BQA Final2

<Client>
Asset Management Data Warehouse

Specifications
Business Question Assessment
8/28/2000
gantthead.com Asset Management Data Warehouse Specifications
Table of Contents
1. Purpose........................................................................................................................3
1.1. Document Scope............................................................................................3
1.2. Distribution..................................................................................................... 3
2. Introduction.................................................................................................................. 3
3. Information Requirements (By Category).....................................................................4
3.1. Information Requirements - Source Data.......................................................4
3.2. Asset Analysis Category.................................................................................5
3.2.1. Asset Profile......................................................................................5
3.2.2. Cost Tracking - Assets......................................................................6
3.2.3. Costs by Activity Type - Assets........................................................6
3.2.4. Costs by Allocation Type - Assets....................................................7
3.2.5. Determining when to retire an asset.................................................8
3.2.6. Actions Taken - Asset.......................................................................9
3.3. Loop Tag Analysis Category..........................................................................9
3.3.1. Cost Tracking - Processes...............................................................9
3.3.2. Costs by Activity Type - Processes................................................10
3.3.3. Costs by Allocation Type - Process................................................11
3.3.4. Actions Taken - Process.................................................................12
3.4. Cost Analysis Category................................................................................12
3.4.1. Cost Tracking - Assets...................................................................12
3.4.2. Cost Tracking - Processes.............................................................13
3.4.3. Determining when to retire an asset (by life expectancy)...............14
3.4.4. Corrective vs. Preventative Performance - Assets.........................14
3.4.5. Corrective vs. Preventative Performance - Processes...................15
3.4.6. Maintenance as a % of Asset Value...............................................16
3.4.7. Mean Time Between Failure (MTBF).............................................17
3.5. Resource Utilization Category......................................................................18
3.5.1. Resource Utilization - Employee.....................................................18
3.5.2. Resource Utilization - Equipment...................................................19
3.5.3. Resource Utilization – In-House Materials.....................................20
3.5.4. Resource Utilization – Non-Stock Items.........................................20
3.5.5. Resource Utilization – Contracted Services...................................21
3.6. Cost Savings based on Actions Taken Category.........................................22
3.6.1. Action Taken Analysis....................................................................22
3.7. Work Activity Analysis Category...................................................................22
3.7.1. Work Order Costs – Actual vs. Estimated Costs (out of scope).....23
3.7.2. Maintenance cost/trend averages..................................................23
3.8. Performance Metrics (out of scope).............................................................24
4. Target Data Overview................................................................................................24
©2007 gantthead.com 2
1. Purpose
The goal of this document is to specify the requirements for Maintenance users for the
Asset Management Data Mart Iteration 1. These requirements define the user’s
acceptance criteria for the developed system.
2.1. Document Scope
This document includes:
 Information Requirements to be implemented as Business Objects Reports.

 Source Data Requirements for the reports.
1.1. Distribution
This document will be directly distributed to the following individuals.
Client
Client Project Manager
Business Manager
Consultant
Project Manager
Regional VP
Regional Documents Control
Project Site Document Control
All team participants have access to all approved project documents via the project site
LAN.
2. Introduction
The business question assessment activities define the business requirements for the
asset management data mart. The requirements are in the form of business questions,
which can be answered with an OLAP report(s). The questions have related
information requirements, which define the required data elements to be available in
the data mart.
A separate Data Audit document defines the specific data issues and status. The
required data fields are available in the source systems and will be made available in
the data mart and related reports. It is known and accepted that data quality issues are
being resolved by the user community and may not be completed at the same time as
the asset management data mart.
These requirements were defined as a result of the following activities:
 Asset Management Kick-off Meeting
 Business Question Assessment phase 1
o Development of a prototype using Crystal Reports

