Asset Collection for Knowledge Management

MSU Infrastructure Planning and Facilities (IPF) is implementing an Asset Collection for Knowledge Management initiative in a continuing effort to deliver services and facilities that help Spartans change the world.

The initiative is comprised of five core activities:

• Facility condition assessments
• Inventory of facility systems and assets
• Mapping of assets
• Barcoding of assets
• Linking of electronic asset information and documents to asset records

This comprehensive approach across campus facilities will improve efficiency, accuracy and reliability of facility and asset data, leading to improved service.  A successful pilot project including MSU College of Law, Business College Complex, Engineering, Shaw Hall and Spartan Stadium occurred this past winter.  This initiative will continue across campus over the next three to five years.

IPF is partnering with ISES Corporation, leading experts in facility consulting, to conduct facility condition assessments, including physical examination of the condition of our facilities.  Notifications will be sent to building contacts prior to assessors arriving on-site.  During assessment and data collection, small teams of assessors will walk within and around each facility, taking notes and capturing photos to document conditions.  

Frequently Asked Questions:

• What is an asset?

For the purpose of this initiative, an asset is defined as a fixed building element or assembly of elements (system) that IPF tracks to manage, report on, maintain, repair or replace.

• Does this involve assets tracked by Capital Asset Management?

There will be minimal overlap with assets tracked by Capital Asset Management for accounting and depreciation purposes.  IPF is interested in tracking all general funded building related assets as defined above.

• What does inventory, mapping and barcoding entail?

A small team of IPF asset mapping specialists will catalog pertinent information about an asset such as model, serial number, location, installation date, etc.  Additionally, an IPF barcode will be applied to identify and allow the IPF maintenance staff to scan for additional information.  Lastly, the asset’s location will be identified on the Assets Map in the Facility Information Tool.

• What is a facility condition assessment?

A facility condition assessment (FCA) is a comprehensive visual inspection of a facility’s building systems and elements (e.g. masonry, roofing, plumbing, electrical and mechanical systems).  The primary purpose is to inform the capital renewal program and to develop short, mid and long-range plans for asset replacement or renewal.

• What happens to the information collected?

The asset inventory will be stored in the university’s integrated workplace management system, FAMIS.  As applicable, preventive maintenance schedules will be set up on the assets tracked.  The FCA data will be stored in a capital planning solution for informing capital renewal priorities and forecasting future needs.  The final facility reports and associated photos will be archived in the Meridian document management system.

• Who are the assessors? 

Experienced engineers and architects from ISES Corporation.  Teams of two assessors will be walking in and around the building observing and documenting current conditions.  The assessors will be wearing MSU contractor ID badges.

• How when I know when my building is being assessed?

A building notice will be sent to the building contacts at least seven days prior to the assessment.

• How do I get more information about the process?

For additional information or questions, please contact Jason Vallance, manager of Building Performance Services, at (517) 353-3111 or vallanc4@msu.edu or Kelsey Oosterhoff, facilities stewardship coordinator, at (517) 884-6665 or oosterk@msu.edu.