Evaluating Facility Asset Information Needs in a Common Data Environment to Support Maintenance Workers

Asset information management plays a critical role in the successful operation of facilities. However, current documentation and distribution of facility asset information are fragmented. As an example, usually, maintenance staff do not have access to visual asset information. Even in cases where sufficient data are captured, it is often not readily accessible in a useful form for maintenance workers. Therefore, it is crucial to assess the alignment of information collected and received by maintenance crews against their needs to identify gaps and develop a useful information management system. The main goal of this research is to develop a process for structuring, documenting, and distributing data starting from the construction stage and extending into later use in facility management (FM) and maintenance to support maintenance workers' needs. This research aims to review the current process of data collection, storage, and distribution, as well as identify any gaps based on the needs of maintenance crews. First, a literature review was completed on FM data requirements. Afterward, a content analysis of common information management systems was conducted at a large institutional owner (The Pennsylvania State University). The information needs of maintenance staff were gathered through semi-structured interviews, assessing the alignment of the current asset management system with their needs. Finally, suggestions were made to enhance the current data collection and distribution system based on the existing gaps. Results and a structured approach can benefit both facility owners and maintenance crews by enhancing the information requirements and management process.