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Master data maintenance is an essential part of facility management and refers to the management and updating of basic information about buildings, facilities and resources. In the CAFM software (Computer Aided Facility Management), this master data is recorded and managed centrally. This includes information such as locations, room data, inventory lists, maintenance plans and contract data.
CAFM software is a specialised software solution that helps companies to make their facility management processes more efficient. It enables the centralised management of information about buildings, facilities and resources to ensure optimal use and management. Master data maintenance is an important part of this software, as it ensures that the information is always up-to-date and correct.
Key Takeaways
- Master data maintenance in CAFM-software refers to the management and updating of basic Data such as building and system data, contract data and inventory data.
- Efficient master data maintenance is crucial for the Efficiency of CAFM systems and enables better planning and implementation of maintenance measures.
- Insufficient master data maintenance can lead to incorrect Data which can impair the quality of decision-making and lead to higher costs.
- Good master data maintenance can help to optimise costs in facility management and comply with legal requirements.
- Best practices for master data maintenance in CAFM software include regular checking and updating of data, clear responsibilities and training for employees.
The importance of master data maintenance for the efficiency of CAFM systems
Master data maintenance has a considerable influence on the Efficiency of CAFM systems. By regularly updating and maintaining master data, companies can ensure that they always have accurate and reliable information. This enables efficient planning and implementation of facility management tasks.
One example of efficient CAFM software through master data maintenance is optimised room occupancy. By regularly updating room data, companies can ensure that rooms are optimally utilised. This enables efficient room planning and utilisation.administrationwhich in turn can lead to cost savings.
Another example is maintenance planning. By regularly updating maintenance schedules, companies can ensure that systems are serviced on time. This prevents breakdowns and expensive repairs, which leads to efficient utilisation of the systems.
The impact of inadequate master data maintenance on data quality
Inadequate master data maintenance can lead to poor data quality. If master data is not regularly updated and maintained, outdated or incorrect information can be stored in the CAFM software. This can lead to errors in the planning and execution of facility management tasks.
One example of poor data quality due to inadequate master data maintenance is incorrect room occupancy. If the room data is not updated regularly, this can lead to double occupancy or incorrect allocations. This can lead to conflicts in room planning and impair the efficiency of facility management.
Another example is incorrect maintenance planning. If maintenance schedules are not updated regularly, important maintenance work can be overlooked or delayed. This can lead to breakdowns and expensive repairs that could be avoided.
The role of master data maintenance for cost optimisation in facility management
| Metrics | Description of the |
|---|---|
| Reduction of double entries | Avoiding multiple entries of master data leads to a reduction in costs by saving time and avoiding errors. |
| Improving data quality | Regular maintenance of master data improves data quality, which leads to a reduction in costs by avoiding errors and reducing rework. |
| Optimisation from processes | The maintenance of master data enables Optimisation processes, which leads to a reduction in costs by saving time and avoiding errors. |
| Avoidance of downtimes | Regular maintenance of master data can prevent downtimes, which leads to a reduction in costs by avoiding downtime. |
| Reduction of maintenance costs | Regular maintenance of master data enables better planning of maintenance work, which leads to a reduction in costs by avoiding unnecessary maintenance work. |
Master data maintenance plays an important role in optimising costs in facility management. By regularly updating and maintaining master data, companies can ensure that they always have accurate and reliable information. This enables efficient planning and execution of facility management tasks, which can lead to cost savings.
One example of cost optimisation through master data maintenance is optimal room occupancy. By regularly updating room data, companies can ensure that rooms are optimally utilised. This enables efficient room planning and utilisation.administrationwhich in turn can lead to cost savings.
Another example is efficient maintenance planning. By regularly updating maintenance schedules, companies can ensure that systems are serviced on time. This prevents breakdowns and expensive repairs, which can lead to cost savings.
The importance of master data maintenance for compliance with legal requirements
Master data maintenance also plays an important role in complying with legal requirements in facility management. By regularly updating and maintaining master data, companies can ensure that they always have accurate and reliable information that complies with legal requirements.
One example of legal requirements that can be fulfilled through master data maintenance is the documentation obligations in the area of occupational safety. By regularly updating safety data, companies can ensure that all relevant information is documented and up to date. This enables efficient monitoring and compliance with legal requirements.
Another example is the requirements for Energy efficiency. By regularly updating their energy consumption data, companies can ensure that they fulfil the legal requirements for energy consumption. Energy efficiency correspond. This enables efficient monitoring and optimisation of energy consumption.
The importance of master data maintenance for the planning and implementation of maintenance measures
Master data maintenance also plays an important role in the planning and implementation of maintenance measures. By regularly updating and maintaining master data, companies can ensure that they always have accurate and reliable information that is required for the planning and implementation of maintenance measures.