o Demonstrations of the Prototype to the users and management
o Documented Draft of this document
 Business Question Assessment phase 2
o Two ½ day BQA sessions with the users reviewing and refining a draft of this
document.
o Source data audits and data base design activities, which identified data
quality issues.
o CURRENTLY IN PROCESS
o Development of prototype reports using Business Objects.
o Demonstrated Business Objects prototype to the business sponsors and key
users.
o Updated this document per results of user review, source data audit,
business objects prototype and demonstration.
3. Information Requirements (By Category)
The following are the information requirements that were identified for the Asset
Management Data Mart. Each information requirement is grouped under the business
category that it supports.
3.1. Information Requirements - Source Data
These are the standard answers to all of the Information Requirements data questions
unless specifically stated within the other sections.
The attached Data Requirements Matrix defines in detail the exact source system fields
required for each report. The matrix together with the source data criteria defines the
scope of information for the target data mart. The matrix also indicates the current data
quality in terms of % populated.
Where is the data?
 All personnel and equipment costs are from work order costs in CMMS.
 All material costs are from sales order.
 All contracted and non-stock costs are from accounts payable.
 All loop tags for costs are taken from the actual work orders (not the CMMS Asset
Information screen).
What are the data problems?
 Reports will only include costs related to valid data. For each report all required
fields must be fully populated and valid in the source systems in order for the
information to be available in the data mart.
 The users are in the process of addressing the data quality issues.
 The data quality is defined in the attached document “Data Requirements Matrix”.
How long will this data be needed?
 Provide all history available.

Are there security issues?
 None
Asset Types
There are three Asset Types
1. Plant
2. Drainage Cover
3. Drainage Line Segment
The users defined the asset management analysis requirements were driven by the
requirements for Plant Assets. Where applicable the defined Plant Asset reports will
also be developed and available for the Drainage Cover and Drainage Line Segment
asset types.
Each report definition includes a section “Asset Type Scope” that defines which Asset
Types the report will be developed for.
3.2. Asset Analysis Category
Track the complete profile of an asset.
Identify the asset in a descriptive manner so that it is clear to the user what assets are
being managed.
3.2.1. Asset Profile
Information Requirements
List the asset profile information.
 Group and total by

o Time (Month, Year).
o Asset.
 Report Types
o Text.
Data required
CMMS Asset Information.
Asset type scope
 Plant.
 Drainage Cover.
 Drainage Line Segment.
How often will this query be run?
Potentially 10-20 times per day.
3.2.2. Cost Tracking - Assets
List the total cost of maintenance.
 Report selection/parameter options

o Select a Date Range (default 1/1/1999 to current date).
o Select one asset.
 Report Types
o Tabular – To report maintenance costs over time.
o Charts – For Maintenance Cost Trend Analysis.
Data required
Summarize total work order costs by
 Time (Month, Year).

Asset type scope
 Plant.
 Drainage Cover.
3.2.3. Costs by Activity Type - Assets
List the total cost of maintenance for:
 Corrective.
 Preventative.
 Ratios.
o Select an asset.
 Report Types
o Pie charts for total corrective vs. preventative.
o Stacked Bar charts showing corrective vs. preventative over time.
Data required

 Activity Types.
Asset type scope
 Plant.
 Drainage Cover.
Questions
 Can the Data Warehouse effectively display frequency and intervals in

Preventative Maintenance?
 Can the Data Warehouse find assets with Preventative Maintenance without
any Corrective Maintenance?
3.2.4. Costs by Allocation Type - Assets
 Materials.
 Equipment.
 Personnel.
 Non-Stock Items.
 Contracted Services.
o Select an asset.
 Report Types
o Pie charts for total allocation type costs.
Data required

Asset type scope
 Plant.
 Drainage Cover.
Questions
Can the Data Warehouse effectively display resources used to maintain an

asset?
3.2.5. Determining when to retire an asset
List the depreciation information for an asset:
 Purchase date, warranty date, startup date, purchase price, life expectancy,
salvage value, meter reading, and calculated straight-line depreciation.
List the cost information for an asset.

o Select by Asset Number.

