Module 03: Technical Information


Technical Information Standards Standards for Technical Information do not exist and different people use different formats.  There is clear evidence of varying levels of master data completeness. As a result it is difficult to find the correct asset information in the organisation. Informal standards exist for Technical Information:
• Asset codes and descriptions are defined in a uniform manner.
• Asset types are standardised.
• Trades, departments and financial cost centres are standard
• Drawing standards are in place.
A Standards Manual has been developed and approved, but compliance is limited:
• The essential master data for the CMMS is defined.
• The classification of documents in the technical library has been standardised.
• A format exists for internal processes and procedures.
The Standards Manual has been refined and is fully complied with:
• The Standards Manual includes all EAMS-related data.
• Standards have been defined for the asset knowledge portal.
• The Standards Manual is updated when new standards are introduced.
The Standards Manual incorporates asset management best practices:
• Compliance to the Standards Manual is enforced by the EAMS via drop down menus and mandatory fields.
• The Standards Manual is accessible and used by all people involved with asset management.
Processes and Procedures Asset-related processes and procedures are not documented. Operating and engineering personnel use their instincts or experience to perform AM activities. The lack of consistency leads to delays, equipment problems, waste and frustration. Some processes and procedures have been defined:
• Some AM procedures have been documented for control or compliance.
• Most AM procedures are filed in managers offices, with some being displayed in the work areas.
• The processes and procedures are not very visual or user friendly.
Critical AM processes and procedures are documented and formalised:
• Work Planning & Control processes are defined in flowchart format.
• Standard Operating Procedures (SOPs) and equipment settings are displayed in the workplace.
• Material Management processes are defined in flowchart format.
All AM processes and procedures are documented and formalised:
• Focused improvement, change control, cost control and project management processes are documented.
• Fault-finding and diagnostic procedures are displayed in the workplace.
• All processes and procedures are kept up to date.
AM processes and procedures have been automated:
• AM processes have been built into the EAMS workflow.
• Equipment procedures and settings are available electronically in work areas.
• Frontline employees participate in streamlining processes and procedures.
Asset Register No official record of physical assets exists in an engineering and/or financial asset register. Assets are not consistently labelled or identified, and asset movements are not controlled. Most physical assets are recorded in a stand-alone asset register:
• Financial and engineering asset registers are independent of each other.
• Limited technical and financial attributes are recorded.
• Physical assets are marked with unique codes.
• The existence of many assets in the asset register has not been verified.
Most operational physical assets are formally configured in the EAMS:
• Engineering and financial asset registers are linked and cross-referenced.
• The asset register complies with the agreed standards.
• All physical assets are marked according to a defined standard.
• The existence of some assets in the asset register has not been verified.
All operational assets and some key non-operational assets are configured and controlled via the EAMS:
• Financial and engineering asset registers are synchronised manually.
• Attributes have been expanded according to the defined standard.
• Asset verification and condition assessment is done annually.
• All asset-related information is linked to the asset register.
All physical assets are configured in the EAMS:
• Non-operational assets (e.g. furniture, vehicles) are included and up-to-date.
• Financial and engineering asset registers synchronise automatically.
• Technology such as an Asset Register Information System or Radio Frequency Identification track asset movements.
• Verification and change control ensure  the accuracy of the asset register.
Technical Library No formal mechanism to store or control asset related documents exists. Documents are scattered in offices and cupboards, making it difficult to access or use them. Most asset drawings, catalogues and manuals stored in managers offices:
• The manuals and drawings are stored neatly in a dedicated area.
• Access is limited to certain individuals in the organisation.
• Information is generally out of date and incomplete.
• The indexing system is not very logical.
Asset documents are kept in a central technical library or similar facility:
• The library has drawings, manuals, catalogues, specifications, standards.
• It is secure and neatly organised according to a formal index.
• A formal document management system is in place.
• It is managed by an nominated person, in addition to his other duties.
• The updating of drawings lags the modifications to equipment.
The technical library is formalised:
• A formal system is in place to check-out/check-in asset related documents.
• Most documents are available in an understandable language.
