Equipment Data Collection

Introduction

It is the opinion of many recreation facility professionals that the focus of recreation facility managers moving into the future will evolve completely around asset management. To be successful, the next generation of practitioners will need to have a firm grasp on preventative and operational maintenance, capital asset planning and risk analysis. Every asset management plan begins with data collection on all current assets and generating an overview of what is owned and operated. The overview will include the general condition and current internal and service contracted maintenance activities.

Asset management will further require an alignment with an insurance carrier operational evaluation to determine premiums for coverage. Being able to prove that the facility embraces asset management, while at the same time being able to prove what investments are being undertaken to reduce risk of claims, will assist in maintaining reasonable insurance rates.

This responsibility is considered a facility managers legacy to those who follow in their footsteps. By having a strong foundation of proper inventory collection that allows staff to have a seamless transition, lowers organization risk, while meeting the expectations of the owners of the infrastructure that the asset is being properly managed.

This resource is designed to help staff members that manage facilities and parks improve the documentation and inventory management for their assets/equipment. The following key steps are highlighted in this resource:

1. Review Current Documentation

2. Meeting to Discuss Inventory Collection

3. Collect the Data

4. Manage and Maintain the Data

5. Periodic Audit of Inventory Data

1. Review Current Documentation

It is important to research the organizations current inventory of asset documentation either by means of a building/facility condition assessment, spreadsheets, or on paper. Regardless of the age of the information, it is a time saving starting point to see where the organization is at when it comes to operational inventory data.

2. Meeting to Discuss Inventory Collection

Prior to collecting inventory information, it is crucial to have a meeting with others from the organization to discuss what is deemed current internal best practice.

Questions or topics to drive the process includes:

• Do we collect the data ourselves or outsource?

• How many assets do we want information documented on? Every piece of equipment or capital assets (value greater than $2,500- $5,000)?

• Where will the information be stored, on paper/spreadsheets or a software program (Recreation Facility Asset Management (RFAM) is a software program being offered through ORFA and Marmak at no cost for inventory management as a benefit of membership)?

• How often will we update the information? What are the critical components we want to have documented (make, model, serial number, location, condition, purchase price, etc.)?

3. Collect the Data

Once an internal discussion is completed and the scope of the project has been established, the team can proceed with the inventory collection. Whether the job is outsourced or not a structure needs to be put in place with regards to what assets and what details need to be collected, as well as where the information is to be stored. It is essential that facility management clearly understands the relationship that may be in place with data collection service contractors. Many operations have significantly invested in facility condition assessments and received the information in a locked spreadsheet, or a PDF and they are unable to use the information without manually duplicating all of the data.

Building on the information shared in #2 of this resource, we offer this simple template to assist in the process.

Data collection can become over-whelming and it must be properly managed. Consider collecting information for capital assets, that if they were to fail, would have a significant impact on the operation. Sort the information as to what can be managed through operational and maintenance budgets and which purchases would require budgeting and approval to replace. The organization needs to consider how much data they want to maintain. It may be easy to collect every asset the organization owns – but will that level of detailed information be manageable to update and maintain? Will others outside the department be able to easily digest the information without becoming confused?

Once the data is in a structured and organized state it allows facility management to adjust, build-upon and present forecasting reports that will allow for properly planned and scheduled capital investment. Asset management improves decision making, saves money and provides the organization with the necessary tools to manage the operation in a controlled environment.

4. Manage and Maintain the Data

Once the primary core data is collected, facility management will need to commit to keep the information current and up to date. Building review periods into seasonal operations that align with the responsibilities of the department would be a positive approach. As ice is pulled in the spring, or outdoor pools shutdown in late summer, facility management should align the updating of asset condition and forecasting while the information is fresh. Consider the following:

• Periodic review and update of inventory data (condition and useful life).

• Add new information (recently found documentation).

• Update decommissioned assets (keep information but make sure they are documented as not in use).

• Include assets recently acquired.

• If an event took place that has affected your assets (robbery, asset failure, etc.) make sure to update information accordingly.

RFAM is a multi-module recreation asset management solution that allows facility management to automate and manage inspections, work orders, forecasting of asset lifecycles, etc. to assist in improving current operations, while raising the level of professional respect of the operation.

5. Periodic Audit of Inventory Data

Governing political bodies have embraced asset management and are pressuring those who are responsible for public assets to adopt these proven management principles. Asset data collection will drive the future of funding support. Regardless of political vision, facility managers have always had a moral responsibility to properly maintain public assets. To be successful, recreation facility professionals must have these plans in place and commit to periodically reviewing the inventory data and keep it up to date. This is crucial from a liability perspective to have information properly documented. Once the inventory is collected, it is easy to maintain and use the data to improve operations.

RFAM – “NO COST” Inventory Management Solution

With membership in the Ontario Recreation Facilities Association (ORFA), facility professionals have access to the inventory module of RFAM at no cost. This allows an employer/organization to begin to structure a recognized industry best practice database. Information is collected and managed in a central location for all staff, with permission to access and adjust the information in one location. This is not only beneficial to the member but also to the ORFA as a professional association. The ORFA benefits because once the confidential data is stored in the system, there is an ability to run aggregate reports on the state of infrastructure in the province. This important sector report allows for greater analysis on the state of recreation infrastructure and lobbying efforts on behalf of the sector.

ONTARIO RECREATION FACILITIES ASSOCIATION INC. 1 Concorde Gate, Suite 102, Toronto, Ontario M3C 3N6, Canada Tel: 416-426-7062 Fax: 416.426.7385 info@orfa.com www.orfa.com COPYRIGHT © 2021 ONTARIO RECREATION FACILITIES ASSOCIATION INC. DISCLAIMER: While the Ontario Recreation Facilities Association Inc. (ORFA) does its best to provide useful general information and guidance on matters of interest to its members, statutes, regulations and the common law continually change and evolve, vary from jurisdiction to jurisdiction, and are subject to differing interpretations and opinions. The information provided by the ORFA is not intended to replace legal or other professional advice or services. The information provided by the ORFA herein is provided “as is” and without any warranty, either express or implied, as to its fitness, quality, accuracy, applicability or timeliness. Before taking any action, consult an appropriate professional and satisfy yourself about the fitness, accuracy, applicability or timeliness of any information or opinions contained herein. The ORFA assumes no liability whatsoever for any errors or omissions associated with the information provided herein and furthermore assumes no liability for any decision or action taken in reliance on the information contained in these materials or for any damages, losses, costs or expenses in any way connected to it. ORFA documents are made available as a benefit of membership and are always open for suggested edits, corrections and improvements. Further, all ORFA resources are restricted for use by members in good standing for awareness and education purposes only. We ask that ORFA resources not be uploaded to the internet.