InfoTown™
Bev's journey · Procurement · Lesson 4

The product data nobody asked for

Before you start

In the story

Forty PDFs, and not one had what the maintenance team needed.

Back to the story

The right way

Before ordering

Sam gives Bev the client's asset data list: which fields, which format, by when. It goes in the order, and the supplier prices it.

Before delivery

The supplier sends the data in the client's template, checked before it's sent.

Handover

The asset data loads straight into the operator's system. The brochure with the beach is optional.

What they always sendForty PDFs, three weeks of typing, and a payment held.
What the operator asked forThe right fields, in the right template, loaded first time.
Think like Bev

Who will use this product's information after we've gone, and what do they need? If the order doesn't ask for it, the supplier won't send it.

Continue Bev's journey

Story 5: Closing out a supplier

A supplier finishes and leaves. Their final information never arrives, and they can still log in.
The right way, explained

The right way, explained

When the town buys a new boiler, it asks for the manual and the parts list up front, in the language its plumbers speak. Asking once the plumber's arrived is too late.

If you're the subcontractor

If you're the subcontractor

Read what product data the order asks for, and price it. Sending what you always send is fine only if it's what they asked for.

In the town See it in the town: forty PDFs and a beach. What did the operator actually need?

Bev's view: what goes into the handover parcel starts with what went into the order.

Handing over: authorise, accept, publish Parcels with S codes leave the shared table in the Site Office. They stop at the firm leading the work to be authorised, then travel to the Client Town to be accepted, and arrive on the published shelf with A codes. A dashed route sends rejected parcels back with comments. Below the road, a cupboard of parcels that stay with us never goes to the client. A strip shows S1 to S5 turning into A1, A2 and so on, one A code per work stage. SHARED TABLE AUTHORISE CLIENT TOWN ACCEPT PUBLISHED STAYS WITH US S1S2S3S4S5A1A2An Is it all here,and does it fit? Is it whatwe asked for? Shared: S4 to authorise, S5 to acceptSigned off: n is the work stage Not right? Back with comments S codesA codes
Pick a stopThe last leg

Shared

On the label
IM calls it
Watch out for

This is Asset Information!

The data the owner needs to run and maintain what you supplied, in their format.

Sam's Heads Up Get the actual template

InfoTown good practice: Product data comes back in the client's required format.

On your job: That might be a spreadsheet, a database export or a data schema. Get the real template at order stage, not a description of it.

For the audit What the auditor will ask
  • Show me the product data requirements in this order.
  • How was the supplier's data checked before handover?
For the audit What good evidence looks like
  • Orders that include the asset data requirements.
  • Supplier data in the client's format, checked before handover.
From the standard
ISO 19650 Asset information

ISO 19650 expects the asset information the owner needs to be set out in their requirements and delivered in the agreed format. Passing those requirements to suppliers through the order is part of passing them down the chain.

Based on the ISO 19650 series: the ideas come from the standard; the plain-English wording, examples and advice are InfoTown's. ISO 19650 is © ISO and BSI. You'll hear the same language across the industry. Read more for free in the Information Management Initiative (IMI) Framework guidance from BSI and nima. For the full requirements, use the standard itself.