Data required
Summarize by

Asset type scope
Plant.
Questions
 Can there be a method to determine whether an asset should be retired

based on the age and salvage cost of the asset?
based on the usage (runtime) of the asset?
3.2.6. Actions Taken - Asset
List the actions taken logged for the asset.

 Report Types
o Text.
Data required
Data Warehouse Action Taken data.
Asset type scope
 Plant.
 Drainage Cover.
3.3. Loop Tag Analysis Category
Track the cost information about a Loop Tag.
Process location performance can be compared to the performance of assets that have
been in service.
3.3.1. Cost Tracking - Processes

o Date Range (default 1/1/1999 to current date).
o For one selected Loop Tag.
 Report Types
Data required

Asset type scope
Plant.
3.3.2. Costs by Activity Type - Processes
 Corrective.
 Preventative.
 Ratios.
o Select one loop tags.

 Report Types
o Pie charts for total corrective vs. preventative.
o Stacked Bar charts showing corrective vs. preventative over time.
Data required
 Summarize total work order costs by

o Asset, Asset Type.
o Activity Types.
Asset type scope
Plant.
Questions

 Can the Data Warehouse find loop tags with Preventative Maintenance
without any Corrective Maintenance?
3.3.3. Costs by Allocation Type - Process
 Materials.
 Equipment.
 Personnel.
 Non-Stock Items.
 Contracted Services.
o Select a loop tag.
 Report Types
o Pie charts for total allocation type costs.

Data required

Asset type scope
Plant.
Questions
Can the Data Warehouse effectively display resources used to maintain an

asset?
3.3.4. Actions Taken - Process
List the actions taken logged for the loop tag.

 Report Types
o Text.
Data required
 Data Warehouse Action Taken data.

Asset type scope
 Plant.
3.4. Cost Analysis Category
Track the costs associated with Assets, Loop Tags, and Processes. Identify areas of
potential cost savings.
 Identify rising costs.

 Identify unusual costs or fluctuations.
3.4.1. Cost Tracking - Assets

o Drilling from the highest level in the hierarchy (asset types).
o Asset or Asset Type.
 Report Types
Data required

 Asset, Asset Type.
Asset type scope
 Plant.
 Drainage Cover.
3.4.2. Cost Tracking - Processes
Report selection/parameter options
 Date Range (default 1/1/1999 to current date).

 Drilling from the highest level in the hierarchy (Plant).
Group and total by

 Loop Tag, Loop Code, Master Loop Code, Location Code, Area or Plant.
Report Types
 Tabular – To report maintenance costs over time.

 Charts – For Maintenance Cost Trend Analysis.
Data required

 Loop Tag, Loop Code, Location Code, Area or Plant.
Asset type scope
Plant.
3.4.3. Determining when to retire an asset (by life expectancy)
List the depreciation information for an asset:
 Purchase date, warranty date, startup date, purchase price, life expectancy,
salvage value, meter reading, and calculated net present value (straight-line
depreciation).
List total cost.
 Select a Date Range (default 1/1/1999 to current date).

 Select by % of life.
Group and total by

 Asset.
Data required
Summarize by

Asset type scope
 Plant.
 Drainage Cover.
Questions

based on the age and salvage cost of the asset?
based on the usage (runtime) of the asset?
3.4.4. Corrective vs. Preventative Performance - Assets
 Corrective.
 Preventative.
 Ratios.

 Drilling from the highest level in the hierarchy.
 Sort by % PM vs CM ratio.
Group and total by

 Asset or Asset Type.
Report Types
 Pie charts for total corrective vs. preventative.

 Stacked Bar charts showing corrective vs preventative over time.
Data required

 Activity Types.
Asset type scope
 Plant.
 Drainage Cover.
Questions

 Can the Data Warehouse find assets with Preventative Maintenance without
any Corrective Maintenance?
3.4.5. Corrective vs. Preventative Performance - Processes
 Corrective.
 Preventative.
 Ratios.

