Restoring asset data integrity to enable cost-efficient maintenance outsourcing

The Dutch national agency for waterways and public works, is the owner of the lock complex in Terneuzen. A construction firm was selected to carry out the maintenance for a period of five years. To accomplish this task efficiently, this firm asked MaxGrip to restore data integrity by closing the gap between the paper reality of documentation and the actual facilities ‘out there’.

This construction firm is a large building contractor in the Netherlands, active in property development, housing, construction, and infrastructure. The role of the Dutch national agency is the practical execution of public works and water management, including flood protection and prevention. Part of the Dutch Ministry of Infrastructure and the Environment, the Dutch national agency is responsible for the design, construction, management and maintenance of the main infrastructure facilities in the Netherlands. This includes the main road network, the main waterway network, and the main water systems.

Taking on the role of asset owner and asset manager, the Dutch national agency increasingly outsources its maintenance work to contractors nationwide. This relatively new development presents significant changes and challenges to an organisation that has been doing a great job for centuries, but is now gradually being downsized.

Assets as-built

“One of those challenges is data integrity” says MaxGrip expert Erik Hogervorst. “The asset data are a critical aspect of the contracting process. They determine the analysis quality, the necessary corrective maintenance and the overall maintenance strategy. Over the years, many data such as drawings, reports, piping & instrumentation diagrams have not been registered properly, or were kept in different places. Consequently, for some assets, it is unknown which data are available, where the remainder can be found, if a complete picture can be composed and, most  importantly, whether that picture actually represents the asset as-built.”

Benefits

How we help

  • Restoring data integrity by closing the gap between documentation and reality
  • Cross-checking all digitally available data with paper archives
  • Leading the subcontractors who checked the as-built drawings and inspected the facilities
  • Getting all asset data accurately registered in accordance with as-built
  • Improving the asset breakdown structure for the entire lock complex
  • Advising the Dutch national agency for waterways and public works on safeguarding data integrity and the management of changes

Critical spare parts

MaxGrip worked closely together with the Dutch national agency to restore data integrity for the lock complex which, for the purposes of this project, consisted of three locks and two vertical lift bridges. “We were already familiar with the actual locks, as we prepared a list of critical spare parts for the construction firm in 2014. Moreover, we have ample experience with restoring data integrity in a range of industries.”

Discovering differences

After devising an action plan, MaxGrip proceeded with extensive desk research to discover as much as possible about the lock complex. ‘We cross-checked digitally available data with the paper archives, highlighting all differences to be cleared up. We led the team of the construction firm’s subcontractors to check the as-built drawings and inspect the actual versions on site. Step by step we managed to restore data integrity, enabling the construction firm to determine the right maintenance plans.”

Keeping it simple

MaxGrip also advised the Dutch national agency on safeguarding data integrity by managing changes in a standardised process. “We prepared an improved asset breakdown structure for the lock complex, with a complete description of the entire system, down to the last bolt and nut. Keeping it simple is a precondition for effective data management.”