INTRODUCTION TO ELECTRONIC FACILITY RECORDS (EFR): 9 of 9
Putting EFR to work at your organization
EFR can deliver real-world benefits to your strategic and operational decisions and processes.
Now that you know about the Electronic Facility Records concept, here are a few steps to get started at your organization.
1. Harvest existing facilities data.
The best starting point is to inventory existing hard-copy and electronic records for drawings and data at your district. Typically this information is scattered over multiple locations including plan and storerooms, facility manager offices, and on laptops.
2. Add data with site surveys.
Onsite asset data surveys allow facility directors to get specific types of data they need about the systems and subsystems of the highest concern.
3. Add warranty data.
Collecting your building’s systems/subsystem warranty information in one accessible, secure location allows for an automatic notification before a Service Level Agreement (SLA) expires. This provides time to either renew the SLA, adjust the terms, or cancel it based on the assets to which it applies.
4. Add Work Orders and PM procedures.
HVAC and other subsystems that benefit from regular Preventative Maintenance are another area of focus for data survey and collection. Asset data can be used for an efficient Work Order system with related PM checklists for service techs.
5. Affix QR codes.
Once an asset record is created, a durable, weather-proof QR code can be placed on the physical asset. The asset data can then be accessed instantly via a smartphone app.
6. Keep data as up-to-date as systems.
Your organization's EFRMS will require regular maintenance to stay current and reflect any replacements, upgrades, or changes made to MEP or Technology systems. The following tasks are usually needed to maintain an accurate EFRMS:
1. Harvest existing facilities data.
The best starting point is to inventory existing hard-copy and electronic records for drawings and data at your district. Typically this information is scattered over multiple locations including plan and storerooms, facility manager offices, and on laptops.
2. Add data with site surveys.
Onsite asset data surveys allow facility directors to get specific types of data they need about the systems and subsystems of the highest concern.
3. Add warranty data.
Collecting your building’s systems/subsystem warranty information in one accessible, secure location allows for an automatic notification before a Service Level Agreement (SLA) expires. This provides time to either renew the SLA, adjust the terms, or cancel it based on the assets to which it applies.
4. Add Work Orders and PM procedures.
HVAC and other subsystems that benefit from regular Preventative Maintenance are another area of focus for data survey and collection. Asset data can be used for an efficient Work Order system with related PM checklists for service techs.
5. Affix QR codes.
Once an asset record is created, a durable, weather-proof QR code can be placed on the physical asset. The asset data can then be accessed instantly via a smartphone app.
6. Keep data as up-to-date as systems.
Your organization's EFRMS will require regular maintenance to stay current and reflect any replacements, upgrades, or changes made to MEP or Technology systems. The following tasks are usually needed to maintain an accurate EFRMS:
- CAD or Revit drafting to update floor plans with Moves, Changes, and Additions (MACs).
- Work Order system refinement with addition of more assets, QR codes, and Preventative Maintenance data.
- Data entry and/or spreadsheet imports
- Integration of As Built drawings and specs, and other capital project documentation after each design and construction phase.
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Archi-Technology can help your organization develop, implement and maintain an EFRMS via our sister software company, MasterLibrary.com.
Learn more at their Professional Services webpage. |