EAM: Equipment Data Collection – What and Why

A recent customer discussion reminded me that even the guys who have been in database management and/or equipment maintenance for decades may need a refresher on what equipment data is important and why. The perceived requirements for equipment data collection typically vary from “we only need the basics” to “give us all the information we could possibly need – just in case we need it.” Both ends of this spectrum of opinion can be correct . . . but not at the same time!

The “just give me the basics” guys will probably get less information than will be needed to accurately identify a specific equipment. The “give me everything” guys will probably generate more information than their EAM software system allows them to enter. Likewise, some of the “everything” equipment information may be of little value to the maintenance department.

So how should a manager decide what equipment information to include in the EAM system?

In future blog entries, I’ll discuss the how equipment criticality, spares strategy, development of bills of materials (BOMs), purchasing and inventory management all affect this process . . . but for now let’s look at some basics.

The What and Why of Data Collection

Equipment Class: needed to set up maintenance strategies and cost centers. Also important in setting up equipment hierarchies and functional locations.

Equipment Description: provides a standard way to describe what you plan to maintain. Establishing noun/modifier and taxonomy are part of this process.

Unique Identifier: a RFID or barcode number allows the maintenance group to find and maintain specific equipment, allocate the costs associated with that specific equipment and track the location/status of that specific equipment – in operation, in repair, in inventory, etc.

Manufacturer: needed for cost of ownership/maintenance tracking

Model: needed to build BOMs and track costs

Serial Number: another unique identifier that ties the specific equipment to a purchase order and/or installation date. Use of the serial number as the sole unique identifier is problematic since reading the equipment name plate may be more difficult than reading a bar code or RFID.

Date of Manufacture: important for establishing warranty claims, especially if the date of installation is in doubt

Do you need all this information? Probably. Do you need to collect more equipment information? Maybe. The decision on what data to collect should be made based on how you expect to use the information.

Herb Hadley, Director of Solutions Consulting, Utopia, Inc.