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CAFM - Information Management > Data Conventions and Standards > Flashcards

Data Conventions and Standards Flashcards

1
Q

What are Business analytics and why are they important?

A

Fleet business analytics are the metrics or performance indicators essential for best in class fleet management. Improves efficiency, reduces costs and provides fleet reporting for stakeholders.

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2
Q

What is manual data entry and why is it inefficient?

A

Data transcribed from paper into the system. Inefficient due to entry errors.

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3
Q

What is meant by data collection through the systems backend?

A

Data is contained in a document with a format acceptable by the FIMS.

Ex. Excel, CSV. The administrator uploads into the FIMS.

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4
Q

What is Real-time data collection, give an example.

A

Web services method and protocol is data collection in real time.

Ex. Fuel transaction data importation into FIMS.

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5
Q

Define Batch data collection and give an example.

A

Batch data is non real time data. Transmission frequency can be predefined and set up daily, weekly, monthly etc.

Ex. Work order, invoices.

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6
Q

What is a barcode and how is it used?

A

Representation of data that identifies the object attached.

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7
Q

What is the difference between a one dimensional and two dimensional barcode?

A

1D – data is represented by width and spacing; 2D – uses rectangles, dots, hexagons etc.

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8
Q

How can a barcode be useful to a fleet application?

A

Useful in parts and inventory management. Barcode reader is interfaced to the FIMS or parts management system and automatically updates the inventory quantities.

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9
Q

What is RFID and what are the advantages to it?

A

Radio Frequency Identification – requires a radio frequency transmitter which contains the product information and called an RFID tag.

Advantage is the tag reader doesn’t need to be in line of sight of tag.

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10
Q

What is a smart label?

A

An identification tag that is more technologically advanced.

QR code is a type of 2D barcode that can be read by smartphones. Can store more data than a 1D barcode.

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11
Q

What are shortcut codes and what are they used for?

A

Short cuts to functions within the FIMS.

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12
Q

What is the NAFA vehicle classification code?

A

The standard vehicle and equipment classification code to address deficiencies with other classification schema.

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13
Q

What is the purpose of the NAFA vehicle classification code?

A

Used for vehicle and equipment classification;
comprehensive, flexible and customizable for any fleet application;
ensures vehicle or equipment fits only one category;
provides cross referencing for other classification schema;
enables reporting standard for benchmarking or comparisons of various fleets.

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14
Q

What is GVWR and how is it used to classify vehicles?

A

Gross Vehicle Weight Rating is specified by the OEM. Provides a common parameter which fleets can easily use.

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15
Q

What are the nine class codes in NAFA’s system?

A

4 position numeric coding system to classify up to 9999 vehicle classes.

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16
Q

What does the first number in NAFA’s class code system represent?

A

Weight code/Class Code = GVWR. Class code is based on the GVWR and divided into weight classes.

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17
Q

What does the second number in NAFA’s class code system represent?

A

Group code – identifies physical or operating category.

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18
Q

What is the ‘Service Code’ that is contained in position 3 of NAFA’s coding system?

A

Service code - Using the example of a van, Position 3 will contain “1” for Service type “Window” and “2” for Service type “Cargo.”

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19
Q

What is the ‘User Code’ that is contained in position 5 of NAFA’s coding system?

A

User code – defined by the fleet user to create custom classification categories in order to meet the specific needs of a given fleet.

20
Q

What are the ATA’s Vehicle Maintenance reporting standards?

A

Developed and maintained by the American Trucking Association. VMRS is a language for communication between the shop floor and management.

21
Q

What does the ATA’s VMR code consist of?

A

Includes equipment classification codes, labor codes, part description codes, manufacturer, supplier and brand codes.

22
Q

What is the system level code of the 9 digit VMR code?

A

Often called Code Key 31 and consists of 3 digits of the 9 digit VMRS code. It identifies the specific system on the vehicle where the part will be used during maintenance or repair.

23
Q

What is the Assembly level code of the 9 digit VMR code?

A

Also called Code Key 32 is 2nd set of 3 digits in the 9 digit code. Identifies the specific equipment assembly with the system.

24
Q

What is the component/Part level code?

A

Code key 33. Last 3 digits provide a description of the part.

25
Q

What is the purpose of the APWA equipment and vehicle coding system and what does it consist of?