• The required documentation is supplied with new assets.
• Most documents are in a digital format.
• The technical library  is managed by a dedicated person.
• All documents have back-up copies.
Document control is fully compliant with ISO 9001 standards:
• All documents are formal numbered, with revision and distribution controls.
• All documents and drawings are stored electronically (if applicable).
• An indexing and search facility ensures quick and easy retrieval.
• The document management system is fully integrated with the EAMS.
Change Control No change control system exists  to update technical information changes. Physical asset modifications are not reflected in drawings, manuals and/or specifications. As a result, a large number of documents are outdated or obsolete. An informal change control system exists, but is not very effective:
• A procedure to update drawings and master data exists, but is not enforced.
• There is no custodian to keep technical information updated; change control is viewed as everyones role.
• Some individuals keep their own records of asset modifications.
A formal change control system exists for technical information:
• A formal system are in place and being enforced by management.
• A specific person is responsible for change control.
• Drawings and manuals are updated to reflect most of the asset modifications.
• A formal Master Data Change Request Form is in use.
The change control system is entrenched and used proactively:
• All proposed asset modifications are reviewed first to consider the impact on safety, quality, performance and cost.
• All associated documentation updates are identified and followed up.
• Full version control and modification history exist for all documents.
• Everyone has been trained in the system and compliance is high.
The change control system is mature and effective:
• The system is integrated with other processes to make it a way of life.
• Changes are identified via the source system (e.g. financial system, drawing office, EAMS) and follow-up actions are triggered automatically.
• There are no discrepancies between asset configuration and documentation.
Knowledge Management A knowledge management system does not exist, resulting in closely guarded pockets of wisdom. Knowledge is seen as a powerful tool and is not shared with others. As a result, people repeatedly make the same mistakes and experience the same problems over and over. Knowledge is shared in an informal and ad hoc basis:
• Some experienced managers or artisans coach new employees.
• Some operating procedures, standard settings, and fault-finding guides exist.
• Documents are stored in informal paper and electronic files.
• Some engineering or industry periodicals are circulated to managers.
Knowledge management is formalised, although it is still immature:
• Critical technical procedures and standards are identified.
• This information is documented in a specific standard format by the experts.
• A knowledge portal is in place to store relevant asset-related information.
• AM information and relevant articles are circulated to applicable people.
Knowledge management is mature and effective:
• A specific person is responsible for asset-related knowledge management.
• Asset-related best practices (such as settings or diagnostics?) exist for critical assets and are available to employees.
• The knowledge portal has articles and information, with a clear index.
• Solutions to problems are documented for future use.
Knowledge management is a way of life in the organisation:
• Employees regularly develop one point lessons or other procedures.
• The knowledge portal has information from external sources, e.g. suppliers, sister companies, internet sites, etc.
• Employees partake in user groups or industry networks to share knowledge.
• AM is discussed during regular internal workshops or  conferences.
Access to Information Existing asset management information is not easily accessible - it is stored in offices, managers drawers and peoples heads. Access to AM information has improved, but it is still ad hoc and limited:
• Some key people have access to information, e.g. in supervisors offices.
• AM information retrieval is inefficient and slow due to poor indexing.
• People keep documents outside the designated locations for emergencies, e.g. manuals/drawings at work stations. 
Formal systems ensure accessibility:
• The EAMS gives users access the asset register and asset information.
• The technical library is used frequently and people find documents fairly easily.
• Drawings are kept in a separate cupboard, organised by asset code.
• Managers have access to the asset knowledge portal.
• A procedure is in place for access to the technical library after hours.
Technical information is accessible to all employees involved in AM:
• Operational employees can access the EAMS via distributed work stations.
• The technical library has 24x7 access.
• Documents in a digital format can be accessed electronically.
• Key employees have access to the asset knowledge portal.
• The indexing system makes document  retrieval easy.
Information accessibility is optimised:
• Operational employees have access to drawings, specifications and standards via work stations at their work stations.
• Most documents are in digital format and can be accessed electronically.
• Employees have access to the  internet and intranet, including the asset knowledge portal.