 Drilling from the highest level in the hierarchy.
 Sorted by % PM vs CM ratio.
Group and total by

 Loop tag.
Report Types
 Pie charts for total corrective vs. preventative.

 Stacked Bar charts showing corrective vs preventative over time.
Data required

 Activity Types.
Asset type scope
Plant.
Questions

 Can the Data Warehouse find loop tags with Preventative Maintenance
without any Corrective Maintenance?
3.4.6. Maintenance as a % of Asset Value
List data from work order:
 Activity type, Initiated date, Completed date.

 List the depreciation information for an asset:
o Net Present Value, Salvage value, and Purchase price.
 Select by one work orders OR

 Select one or more assets or asset types and a Date Range (default
1/1/1999 to current date).
 Select one or more activity types CM, PM or (Corrective, Preventative,
Predictive, Constructive).
Group and total by

 Asset or Asset Type.
Report Types
 Tabular data.
 Bar Charts.
 Stacked Bar charts showing corrective and preventative costs over time vs.
net present value.
Data required
Summarize performance by.

 Activity Types.
Asset type scope
 Plant.
 Drainage Cover.
Questions
Can the Data Warehouse show Preventative Maintenance as a % of Asset

Value?
3.4.7. Mean Time Between Failure (MTBF)
 List failure codes.

 List criticality of failure codes.
 List Asset type and Asset #.

 Select by asset.
 Select one or more failure codes OR select by criteria
 (activity type and work order cost).
Group and total by

 Failure code.
Data required

 Failure code by asset.
Asset type scope
 Plant.
 Drainage Cover.
Questions
Can the Data Warehouse effectively display Mean Time Between Failure
(MTBF)?
3.5. Resource Utilization Category
Track the costs associated with a resource (People, Equipment, and Materials) based
on utilization rates.
Benefits:
 Identify areas to improve resource allocations.

 Identify unusual resource allocation.
 Identify & prioritize potential for cross-training opportunities.
 Analysis of in-house vs. outsourcing equipment or services.
3.5.1. Resource Utilization - Employee
List the total cost or # of hours of resource used and employee rate.

 For one or more selected Employee Dept or Employee.
Group and total by

 Employee Dept, Employee.
Report Types

Data required
Summarize total work order costs and units (hours) by.

 Employee Dept, Employee.

Questions
Will the Data Warehouse be able to display Resource Costing and Rate Trend?
3.5.2. Resource Utilization - Equipment
List the total cost or # of hours of resource used and equipment rate.

 For one or more selected Equipment Category, or Equipment.
Group and total by

 Equipment category and Equipment #.
Report Types

Data required
Summarize total work order costs and units (hours) by

Questions
Will the Data Warehouse be able to display Resource Costing and Rate Trend?
3.5.3. Resource Utilization – In-House Materials
 List the total cost of materials used and purchase prices.


 For one or more selected Commodity, Sub-commodity Class, or individual
stock item.
Group and total by

 Commodity Class, Sub-commodity Class, and Material ID.

Report Types

Data required

Questions
Will the Data Warehouse be able to display Resource Costing, Rate Trend, and
Replacement Costs?
3.5.4. Resource Utilization – Non-Stock Items
List the total cost of non-stock items used and purchase price.

 For one or more selected Commodity, Sub-commodity Class, or individual
description of item order.
Group and total by

 Commodity Class, Sub-commodity Class, and Item Description.
Report Types

Data required

Questions
Will the Data Warehouse be able to display Resource Costing, Rate Trend, and
Replacement Costs?
3.5.5. Resource Utilization – Contracted Services
List the total cost of contractors used (No Trend).

