INTEGRATED DATA MANAGEMENT SERVICES (IDMS) AND ASSET CAPTURE AND EVALUATION

Transcription

1 INTEGRATED DATA MANAGEMENT SERVICES (IDMS) AND ASSET CAPTURE AND EVALUATION Workwith-U Ltd AN INTRODUCTION FOR PROSPECTIVE CLIENTS AND ENQUIRERS Page 1 of 5

2 Introduction Workwith-U Ltd (WWU) have worked successfully for many years now providing as a core deliverable of our business services, asset and equipment surveys and the recording of these for large companies and public authorities. We term these and the associated and peripheral assistance we are able to provide as Integrated Data Management Services or IDMS. One of our key services is the ability to take existing data and convert / massage / cleanse it ready for upload into the CAFM System, ERP or bespoke database of our Client s choice. Although we are not a large organisation we do have an impressive client base who have used our services and systems. These include major players from retail, facilities management, healthcare, education, science and engineering. From experience and really gaining an understanding of our Client s needs we are able to adapt our range of services in Integrated Data Management Systems to suit their particular needs and requirements. We have developed a method of capturing the data on all types of the latest equipment including tablets and smartphones using our own modelling of the proprietary HanDBase software system. Our surveys may also incorporate the supply and fixing and scanning of barcodes or QR codes into the system for ease of future identification and progressive mobile maintenance Experience and Methodology Systems Used We have successfully worked with several recognised software houses and have a good working relationship with them. Although we can easily adapt our services to nearly all systems particularly SQL based databases, we are equally comfortable with a commercial off the shelf product or a bespoke system created by the Client. PLGMS Ltd We have worked on all our projects with PLGMS Ltd who are experts in data manipulation and movement. They have a huge amount of skill and experience in making sure the data used is clean and formatted correctly to avoid Garbage In-Garbage Out scenarios. Page 2 of 5

3 Approach If the prospective Client has existing data in Access, Excel, Lotus, Word, Open Office, or nearly any sort of proprietary software, we can take this and save time and money by massaging, cleansing and converting it to match their new or existing CAFM System formatting. This can then be uploaded and a verification survey performed if required. Equipment/Hardware We carry out asset surveys using customised Data Capture utilising a range of hardware and accessories to suit the premises type and client requirements. These include: Netbooks with USB scanners, IPhones, HTC and other Smartphone s, ipad s & ipod s, we make use of the best data capture tools to suit the application,. Barcoding Barcode application is a further enhancement and we print barcodes or QR codes on the correct media for long life under the various conditions they are exposed to. Costs vary between these media but we agree a consolidated pricing structure with clients before any works are programmed. Software We use a variety of fully licensed commercial software as well as some we have developed in-house to provide a best fit service. These are used at all stages during data capture, verification, massage and upload to the chosen database or system. We normally use Microsoft Access, Excel, or SQL Server to build the necessary interfaces that our survey team uses to capture the data elements. These are remotely downloaded to our offices or a facility provided by the Client if security requires this, and the data formatted and massaged to a suitable state to match the fields in the Client software. Our methods ensure integrity of the data and this avoids data mismatch due to typing errors or differing naming conventions which hand entry and typing creates. This ultimately leads to the provision of a fully populated and configured database quickly loaded onto server at the Client offices and the system is ready to go. Page 3 of 5

4 We have both male and female surveyors who have carried out asset and FF&E surveys on many differing types of facility. This can be especially useful in areas where there is any segregation necessary such as all male or female wards and areas in healthcare practices. All data is totally confidential and is removed from our servers at the satisfactory acceptance by the client although we can (at the client s discretion) keep a backup DVD for use in the event of any failures of the client systems which may need a reloading of the core data. Additional Services Available We can provide further support services to our Clients to make sure that we don t just get their data right and asset base functioning but also that their whole maintenance system is fully operational for today s modern requirements. We can carry out an investigation of your existing Planned Maintenance and build a Task Tree linked to both Statutory requirements, Best Practice and Business Operational programmes. Should you wish to move to the next level, we can carry out whole lifecycle cost modelling to assist you in creating a condition based maintenance regime although this takes a great deal of interaction between both parties to evolve properly. We can offer a basic 2D CAD service to update your current building and area line plans in AutoCAD and provide these in many formats including CAD, PDF and image arrangements for the updating of records and making sure your primary asset (building) information is fully up to date. Surveys can be restricted to asset surveys for a single facility data upload or expanded to include full condition surveys and rating your assets against CIBSE and HVCA guidance for your peace of mind. We can expand services to include assistance in development of framework contracts with suppliers, with KPI s added into your chosen system and work with you to develop more complex solutions. Page 4 of 5

5 What We Require from You We will need to agree the level and types of Asset to be captured. Some Clients just require all movable assets, others all maintainable assets which are programmed against their PPM and maintenance systems or some do like every level possible including component parts. The latter is unusual and only normally requested on highly complex equipments and sites and can be very challenging and labour intensive to keep updated and viable by the Client after we have left and can cause the initial data capture and survey costs to be very expensive. Initial items we require from you are line plans of the areas to be surveyed, a copy of your current data (on DVD or USB stick) the scope of your expectation. From this we will create a quotation and a user requirements document for you to sign off. Later we will require admin rights to your CAFM or ERP system to carry out a data upload but this is post survey unless the work is staged of course. Client s need to decide if they require ancillary assets such as furniture included and also IT equipment as furniture is sometimes leased and IT equipment contained in a different system managed by their IT providers or Departments. Healthcare and Scientific Organisations sometimes do not want to include all or any medical or laboratory equipment as this may be maintained separately. Some Clients particularly Local Authorities can require remote tracking of assets and their gazetteer to be imported whatever your requirements we can discuss these with you and usually agree a solution. Our Client Base We are proud to have successfully delivered to some very well-known companies and service providers. Much of what we do is repeat business and we also get recommended frequently by satisfied customers. We are Members of the British Computer Society and in our individual capacities are also recognised by BIFM, CIOB, APM, and IIRSM. We are sure we can find a solution to suit you and would be delighted to discuss this in more detail with you. Contact Us For further details or to discuss your requirements at no cost for a preliminary visit, please contact either Steve or Lynne George using the following methods: Phone: Mobile: enquiries@workwith-u.co.uk Post: 3 Canney Close, Chiseldon, Swindon, Wiltshire. SN4 0PG Page 5 of 5