Five Tips for More Accurate Reports


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Are you looking for ways to improve the accuracy of your Maintenance Connection reports? A little extra time configuring your system for accurate data input can result in great returns from report output!

Here are five tips to help ensure the most accurate reporting:

    1. Consistent ID/Name Fields: Identifying logical conventions for ID and Name Fields (e.g., AssetID/Name, Procedure ID/Name, etc.) can prove quite helpful for reporting. For example, although any unique value can be used for an Asset ID, using a concatenation of abbreviated values can be quite helpful (i.e., Location-Class-Unique# or Class-Unique#). Rather than identify an HVAC Unit as “123”, you could identify the asset as “BLDG4-ACU-04” or “ACU-04”. The name field, which does not need to be unique, can be more general (“HVAC Unit”, “AC Unit 4”, etc.). Creating meaningful ID’s improves your data quality and provides an additional mechanism for quickly locating and reporting data.2. Fully Populated Reference Fields: It is important to make sure that fields referenced in reports are fully populated in the system. For example, if you want to report by Department, you must be sure that your work orders are being populated with a value for department. To check, you can run a report that checks for all work orders in which a “Department value does NOT exist”. You can then enter the correct department onto the associated asset (or onto a parent record from which the department value can be inherited).


    3. Tracking Assets to the Right Level: Organizations that maintain asset data down to a very detailed level often find that it is more difficult to manage and report work order activity. That is, it is not necessary to have every item in a room listed as an asset (i.e., every light switch, chair, etc.). If there is a problem with a light switch, a work order can be generated on the “room,” specifying the light switch in the description or problem code field. While there is no “golden rule” indicating which items should be listed as an individual asset, consider the following:
  1. Do I need to schedule preventative maintenance on this particular piece of equipment?
  2. Is this asset tagged and/or over a designated value?
  3. Do I need to individually report work order history against this piece of equipment?
    If an item does not meet the criteria defined by your organization, it may be best NOT to track it as an individual asset. As an alternative, you can also consider tracking the item as a specification or spare part.
    4. Cleaning Up Duplicate Records: Duplicate work orders often create inaccurate reports summarizing work order activity or progress. To identify duplicate work orders for removal, consider running a report grouped by Asset and Problem Code so that similar work orders would be listed together for review. And to ensure that fewer duplicate work orders are created going forward, customers on MC Version 4.2 can use the “Duplicate Work Order Checking Feature” in the Service Requester and MRO. For more information, refer to the Duplicate Work Order Tip in the User Guide.
    5. Validating Entry into Text Fields: Maintenance Connection uses lookup tables to validate data entry to ensure that consistent values are used. Maintenance Connection even allows you to create lookup tables for user defined fields and specifications that will require text entry:

    Refer to the User Guide sections on Customizing User Fields and Creating/Updating Specifications for more information.


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