Solutions

Asset Master Data

Asset information sits in the ERP, in the document management system, on SharePoint, on a network drive, and in the folders people keep themselves — because that is where they can actually find it. Asset Master Data brings those sources into one structure and shows what is there per asset: which documents exist and which revision, which technical properties are filled in, what is missing, what conflicts, and what is probably no longer current.

Annual subscription

01 · Documents — present, missing, and where they live
02 · Asset inventory — what is known, and how critical

WHAT IT IS

One place to see what asset information you actually have.

Almost every plant has asset information spread across systems, folders, spreadsheets and personal files. Multiple revisions of the same drawing, manual or datasheet circulate at the same time, and people keep their own lists and their own copies alongside the official system.

That is rarely unwillingness. The official systems are often hard to search, so people store what they need regularly where they can find it back. It solves a practical problem for one person and creates a structural one for the organisation: nobody is fully certain which version is the latest, departments work from different information, changes are not processed everywhere, and knowledge ends up depending on private folders.

Asset Master Data works towards a single source of truth that is not only central, but complete, current, searchable and actually usable. It brings the sources together and makes the state of the data visible — including the parts that need checking.

HOW IT WORKS

Four steps to master data you can rely on.

  1. Collect from the sources you already have

    During implementation we collect asset information from the ERP, document management systems, SharePoint, shared network drives, personal folders, spreadsheets, existing asset registers and equipment lists.

  2. Convert it into one structure

    We map those sources into one coherent structure in the platform. You do not clean up your lists or rebuild them by hand first — that is the work the module is meant to make possible, not a precondition for starting.

  3. Make the gaps and conflicts visible

    Nothing is deleted or silently discarded. Duplicates, contradictions, missing values and documents that may be outdated are surfaced as records to review, with the source they came from.

  4. Confirm, correct and keep it current

    Authorised users confirm what is correct, adjust what is not, and merge or phase out what should not be there. Findings can be turned into an action through the Copilot, so it is clear who checks what.

WHAT YOU SEE

Four parts, one asset record.

  • Asset Inventory

    Which assets are known, grouped by class and criticality, which sources the information came from, what is available per asset, and where duplicates, contradictions or gaps sit. An inventory of what you actually have, not just a list of assets.

  • Documents

    Per asset and equipment: which documents are expected, which are actually there, which revision and revision date, where the file is stored, and what is missing. Open the official version in its own location in one click.

  • Properties

    Per equipment type you define which properties are expected — manufacturer, model, capacity, pressure, temperature, voltage, material, equipment class, criticality. Then you see what is filled in, what is missing, what conflicts between sources, and what still needs validating.

  • Equipment

    A searchable overview of the equipment base: tag number, functional location, how many of each type, known properties, linked documents, criticality, and whether spare parts or a BOM exist.

  • Documents that may have been overtaken

    When an approved Management of Change was carried out after a document's revision date, that is a strong indication the document no longer matches the installation. The module flags it instead of leaving it to be discovered on the job.

  • Equipment with the same properties

    When a spare part is not available, search for other tag numbers with the same or comparable properties — to check whether the same equipment sits elsewhere in the plant, and whether a spare is already held for it. The system points you at comparable records; it does not conclude that parts are interchangeable.

HOW YOU START

Three things to set up.

  1. Point us at the sources — ERP, document management, SharePoint, network drives, and the spreadsheets people actually work from.
  2. We convert them into the platform structure, with the origin of every record kept traceable.
  3. Review what comes out: confirm what is right, correct what is not, and assign what needs checking.

PRACTICAL

Pricing model, data, and setup time.

  • Pricing

    €8,000 / year

  • Data source

    ERP, document systems, SharePoint, network drives, spreadsheets

  • Setup time

    Scoped per implementation — depends on the number of sources

  • Audience

    Maintenance engineering, reliability, document control, asset owners

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