One example of effective maintenance measures through master data maintenance is the timely Maintenance of systems. By regularly updating maintenance schedules, companies can ensure that systems are serviced on time. This prevents breakdowns and expensive repairs that could be avoided.
Another example is the efficient procurement of spare parts. By regularly updating inventory lists, companies can ensure that they always have accurate information on the spare parts available. This enables efficient procurement and warehousing of spare parts, which can lead to maintenance measures being carried out quickly.
The importance of master data maintenance for analysing building and system data
Master data maintenance also plays an important role in analysing building and system data. By regularly updating and maintaining master data, companies can ensure that they always have the accurate and reliable information they need to analyse building and facility data.
One example of effective analysis of building and system data through master data maintenance is energy efficiency analysis. By regularly updating energy consumption data, companies can ensure that they have accurate information on the energy efficiency of their buildings and systems. This enables efficient analysis and optimisation of energy consumption.
Another example is cost analysis. By regularly updating cost information, companies can ensure that they have accurate information on the costs of their buildings and facilities. This enables efficient analysis and optimisation of costs.
The importance of master data maintenance for the integration of CAFM systems into other IT systems
Master data maintenance also plays an important role in the integration of CAFM systems with other IT systems. By regularly updating and maintaining master data, companies can ensure that they always have accurate and reliable information that is required for integration with other IT systems.
One example of effective integration of CAFM systems through master data maintenance is the link with the ERP-system (Enterprise Resource Planning). By regularly updating master data, companies can ensure that the information in both systems is synchronised. This enables efficient data transfer and processing between the systems.
Another example is the link with the CMMS (Computerised Maintenance Management System). By regularly updating the maintenance plans, companies can ensure that the information in both systems is synchronised. This enables efficient planning and implementation of maintenance measures.
Best practices for master data maintenance in CAFM software
To ensure effective master data maintenance in CAFM software, there are a few tried-and-tested methods and tips:
1. regularly review and update master data: Companies should regularly review and update their master data to ensure that it is always current and correct.
2. define clear responsibilities: A clear responsibility for master data maintenance should be defined to ensure that the tasks are carried out regularly and reliably.
3. employee training: Employees should be trained in the correct use of the CAFM software and master data maintenance to ensure that they can use the software effectively.
4. Automation Master data maintenance: Companies should utilise the opportunity to automate master data maintenance in order to reduce the effort involved and the susceptibility to errors.
Conclusion: Why master data maintenance in CAFM software is indispensable.
Master data maintenance is an indispensable part of facility management and plays an important role in efficiency, data quality, cost optimisation, compliance with legal requirements, planning and implementation of maintenance measures, analysis of building and facility data and integration of CAFM systems into other IT systems.
By regularly updating and maintaining master data, companies can ensure that they always have accurate and reliable information. This enables efficient planning and execution of facility management tasks, which can lead to cost savings. In addition, master data maintenance contributes to compliance with legal requirements and enables effective analysis of building and facility data.
To ensure effective master data maintenance in CAFM software, organisations should follow best practices such as regularly reviewing and updating master data, clear responsibilities, staff training and Automation master data maintenance.
Overall, master data maintenance in CAFM software is essential to ensure effective facility management and to improve efficiency, data quality, cost optimisation, compliance with legal requirements, planning and implementation of maintenance measures, analysis of building and facility data and integration of CAFM systems into other IT systems.
A recently published article on the CAFM blog emphasises the importance of master data maintenance in CAFM software. The authors explain why this maintenance is essential and how it can contribute to Increased efficiency in facility management. The article emphasises the role of master data in the management of buildings and facilities and shows how careful maintenance of this data can lead to optimised use of resources. Read the full article here.
FAQs
What is CAFM software?
CAFM stands for Computer Aided Facility Management and refers to software that supports the management of buildings and facilities. The software comprises various modules such as room and space management, Maintenanceenergy and environmental management and document management.
What is master data?
Master data is basic information about objects, people or processes that is stored in a database. In CAFM software, this is information about buildings, rooms, inventory or employees, for example.
Why is master data maintenance in CAFM software important?
Correct and complete master data maintenance is essential for effective use of the CAFM software. The various modules of the software can only be optimally utilised if the master data is up-to-date and complete. Incorrect master data maintenance can lead to errors in the planning and implementation of processes and therefore cost time and money.
What are the advantages of good master data maintenance?
Good master data maintenance enables effective utilisation of the CAFM software and therefore optimal management of buildings and facilities. Correct and complete master data maintenance allows processes to be carried out faster and more efficiently, which saves time and money. In addition, good master data maintenance can Error which can lead to additional costs.
Who is responsible for master data maintenance in CAFM software?
As a rule, facility management or a special department is responsible for maintaining master data in the CAFM software. However, it is important that all employees who work with the CAFM software adhere to the specifications for master data maintenance in order to ensure a correct and complete database.