A

To address the need for a common classification system. Which allow public and private agencies to identify characteristics of their vehicles.

Facilitates comparison and benchmarking of data among organizations. Consists of a 10 digit alphanumeric scheme that identifies particular characteristics of vehicles.

26
Q

What is the NIGP coding system?

A

National Institute of Governmental Purchasing – used to classify products and services procured by government organizations in the US.

Commonly used to classify vendors and track spend data for use in strategic sourcing and spending.

27
Q

How are vehicles classified under the EPA?

A

Classified under vehicle weight class and categories used by the Federal Highway Administration.

28
Q

What are the vehicle weight classes used by the FHWA?

A

FHWA classes 1-8 are based on GVWR as specified by the OEM.

Light duty – 1-2; Medium duty 3-6; Heavy duty 7-8.

29
Q

What are the advantages of using a commercial coding system over developing one in house?

A

The commercial off the shelf FIMS have the capability to implement the standard codes and saves time vs developing a new one. Also facilitates comparisons and benchmarking among fleets.

30
Q

What is code normalization and why is it important?

A

A code which has 2 different meanings doesn’t work and the reports and analysis can become ambiguous and useless.

31
Q

What steps are essential in order to maintain data integrity?

A
  • plan the data needs
  • decide the code scheme to use
  • design and develop the tables in the database
  • identify the data sources
  • collect and correctly enter data into the database
  • validate and check the data
  • back up the database
  • document the data dictionary, table format etc.
32
Q

What is a database administrator needed for?

A

To periodically run data checking routines, run specialized reports, create backups, be responsible for electronic file transfers, be the single point of contact for data upkeep.

33
Q

What is a referential database?

A

Stores data in the form of related tables.

Advantageous because they require only a few assumptions about how data

34
Q

What is the concept of referential integrity?

A

Ensures that the relationships between various tables remain consistent.

35
Q

List some of the best practices of data entry management.

A
  • enter and maintain only required data in the FIMS
  • control the number and integrity of electronic interfaces and other methods of imports
  • ensure the FIMS has pull down menus, radio buttons for user choices to minimize free text entry
  • ensure the FIMS has data validation algorithms
  • ensure the FIMS has pre filters for invalid data. Plus capability for system administrator to modify the data.
36
Q

How is data audited manually?

A

Download the required data in an excel file and then use application tools to catch and replace invalid data.

37
Q

What are some of the tools available to manage and audit data?

A

SQL Server Analysis Services – enable more automated data auditing.

38
Q

What is data cleanup and why is it done?

A

Also known as data cleansing, data cleaning or data scrubbing. To ensure the data is accurate and if errors are found then the process is to alter the data in a given storage resource.

39
Q

What is the difference between data cleansing and data purging?

A

Purging – old, obsolete or useless data is deleted from the database to make space for new data.

40
Q

What are the three system environments created in order to smoothly implement an FIMS?

A

Production – where the tested and productized software and database reside. All users utilize production software on a day to day basis.

Test – where the developed software is uploaded for the testing process including code testing at a unit and system level. Only enough data for testing and not the entire database.

Training – exists to allow for software and application training for the various FIMS users on new features and functionality without impacting the production performance or integrity.

41
Q

Why would a fleet backup its data?

A

Data can become corrupt or backed up data may be required for disaster recovery. Back up data on a nightly basis.

42
Q

How is the management of user roles done in an FIMS?

A

Using permission levels for all users.

43
Q

What are some features to limit access to the FIMS system?

A

Must be controlled so only authorized personnel have access and right permission level is set up for them. purge or clean up of user list is required.

44
Q

Who must oversee batch data transfers?

A

Overseen by the DBA or system administrator depending on what the batch impacts.

45
Q

What is a rejected record and who must review it?

A

Rejected data filtered out from entering the FIMS. System administrator or subject matter expert is assigned to examine the rejected data to correct it, so it may proceed into the database.

46
Q

How are updates applied to the FIMS?

A

If the FIMS is in the supplier’s IT environment, then designated individuals are alerted on the maintenance schedule for upgrade and scope of work being done.

If FIMS is in the customer’s IT environment, then the customer decides whether or not to take the new release. If yes, when to schedule the upload. It’ll be the customer’s responsibility to plan and notify FIMS users about the scheduled maintenance window.

CAFM - Information Management (4 decks)

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