So many people rushed out of their facility with urgency- with no idea what the restrictions would be on returning; or, no concept that they’d be gone for quite so long. For some, simple things as lunch boxes were accidentally left behind. For others, plans and documents that help things move forward- are still sitting exactly where they were left.

For years, organizations have identified ways to stop relying so heavily on paper. Overfull filing cabinets, messy desks, and printing costs are all contributors to this goal. But, being forced to work remotely has proven to be the catalyst that many need to, finally, stop relying on paper.

For asset management, in particular, having consistent and constant access to the most up-to-date information is crucial to maintaining operations effectively.

But the need to have asset information accessible is not new. For years, asset management has been a point of contention for many. What is the most efficient, the most effective, the most valuable… the best way to manage assets?

Cloud-based infrastructure through GIS has always been an advantageous opportunity for asset management. But, recent events have proven that getting assets into the cloud through GIS is absolutely critical, and should be a priority.

Here are 5 reasons that GIS is a game-changer for asset management.

1. Always at your fingertips

“Let me look through my files” is a thing of the past. What happens when you’re in an emergency? What happens when your paper files aren’t accessible? When it comes to asset management, the most important and crucial question is, “Can you find it when you need it?”

For many, going digital began long before this. You see- going digital, using the cloud, creating apps to collect data, none of this is unique to GIS. It’s the incorporation of geographic location and maps that changes the game.

You might already store digital photos of all of your assets. Or scan important updates that relate to construction or modifications to the systems you manage. But- what good are those folders and files- if you can’t find what you need when you need it?

Because in an emergency, you might not just need a picture of any water valve. You need a picture of the exact water valve that resides exactly where your crew is standing.

With GIS, the information you need is always there when you need it. The connection of asset information to location makes asset management easier, and more forward-thinking than ever before.

Here, there, anywhere, your information is accessible. Smart phones, computers, tablets, the digital list is endless. It’s where you need it, when you need it.

Most reports are showing that organizations across the globe have been moved to reconsider what work looks like. This includes remote work becoming a “new normal”. Being forward-thinking means being prepared for the future. Having your assets managed for the future, means having information at your fingertips- no matter where you are or when you need it.

2. Always up to date

One of the most valuable capabilities of GIS is its ability to be constantly updated. Paper plans are only good for the moment in which they are printed. Any changes force plans out of date, and in many cases, out of use.

Consider construction of a utility as a great example. An engineer designs a utility plan. The design plan (paper) gets passed on to construction. During construction, changes are, inevitably, made to the original design plan. These markups are often written on the design plan, forming the basis for the final record “as built” plan.

Sounds like a decent workflow, right? But, what if the design plan wasn’t on paper? What if it was accessed through a tablet? And, during construction, a tablet could be used to make markups. Our GIS team updates the map, and now the plans that you- or anyone- have in their hands at any time are always the right plans, always the most up to date plans, and always they plans they need.

3. Always moving

Let’s think back to the last example- the workflow of passing and updating and editing paper plans. How many projects were put on hold, or at least delayed, because someone, somewhere, had a paper that you couldn’t get to?

This point- GIS keeps things moving- is perhaps one of the key points that organizations learned over the past few months.

When your assets are in the cloud, when you utilize GIS for asset management- projects don’t stop. And emergencies? You’re ready for them too. You shouldn’t be spending time looking through your files, coordinating “get that paper to you” time, or even having to deal with the aftermath of an emergency that was poorly prepared for. Find it, use it, have it- all when you need it.

4. Always together

GIS for asset management also means that everything lives together in one spot. Project notes, locations, pictures, data, it is all embedded together, associated with the geographic point.

What this means is no longer trying to squeeze 3 sentences of notes into the small margin of a paper plan. What this means is no longer having post it notes and scrap paper circulating everywhere. What this means is everything stays together. Everything has a spot. Everything, is where it should be.

Even the simplest maps might have extensive comments that make the map meaningful. Instead of printing and writing- embed a note on a digital map. Now, it’s accessible for many and meaningful to all.

5. Always able to grow

Re-configuring your entire asset management system to GIS sounds intimidating. We get that. But what we love about GIS is its growth opportunity.

We’ve worked with municipalities that only wanted to start small. All they wanted was for field pictures to be accessible in the field. So, instead of taking millions of pictures and storing them in folders on their hard drive- they connected these to a GIS map. So when a field crew arrives to repair an underground utility, they can look at a photo of the installation and understand the configuration before digging it up.

Just pictures. Pictures attached to location create valuable information. Just pictures then expands to more- description of the project, notes about issues or concerns, maintenance records. It’s a simple start of implementation, with the power to grow into a hugely dynamic resource.

We’ve also worked with utility teams that go much bigger- digitizing records for every pipe, valve, and hydrant, everything they own including scans of hand-written plans.

We’ve even done projects that extend further. One municipality is utilizing GIS as a records management system, not just assets. Original invoices, information on who installed pieces, everything they could ever need to know- digital, at their fingertips, up to date, all in one place.

The point is, that GIS is here for what you need it for. For many, starting small and simple is a great first step. Then, add something else. Then, add some more. The more you use it, the more excited you’ll be for all of the ways it can grow.

The urgency of going remote quickly identified gaps in existing systems. Many have been forced to use tools that have always been at their disposal- but often overlooked. Across the board, lessons have been learned about how organizations have functioned in the past, and should look to function in the future. GIS for asset management? That’s forward thinking.

#ProblemSolved: Our GIS Team is here to help. If you have questions, send an email to Al Guiseppe, PG at al.guiseppe@ssmgroup.com or give a call to 610-898-3049

Further Reading: More Information on GIS Applications and data management

Perspectives

Get your Assets in the Cloud: Utilizing GIS for Asset Management

1. Always at your fingertips

2. Always up to date

3. Always moving

4. Always together

5. Always able to grow