Asset tagging process and responsibilities

1 - Scope of this document

1.1 - Introduction

This document applies to all areas of the Loughborough University including Loughborough in London and pertains to the process of tagging compliance assets at these locations.

There are currently two asset styles and systems in operation at the University.

1. Those for the Archibus CAFM system.
2. Those used for Water Hygiene Assets, maintained through the Hydrop system.

1.2 - Why do we have an asset tagging process?

Loughborough University has ana asset labelling process to improve the accuracy and consistency of its data and to ensure that compliance areas are recorded accurately. In addition, this process allows for a series of standardisations that allow the process of compliance inspections to run smoothly.

1.2 - Support 

In the first instance all enquiries should be directed to the relevant Project Manager or Project Team. For Asset queries these can be sent to the Loughborough University Facilities Information Team at fit@lboro.ac.uk

2 - Definitions / glossary

• Archibus - Loughborough Universities procured CAFM and Estates system.
• Hydrop - Loughborough Universities procured Water Hygiene and asset system
• FIT - Facilities information Team
• CAFM - Computer Aided Facilities Management

3 - Asset tagging

There are two asset tagging systems at Loughborough university and they vary slightly in style between each other.

The Archibus Asset number and label consists of a unique reference number, often with a QR code attached that links to the Archibus system. However, the presence of the QR code is not always required. These labels are provided by the FIT (Facilities Information Team) at Loughborough University. All maintainable assets (please see the MAL document), except for those covered by Hydrop, are tagged using this system.

The Hydrop Asset Number and label contains a unique reference number, along with a scannable barcode. These labels are used exclusively for the Water Hygiene assets listed in the MAL document. These labels are always purple in colour and are provided by the Water Hygiene team.

3.1 - Asset tagging - general principles

Assets that require labelling are covered in the MAL (Maintainable Asset List). These items are chosen due to their statutory compliance requirements. All items contained within the MAL must be tagged appropriately and the LU Asset Register completed with the relevant details. Within the MAL, the following additional information is provided for ease of clarity.

1. The department the Asset is concerned with.
2. The Equipment Description, Standard and Asset Type of each item.

There may be occasions where a compliance item may appear to fall into two areas of compliance. In these situations, please consult the MAL for guidance. However, if the uncertainty is not resolved, please reach out to the LU engineering team and the LU FIT team for clarity and confirmation. It shall be the responsibility of the installation Contractors to ensure that labelling is carried out and the relevant paperwork is completed in electronic format. And supplied to the LU FIT team and any project managers involved at Loughborough University.

3.2 - Loughborough University asset register

This needs to be completed for any new assets including when a currently tagged asset is replaced with a new one. All fields are mandatory, unless the field is highlighted in blue. In which case, the field is required only for the related Asset items. For example, we would expect Fire rating to be filled out for all Fire Door assets. Note: There is a particular requirement with relation to F Gas/refrigeration equipment, in that a photo needs to be taken of the manufacturers plate showing the refrigerant charge. Ideally this should also show the Archibus asset number as well.

The ‘LU Asset Register’ also contains an ‘Asset Movement’ and an ‘Asset Disposal’ sheet. These sheets serve the same purpose as the ‘Asset Register’ referenced above. However, they are used when an asset has either been moved or disposed of. If an asset has been moved, the original and new locations are recorded in the document, along with any relevant asset information. The asset disposal sheets records why and how an asset has been disposed so that the asset number can be marked as disposed and the item archived in the CAFM system.

3.3 - Placing the asset label

Asset labels for Archibus and Hydrop must be placed in a location that fulfils the following criteria:

1. Placed on a non-moving part of the asset (e.g not on a handle).
2. Placed in a location with as minimal weather exposure as possible.
3. A location that would no obscure essential information (such as the instructions on a fire extinguisher).
4. If an asset exists in both a private and a public area, the label must be placed on the public facing side. (For example, residential fire doors would require the asset label to be placed on the side of the door facing the public corridor and not inside the private room). Even in areas where both areas are public (such as a fire door between a corridor and an open plan office), precedence to the corridor, aka the public facing side is required.
5. In a visible but not distracting location (e.g. the top right corner of a fire door)

If, for any reason, all the above criteria cannot be fulfilled, the priority of implementation is as the list above, with 1 (one) taking priority, and then 2 (two) and so on.

3.4 Roles and Responsibilities

The Facilities Information Team (FIT):

• Issuing existing asset lists to Project Managers or in house trades staff as requested.
• Issuing Archibus asset numbers to Project managers or in-house trades staff as requested.
• Receiving the LU Asset Register and uploading them into the Archibus CAFM system.

Project managers:

• Requesting existing asset lists from FIT.
• Request new Archibus asset labels at the construction stage from FIT, so associated documentation can be generated with the correct asset numbers. Pass asset labels to Contractors.
• Ensuring that all of the organisations (i.e. Principal Contractors) responsible for delivering the information do so, in the correct format, accurately and at handover of the project.
• Ensuring that where engaged on a project Hydrop carry out a Water Risk Assessment, labelling and update the Compass system. Alternatively arrange for Compass system to be updated with any asset changes.

Principle contractors:

• Ensuring that they and/or their sub-contractors obtain new Archibus asset labels and that these are affixed to new or replaced assets while adhering to the requirements listed in “Placing the asset labels”.
• Ensuring all Hydrop asset labels are affixed prior to handover of the project and that the Compass system is updated with all the new assets within 2 weeks of handover.
• Complete the LU Asset Register and pass onto the LU Project Manager or Team.

Hydrop:

• Affix Hydrop asset labels to all water hygiene-based assets prior to handover of the project.
• Provide a Water Risk Assessment for the project prior to handover of the project.
• Update the Compass system with all the new assets within 2 weeks of handover.

In-house maintenance teams (all trades):

• Obtaining new Archibus or Hydrop labels and ensuring these are affixed to new or replaced assets while adhering to the requirements listed in “Placing the asset labels”.
• Complete the LU Asset Register and pass onto FIT.
• Ensuring that the Compass system is updated with any asset changes.