 For one or more selected GL Code, GL .
Group and total by

 GL Code or Description.
Report Types

Data required

Questions
Will the Data Warehouse be able to display Resource Costing?
3.6. Cost Savings based on Actions Taken Category
Track potential savings based on actions taken to initiate a cost savings strategy.
Benefits:
 Identify impact of actions taken.
3.6.1. Action Taken Analysis
 Since all of the reports can be run by a selected date range, the users could
run any available report over time and view the impact before & after the
action take date.
 List the action taken for an asset or loop tag (i.e. – change the maintenance
intervals for an entity or change the ratio of preventive vs. corrective
maintenance on a particular entity).
Data required
Availability of the Actions Taken application for users to view action dates and
descriptions.
Unknown.
Assumptions
Information about an action and the date the action was taken will be available
to the data warehouse to view the potential cost savings before and after the
action. The data will come from a new application (Access application) or
adding functionality to CMMS.
3.7. Work Activity Analysis Category
Track costs at work order level to determine better possible ways to estimate these
costs.
Benefits
 Support planning process.

 Improve estimates.
3.7.1. Work Order Costs – Actual vs. Estimated Costs (out of scope)
Selected work order.
Report Types
Display actuals, estimates and variance for all costs and units.
Data required
Work Order cost details for both actuals and estimates.
Assumptions
This will not be provided in Iteration 1 of the Asset Management Data Mart
because estimates probably will not be available in CMMS until late Fall 1998.
3.7.2. Maintenance cost/trend averages
List total man hours to complete.
 Select Date Range (default 1/1/1999 to current date).

 Select Asset, Activity type, Activity Code, and Actual man hours to complete.
Report Types
Display asset cost and man hours vs. average cost and man hours for the asset
type.
Data required
Work Order average for both units and costs.
Questions
Can the Data Warehouse report Preventative Maintenance averages and Work
Order Numbers that differ from the average by more than 10% ?
3.8. Performance Metrics (out of scope)
Track management performance metrics such as:
 Work orders Planned, Schedule, Executed.

 Work Orders pending, days pending.
 Work Orders returned with reason code.
 Comparisons with industry benchmarks.
Benefits
 Determine districts maintenance performance.

To be determined.
4. Target Data Overview

The data mart will include the following data structures and data elements.

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<Client>

Asset Management Data Warehouse

Business Question Assessment

2.1. Document Scope

This document includes:

 Information Requirements to be implemented as Business Objects Reports.

This document will be directly distributed to the following individuals.

Client Project Manager

Regional Documents Control

Project Site Document Control

These requirements were defined as a result of the following activities:

 Asset Management Kick-off Meeting

 Business Question Assessment phase 1

o Development of a prototype using Crystal Reports

3.1. Information Requirements - Source Data

Where is the data?

What are the data problems?

 Provide all history available.

There are three Asset Types

3. Drainage Line Segment

3.2. Asset Analysis Category

Track the complete profile of an asset.

3.2.1. Asset Profile

List the asset profile information.

 Group and total by

CMMS Asset Information.

Asset type scope

Potentially 10-20 times per day.

3.2.2. Cost Tracking - Assets

List the total cost of maintenance.

 Report selection/parameter options

Summarize total work order costs by

 Time (Month, Year).

Potentially 10-20 times per day.

3.2.3. Costs by Activity Type - Assets

List the total cost of maintenance for:

Summarize total work order costs by

 Time (Month, Year).

Potentially 10-20 times per day.

 Can the Data Warehouse effectively display frequency and intervals in

List the total cost of maintenance for:

Summarize total work order costs by

 Time (Month, Year).

Potentially 10-20 times per day.

Can the Data Warehouse effectively display resources used to maintain an

3.2.5. Determining when to retire an asset

List the depreciation information for an asset:

 Report selection/parameter options

o Select by Asset Number.

 Time (Month, Year).

How often will this query be run?

Potentially 10-20 times per day.

 Can there be a method to determine whether an asset should be retired

List the actions taken logged for the asset.

 Group and total by

Data Warehouse Action Taken data.

Asset type scope

Potentially 10-20 times per day.

3.3. Loop Tag Analysis Category

Track the cost information about a Loop Tag.

3.3.1. Cost Tracking - Processes

List the total cost of maintenance.

 Report selection/parameter options