports, custom queries, APIs, and managing historical data appropriately, you can ensure that your facility runs efficiently and complies with all necessary regulations. Embrace the power of CAFM systems to streamline your facility management processes and enhance overall productivity.

For more information about the data upload options offered through our CAFM mobilisation process, please contact sales@tabsfm.com. A member of the team will happily discuss the on-boarding process, and the data transaction options available to upload your data into Tabs CAFM.