Curating Asset Data: A Project Engineer’s Perspective

Regardless of the level within the organization, initiatives like planning of maintenance jobs, capital reinvestment strategies, and carbon reduction efforts, are only as effective as the information the decision makers have available to them. Given that we are in the digital age with more information at our fingertips than ever before, why do these tasks still take a significant time investment and not aways yield the expected results? The core issue often stems from the lack of comprehensive cataloging of crucial asset information, exacerbated by organizational inefficiencies that make locating specific items take hours.

While what information is considered crucial is going to vary dramatically depending on who you ask, we are going to look at some of the key elements a project engineer should consider when setting up a new plant or line. While the project engineer is rarely the end user of the information, the choices they make will have long reaching impacts from the C-suite down to the plant floor.

1.       Asset Hierarchy and Change Resistance  

The first important consideration is how to set up the assets within a logical hierarchy. While there is no single standardized solution that is going to work for all organizations, the hierarchy does have two major simultaneous requirements:

1.       Allow for Roll Up Reporting For the C-Suite.

2.       Troubleshooting of Individual Assets.

For some organizations, a location-based hierarchy might look something like:

Campus>Building>Floor>Room>Parent Equipment>Child Equipment> Instrumentation and Controls

For other organizations a hierarchy that looks more like:

Business unit>Plant>Line>System>Parent Equipment>Child Equipment>instrumentation and controls will be more appropriate.

The details of what exactly makes up the hierarchy and what can go at one level or another is inherently going to vary from one organization to another. When designing the structure, the Project Engineer will ensure that the hierarchy is followed consistently, and asset information is filled in down to the lowest level.

An area that often causes confusion in an asset hierarchy (particularly location-based hierarchies) is that some assets are made to move. For example, in a pharmaceutical setting, assets like benchtop analyzers can move daily between labs or even between buildings. Even more static assets, like lab freezers, can be put into storage or redeployed in another area of the facility without much fanfare.

While the Project Engineer isn’t going to have much control over the management of these assets, ensuring they are flagged in the hierarchy as portable initially will save planners several hours down the line when looking for transient assets.

Another consideration for the Project Engineer is that decommission of obsolete assets within the hierarchy is completed before new assets are loaded into the hierarchy. Room numbers being reused or changed as a part of a project is commonplace, however if the existence of obsolete assets within the metadata is not updated, the data is now out-of-date and can cause wide scale confusion in the future.

With location being a priority in their asset hierarchy, missing asset location information prompts the Project Engineer to begin a scavenger hunt through previous records to find if the asset was moved into storage, a new room, or if the room was renamed in a prior renovation. If the Project Engineer is diligent in considering how the hierarchy may need to adjust in the future, being stringent in how the hierarchy is applied, and filling in down to the most granular level possible it will pay dividends for years to come.

2.       Asset Identification: Name Plate Management

Name plates contain essential information such as manufacturer, model number, serial number, and operational parameters. This information is integral for the Project Engineer, but far too often we see this information is filled in with only the basis of design or left blank entirely. While it is tedious to transcribe information from submittals into the system, doing so on the front-end of a project will ensure future planners have access to asset information easily for years to come.

Having updated and accurate name plate information also allows reliability teams to do analysis of components across sites and determine if there are systemic issues with a particular type of asset. This is often a secondary concern for the project team as it does not impact them directly, but it is crucial information for the entirety of the operation and maintenance phase of an asset’s life.

For smaller projects where assets are being refurbished or replaced, as opposed to a new line installation, it is crucial for the Project Engineer to ensure the name plate of the components are updated. While components might be functionally equivalent, there are often small differences that are going to impact that maintenance that can affect the accuracy of any analysis done against these assets in the future.

3.       Accurate Asset Sizing 

Considering drawings as a part of data hierarchy planning is not commonplace, but failing to connect engineering drawings to data structure can significantly impact efficiency in the long run. For instance, considering asset scaling as one of the Project Engineer's priorities when developing a data hierarchy for assets allows for drawings to have more reliable asset sizing information readily available. Allowing asset scaling information to be prioritized will make future space planning and maintenance replacements more efficient, by removing the need to look in various systems and physical locations for accurate asset measurements.

Meticulous management of crucial asset information is essential for organizations striving to optimize their operations and make well-informed decisions. By adopting a comprehensive approach that addresses aspects such as appropriate hierarchy, name plates, scaling, granularity, and connection, organizations can create a digital twin that accurately reflects all facets of site operations. This utilization of crucial asset data to create a digital twin serves as a valuable tool for decision-makers, enabling them to navigate complexities confidently and make informed choices that drive efficiency and productivity. Ultimately, by prioritizing the management of critical asset information, organizations can position themselves for success in today's dynamic business landscape.