In construction management, having ownership of high quality and reliable project data underpins informed decision-making, met timelines, and optimal asset management post-handover. Often, project owners in the Middle East entrust contractors with the responsibility of procuring and managing project-related data during the construction phase.
However, pushing the responsibility platform procurement down the supply chain and having contractors own all project data poses significant risks to asset owners. These include the potential for loss of significant asset data – both during handover and in the event of contractor changes. To safeguard against these risks and ensure seamless data continuity through to operations, it's imperative for project owners to establish and maintain their own dedicated document management system. Ideally, one that follows rigorous international Information Management standards, like ISO 19650.
Data Continuity When Things Change
One of the primary data management risks to project owners occurs in when contractors change during the project. The decision to change contractors during a project lifecycle is not uncommon and can arise due to various reasons such as contractual obligations, performance issues, or shifts in project requirements. When project owners solely rely on the contractor's document management system for data management, the transition between contractors becomes complex and risky. As data would in this case reside and be owned by the contractor, there's a considerable likelihood of data loss or limited access to crucial project information. We’ve seen first hand that this impedes project continuity, hinders asset management, and adversely impacts operations & maintenance.
Retaining Control and Access to Project Data
Having a dedicated data management system gives project owners assurance at all times that they retain full control and access to all project-related data, independent of any specific contractor to achieve a successful outcome.
This proprietary document management system ensures that all project information, including historical data, documentation, plans, and progress reports, is centrally stored and readily accessible. As a result, Project Owners are able to:
1) Optimise the handover process
2) adapt to changing business, technical and reporting needs.
3) Safeguard project data and pass audits
Benefit 1: Optimized handover
By maintaining a proprietary data management system and end-to-end control of data throughout a project, Project Owners ensure that the handover process from contractors is smooth and that the transfer of the built asset information is centralized under one system with full transparency. This not only decreases handover process time, but also helps to manage compliance and risk, as all asset information can be accounted for internally without having to rely on 3rd party General Contractors and Sub Contractors.
Benefit 2: Adapt to changing business needs
Maintaining a proprietary data management system grants project owners the flexibility to adapt to changing project requirements, technical reporting needs and business operating processes. This adaptability is particularly crucial in dynamic industries and companies where projects evolve continuously, and stakeholders often change frequently. Those who own their data platform can updated, customise, expand, or integrated with new systems as needed. Project Owners can thus ensure internal data management and reproting remains aligned with the project's evolving demands without having to rely and coordinate with external entities.
Benefit 3: Safeguard Project Data and Pass Audits
Project and asset data is critical to end owners and users far beyond the asset handover date. However, without a proprietary data management system, owners cannot guarantee that this data will be available during the full asset lifecycle. Critical asset information, required during maintenance and audits, may become lost within 3rd party contractors. These 3rd party project contractors may cease operations or simply lose access to crucial data.
Maintaining a proprietary data management system safeguards the investment made by project owners. It ensures that invaluable project data remains secured, facilitating future maintenance, operations, audits, or expansions. This proactive approach not only protects the project's legacy but also forms a robust foundation for subsequent projects, enabling project owners to leverage historical data insights and enhance future project planning and execution.
Asite Unlocks Data Ownership for Project Owners
In conclusion, the necessity for project owners to establish their dedicated data management platform is not always obvious, but is nevertheless indisputable. By ensuring data continuity across the asset lifecycle, and by safeguarding critical project information, project owners mitigate risks associated with contractor transitions and pave the way for seamless project completion, efficient asset management, and enhanced capabilities for future projects.
Asite is proud to be the go-to data management provider for some of the largest Asset Owners both in the Middle East and globally. If you would like to learn more about how you can better control, protect and leverage your data, please be in touch.
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