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CAFM - Information Management > Reporting and Data Analysis > Flashcards

Reporting and Data Analysis Flashcards

1
Q

What are the key components of the reporting strategy?

A

Audience analysis and planning for reports
planned reports
ad hoc reports
data and report accuracy and validation method

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2
Q

What must be decided on regarding report availability?

A
  • Whether reports will be available online or pushed out by the system
  • parameters around downloading and storing
  • report format
  • update frequency
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3
Q

What are actionable reports and how are they used?

A

They enable fleet personnel to quickly identify problem areas and take action.

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4
Q

What should be your strategy towards running ad hoc reports?

A

Minimize need for ad hoc reports
use self-serve tools
include steps from request to report creation
consider adding frequently requested reports to planned inventory.

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5
Q

What is the data and report validation step?

A

It is the most important element before sharing any report.

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6
Q

What are the attributes of report builders?

A
  • Technical skills in data entry and report development
  • knowledge of database content and structure
  • ability to deconstruct report requests.
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7
Q

What categories can report readers be broken into?

A

Fleet Personnel, Finance and fleet managers, Stakeholders, and fleet clients.

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8
Q

What types of data are used in a fleet study?

A

Performance metrics and preventative maintenance compliance percentage.

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9
Q

What information might a company executive want regarding the fleet?

A

Only information necessary for decision-making and reviewing fleet KPIs.

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10
Q

What are the guiding principles of the Iterative process flow?

A
  • outcomes of discussions
  • usage of information
  • versions of reports
  • systemization
  • revisit report needs.
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11
Q

What is the suggested approach for finalizing information with stakeholders?

A
  • Conversation
  • preliminary report review
  • draft report review
  • final report review
  • implementation
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12
Q

What should you consider for data freshness?

A

Balance the use of system resources between data refreshing and running applications.

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13
Q

What is the system designer’s goal?

A

To optimize the system’s service metrics quality regarding data freshness and accuracy.

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14
Q

What are caching techniques?

A

To store or cache website addresses or actual data to improve response time and reduce system load.

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15
Q

What is base data?

A

Temporal data that changes over time, such as maintenance and repair data for a vehicle.

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16
Q

What are derived data tables?

A

Tables resulting from computations on base data.

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17
Q

Who uses reports in their day-to-day activities?

A

Fleet Managers involved in operations, such as fuel management or inventory.

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18
Q

What are the two categories of summary reports?

A

Reports for managers tracking performance metrics and reports for senior managers approving budgets.

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19
Q

What types of information might be included in a management summary report?

A

Performance metrics, budget tracking, and corrective action plans.

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20
Q

What are the guiding principles for summary reports?

A
  • Capture assumptions
  • start with detailed data
  • create repeatable summaries
  • ensure clarity and simplicity
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21
Q

What is a report writer?

A

Part of a database management system that extracts and presents information in a specific format.

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22
Q

What are Ad hoc reporting tools?

A

Tools used to provide quick, cost-effective information and create reusable report formats.

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23
Q

What is a software dashboard tool?

A

A tool providing managers with necessary information using summaries, graphics, and colors.

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24
Q

What are the characteristics of a best-in-class dashboard?

A

Easy to read, single page, real-time information, and KPI historical trends.

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25
Q

What is a Business Intelligence tool?

A

A sophisticated report writing application using a dashboard GUI.

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26
Q

What are the benefits of a well-planned dashboard?

A

Graphical metrics, timely identification of trends, and customization by fleet function.

27
Q

How might an FIMS help track a workflow process?

A

By tracking the percentage of completion in a report or dashboard.

28
Q

What are examples of standard reports using an FIMS?

A

Total number of PMs, inventory reports, and fuel consumption reports.

29
Q

What is a transaction journal?

A

A history of actions executed by a database management system to maintain data integrity.

30
Q

Who uses operational reports?

A

Fleet personnel responsible for improving operational efficiencies.

31
Q

What do operational reports do?

A

Collect transactional data to create performance metrics about workflows.

32
Q

What types of information are tracked by operational reports?

