1. Data Integrity Soup to Nuts Skip Adolph, CPPM, CF Judy Windle, CPPS

2. Data Integrity: What does it mean? Understand Common Pitfalls Review Deadly Offenders Understand how to achieve and maintain clean, consistent data Objectives

3. DATA: – da·ta: noun A plural of datum. (used with a plural verb) individual facts, statistics, or items of information (used with a singular verb) a body of facts; information Data

4. INTEGRITY: – in·teg·ri·ty (noun) Adherence to moral and ethical principles; soundness of moral character; honesty The state of being whole, entire, or undiminished: to preserve the integrity of the empire The state of being whole. Entire, or undiminished data that reflects the effectiveness and adequacy of a property management system Integrity

5. RECORDS INTEGRITY IS SOLEY DEPENDANT ON DATA INTEGRITY – DATA INTEGRITY: The absence of unintended changes or errors in some data Integrity implies that the data is an exact copy of some original version Integrity may further imply that the information represented by data that has been validated Data Integrity

6. Acronyms – HP – APC – SEM – LOL, TY, TTYL HUH?! What do these mean? Abbreviations – INC – CO – CORP – LLC Common Pitfalls

7. Misspellings – Hewlett Packhard – Cannon – Motorolla Duplicates – E-3400 – E3400 – Latitude E3400 Zero’s and not O’s – OOOOOOOO12345 – E543O Common Pitfalls

9. And the Bane of Asset Data Management is… PUNCTUATION! Common Pitfalls

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11. Common Offenders MFR MDLDESC S/N

12. Manufacturers: – HP – HP CORP– Hewlett Pacard – Hewlet Packard – Dell – Dell Computer Co. – RIM – Research in Motion – Blackberry – Apple – Apple Computer – Mac – General Motors – GM – Chevy – Chevrolet – American Power Corporation – APC – Amazon – Staples – Home Depot Common Offenders

13. Model Numbers, Part Numbers, Stock Numbers: – XPS – M1530 – XPS/M1530 – M1530 Laptop – 1430/300.5111/20 Rev # 0 – 90000 – 1949/100- 25 – Silverado 1500 HD “Extended Cab Pick-up” – Pickup, F350 (HVY DTY) – 4150.300.121/22 – 100 [Alum] – Latitude E5430 – E5430 – E-5430 Common Offenders

14. Descriptions: – Computer, Laptop – Computer, Portable – Laptop Computer, Portable Laptop – Computer, Tablet – Portable Tablet Computer – Desktop Computer – Computer, Desktop – Computer, Desktop (W/ Monitor, Keyboard, Mouse) – Desktop Computer (W/ 17” Flatscreen Color Monitor) – Truck – Truck, Pickup – Pickup Truck Common Offenders

15. “If you take care of the small things, the big things will take care of themselves.” Steps to achieve clean, consistent data: – Address the Challenge – Create a Plan – Execute and Manage – Maintain Where to begin…

16. Focus on the weaknesses… – Recognize the need for data cleanup – Understand the importance of clean data – Identify the cause behind the inconsistencies Address the Challenge

17. Assign one, centralized office or person to lead the cleanup effort Establish uniform naming conventions, processes, polices (or guidance) and training programs – This will drive future consistency, accuracy and standardization “Manufacturers will always be entered as…” “Location entries are always based on…” Create a Plan

18. Prepare – Assign specific resources – Define the scope Decide what problem areas you want to focus on Plan how to obtain and organize the data Understand the amount of data you may have to clean up Determine timeframe Document ALL decisions – Make available to personnel – Update as decisions are changed overtime Create a Plan

19. Educate users on new decisions Gear up cleanup team – Provide supporting documentation – Provide necessary tools Analyze the data – If limited resources are available, focus on one problem area at a time – Microsoft® Excel is your friend!! Break down into categories and start with broadest level first – Locations: State, City, Street Address, Floor, Room, etc. Execute and Manage

20. Execute the cleanup – Once all categories are organized and broken down into elements or levels, it is time to clean up Remember the key steps to follow – Eliminate duplicate entries – Correct misspellings – Adjust data to reflect new naming conventions – Map asset records to correct entries Wrap up – Review and make adjustments Execute and Manage

21. Lessons learned Knowledge transfer Continue to educate and enforce Improve office communication Execute cleanup efforts annually Consider list of value data fields Maintain

22. Understand the BIG picture Balance structure, flexibility and usability of the system Property data should be: – Descriptive – Standard – Reportable – Audit ready Steps to clean up 1. Address the Challenge 3. Execute and Manage 2. Create a Plan 4. Maintain Summary

23. Questions