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Learning is based on observing the world around us and extracting lessons from those observations. This is sometimes called the ‘learning cycle’. The lessons learnt contribute to a knowledge base on which future decisions are based. If an organisation is to learn from experience and not repeat the mistakes of the past, there must be an effective mechanism of recording, storing and retrieving data over time. The retention of facts and information over time is the means by which earlier generations of management and workers pass on their cumulative experiences to those that follow. Only when this experience is managed effectively, is it useful to those who need it.
The knowledge base (generally referred to as a Management Information System - MIS) comprises the most important data and information collected over the life of the organisation. This typically takes the form of software and hardcopy based records of operating procedures and standards, equipment specifications, maintenance plans, repair procedures, work standards, records of failures, reports of incidents, quality improvement team reports, budgets, expenditures etc. The purpose of the MIS is to support decision making across the organisation by providing the right information to the right people at the right time. The MIS is made up of several basic components including data collection, data storage, data processing, information retrieval and information communication.
The collection of material for inclusion in the knowledge base must encompass all of the Asset Management Cycle including any preliminary material created prior to a 'project' initiation phase. Go to Asset Management Cycle for more details.
It is important to recognise the difference between ‘Data’ and ‘Information’ with many organisations being ‘data-rich’ and ‘information-poor’. The transition from data to information requires a value-adding process which differs depending on the requirements of the data involved and on the end user requirements.
The design of any data processing systems or algorithms must take into account any distorting effect the processing may have on the underlying data and how this might influence future decisions. While simply collecting and storing large amounts of raw data is unlikely to be beneficial, equally, masking the underlying data by excessive and obscure processing can also lead to poor decisions and undesirable outcomes. For this reason it is important when designing a MIS to consider the data processing and presentation issues needed. This helps maximise the value of the data collected and minimises the amount of data needed to meet the demand while minimising the cost of data collection and storage. Data processing procedures must form part of the MIS so that when data is retrieved the end user is aware of any processing done to the underlying data.
In practice, the MIS may not exist as a discreet system but may be spread over several systems including the business management system (e.g. Accounting), the operations control system (DCS), the maintenance control system (CMMS) and records, drawing and files stored in hardcopy or electronic form across the organisation. Modern web based systems (or similar) greatly improve access to historical data within an organisation by simplifying data collection and storage and providing access to every desktop in the organisation on a 24 hour a day - 7 day a week basis. In addition, data processing can be automated so that useful information is presented when required rather than large volumes of raw data.
The MIS forms a vital part of the continuous improvement system of all organisations and can significantly enhance that process by the early identification of problems and opportunities, provide data for analysis, support decision making and provide a basis for capital applications and expenditure.
Modern CMMS play an integral part in the organisations MIS as it is the primary data management tool for equipment related issues. A modern CMMS can simplify the collection, storage, management and retrieval of this data and greatly simplify the task of summarising, reviewing and collating this data in a useful format and in a useful time. In particular, the CMMS plays a crucial role in scheduling the implementation of risk management strategies such as parts replacement, equipment inspections, condition Monitoring surveys etc.
JAHCon has worked with many clients to improve the effectiveness of their CMMS and to use the data contained in these systems to analyse existing performance, identify areas for improvement, develop improvement strategies and help integrate these improvements.
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