A
  • tracking and monitoring short-term situations
  • often provide week over week or month over month metrics

ex. open purchase or work orders, status of vehicle replacement program

33
Q

What is an exception report?

A

Identifies events outside normal ranges to prompt remedial action.

34
Q

What are analytic reports?

A

Reports that combine multiple metrics using algorithms, created by fleet managers and IT specialists.

35
Q

How are analytic reports created?

A

Using data warehouse architecture for consolidated information.

36
Q

Why are analytic reports important to fleet managers?

A

They provide information for strategic decision-making.

37
Q

What are trend reports?

A

Trend analysis of historical data to find patterns.

38
Q

How are trend reports used in fleet management?

A

To analyze historical data and forecast future performance indicators.

39
Q

What is the purpose of a dashboard?

A

To provide an at-a-glance view of performance based on indicators.

40
Q

Why are dashboards sorted by fleet role?

A

To customize information relevant to each role’s responsibilities.

41
Q

What dashboards would be available to an Asset Manager?

A

Quantity of vehicles purchased, upfitted, and requested by fleet clients.

42
Q

What dashboards would be available to a Maintenance Manager?

A

Work order status, exception reports, PM compliance, and unscheduled repairs.

43
Q

What dashboards would be available to a Parts Manager?

A

Open and closed purchase orders, receipted parts, and exception reports.

44
Q

What dashboards would be available to a Fuel Manager?

A

Exceptions and resolutions, fuel consumption, and poor fuel economy reports.

45
Q

How can dashboards help form an action plan?

A

By indicating areas falling short of targets to create strategic initiatives.

46
Q

What is the central idea of an operational dashboard?

A

To provide an at-a-glance view of important metrics for fleet roles.

47
Q

What types of information can be tracked using a trend dashboard?

A

Historical data set to daily, weekly, monthly, or annual information.

48
Q

What types of information might be tracked in an executive dashboard?

A

Fleet size, vehicle utilization, maintenance costs, fuel consumption, and client satisfaction.

49
Q

What is a data warehouse?

A

A data repository across an enterprise for reporting and analytics.

50
Q

How does an enterprise DW obtain data?

A

Using ETL (extract, transform, load) and a data dictionary.

51
Q

What is a data mart?

A

A focused data repository for one area of business.

52
Q

What is a Star Schema?

A

A schema where fact tables are joined with dimension tables.

53
Q

What types of information are recorded in fact tables?

A

Measurements or metrics for events, generally as numeric values.

54
Q

What types of information are recorded in dimension tables?

A

Attributes describing the fact data, with fewer records than fact tables.

55
Q

What is Data Transformation?

A

The process of converting data from one format to another for usability.

56
Q

What are the two main steps of data transformation?

A

Data mapping and code generation.

57
Q

What is Data Mining?

A

Applications looking for hidden patterns in datasets within a data warehouse.

58
Q

What is trend analysis?

A

Using past data to project future results, also known as extrapolation.

59
Q

How is correlation used to analyze data?

A

Correlation measures the relationship among variables. One variable is called the dependent and the other called independent variables.

60
Q

What are some ways to graphically represent a distribution analysis?

A

A representation of frequencies shown as a bar graph. The height of the bar is equal to the frequency of the data in the interval or bin.

61
Q

What is the Pareto Principle and how would it be used in a fleet setting?

A

Pareto analysis shows that a disproportionate outcome can be achieved by concentrating on a few factors.
Also known as the 80/20 rule, 80% of the outcome can be traced back to 20% of the causes.

62
Q

Why shouldn’t averages be used in order to make business decisions?

A

Flaw of averages – plans based on average conditions usually go wrong. Decisions should be made on a range of relevant numbers rather than a single value.

63
Q

What is some of the data necessary in order to predict maintenance?

A

Looks at the condition of a part or system and if repairs are warranted or should replace before an actual failure.
Make and model, date, mileage, hour of use, the services performed to specific components.

64
Q

What information is needed in order to measure Fuel consumption?

A

Vehicle count and historical fuel consumption.

CAFM - Information Management (4 decks)

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