Data Management (L1)

Question 1

What is Data Management?

Answer 1

Data Management is the process of how data is:

1) Stored
2) Managed
3) Shared and,
4) Presented

on a project.

Question 2

What is Data?

Answer 2

Data is raw, unorganised facts that need to be processed. For example datapoints in a point cloud survey.

Question 3

What is Primary Data?

Answer 3

Data that has been observed or collected from first hand experience. For example:

1) Drawings / Designs
2) Contract Documents
3) CapEx Documents

Question 4

What is Secondary Data?

Answer 4

Data that has been observed or collected from someone else. For example:

1) Sales / Rental data
2) Cost Reports
3) Survey information

Question 5

Why is Data Management important to the success of projects?

Answer 5

1) Allows businesses to make informed decisions and plan effectively
2) Provides context
3) Can be turned into useful information
4) Used as an audit trail

Question 6

How is data / information stored and shared by your employer?

Answer 6

My business stores and shares detail in a number of ways:

1) Information is password protected, in a secure database
2) Data is stored by project, workstream and date
3) Old information is archived
4) A universal folder structure is used

All files on the sever are duplicated, to protect against lost data.

1) Primary server on site - stores data for up to 30 days
2) Secondary back up server
3) Off-site database in Essex

Question 7

What are the characteristics of a good database?

Answer 7

1) Revisions dated
2) User friendly / easy to search
3) Clear
4) Structured by stages of a project / then by work streams
5) Use of a common template across a business

Question 8

Why is it important to uphold confidentiality and security of data?

Answer 8

It is important for a number of reasons, including:

1) Protection of confidential client information
2) Compliance with Legal and Regulatory requirements (GDPR and the Data Protection Act)
3) Upholding the RICS Rules of Conduct - act with integrity and maintaining confidentiality

Question 9

How do you uphold confidentiality when it comes to dealing with sensitivie information?

Answer 9

In a number of ways:

1) All client data is stored securely in a password protected database.
2) The use of code words for projects and clients
3) Setting time limits on information
4) Sensitive information redacted
5) Tracking and monitoring who can view information
6) NDA’s in specific instances.

Question 10

What is GDPR?

Answer 10

General Data Protection Regulation (2018). A legal framework introduced by the European Union to regulate how organisations collect, process and share personal data.

Its purpose is to protect individuals’ privacy and personal information, and to give them more control over how their data is used.

Question 11

What is the Data Protection Act 2018

Answer 11

The Data Protection Act 2018 is the UK Legislation that governs the processing of personal data.

It essentially works alongside GDPR to ensure individuals’ personal information is handled lawfully, securely and transparently.

Question 12

What is your companies GDPR policy?

Answer 12

• Commitment to being clear and transparent in how it is used and protecting its confidentiality, security, and integrity.
• 6 principles:
  o Processed lawfully, fairly and in transparent manner
  o Collected only for specific purposes and not used in a way incompatible with those purposes
  o Adequate, relevant and limited to what is necessary for the purposes
  o Accurate and appropriately up to date, with every reasonable step taken to erase or rectify inaccuracies
  o Not retained for longer than necessary for the purposes
  o Kept appropriately secure and confidential against unauthorised use or accidental damage or destruction

Question 13

What RICS guidance is there on data?

Answer 13

The RICS provides guidance in a number of ways:

1) RICS Guidance on Data Handling -> Outlines the principles of lawful, fair, and transparent data processing.
2) RICS Data Standards -> RICS Data Standards offer a framework for capturing, sharing and exchanging data related to land, property and real estate.

Question 14

How do data management systems differ during the different stages of development?

Answer 14

• Early stages used for sharing information (feasibility, stage 2)
• Later stages used approval (design and construction)

Question 15

What is BIM?

Answer 15

• Building Information Modelling
• The process of designing a building collaboratively using one coherent system of computer models, rather than a separate set of drawings

Question 16

What differing levels of BIM are you aware of?

Answer 16

o Level 0 – 2D CAD, text and line work – exchanging paper, no collaboration
o Level 1 – mixture of 3D & 2D CAD. Models are stand alone, ie discipline may produce a 3D model to help convey the design. Models are not linked in any way.
o Level 2 – collaborative working, separate 3D models still in existence but information shared and exchanged in same format to allow each model to inform the others. A combined model (PIM – project information model) can be produced for uses such as clash detection.
o Level 3 – Fully integrated PIM model, all parties input at the same time. Model held at a central location and editable by all.

Question 17

Who are the key parties (data actors under GDPR)?

Answer 17

1) Data Subject - Individuals whose personal data is being collated or processed.
2) Data Controller - Individual / Organisation collecting the data
3) Data Processor - Individual / Organisation processing the data
4) Supervisory Authority - Regulatory body responsible for ensuring GDPR in each country.

Question 18

What relevant sources of data are you aware of?

Answer 18

Building Cost Information Service - Independent data issued by cost consultants, with tender price indicies

Values - Agents
Costs - Fees
Programmes

Question 19

What is an EDM System?

Answer 19

Electronic Document Management System - a digital system used to store, manage, track and control documents electronically.

E.g. Aconex

Question 20

What are the benefits of BIM?

Answer 20

1) Improved collaboration
2) Enhanced design and planning accuracy - can lead to less site coordination, which brings costs and programme benefits.

Question 21

What are the drawbacks of BIM?

Answer 21

1) High initial costs and resource requirements
2) Unclear responsibility for model accuracy can lead to disputes.

Question 22

What is information?

Answer 22

Information is data, when it has been processed, organised and presented in a givenm context so it may be useful.

For example, data points which have been processed to form a full point cloud model.

Question 23

What is an NDA?

Answer 23

A Non-Disclosure Agreement - a legally binding contract that establishes a confidential relationship between two or more parties.

It ensures that any sensitive information shared between them is kept confidential and not disclosed to unauthorised parties.

Question 24

What happens if an NDA is breached?

Answer 24

If a party breaches the NDA, the other party can take legal action for damages or seek an injuction to prevent further disclosure.

Question 25

When would you use an NDA?

Answer 25

1) Before starting a new project or partnership 2) During the tender or procurement process 3) During the leasing process between a leaseholder and a landlord.

Question 26

What are the core principles of GDPR?

Answer 26

Organisations must ensure that data is: 1) Processed lawfully 2) Collected for a specific purpose 3) Limited to what is necessary 4) Accurate and up to date 5) Stored securely 6) Kept only as long as necessary

Question 27

What are the consequences of breaching GDPR?

Answer 27

Breaches can result in heavy fines and serious reputational damage. Fines can be up to 20m EUR or 4% of global annual turnover.

Question 28

What constitutes personal information under GDPR?

Answer 28

Personal Data is any information that can identify a living individual, either directly or indirectly. For example: (1) Name (2) Address (3) Email Address

Question 29

When would you encounter GDPR as a PM?

Answer 29

1) Project Stakeholder Information - phone numbers, email addresses etc. 2) Sharing meeting minutes 3) Internal Team and HR Data

Question 30

What should you do if a colleague asks for a project directory?

Answer 30

You must handle the request in line with GDPR, by: 1) Confirm the purpose - why does the colleague need it? 2) Share the minimum information required 3) Only use secure channels 4) Consult the data protection officer if unsure.

Question 31

Do you have to ask the individuals consent when sharing email addresses?

Answer 31

You don't normally need to consult each individual, if the information is: 1) Work related and, 2) Shared for a legitimate business purpose.

Question 32

Are there any differences between the Data Protection Act and GDPR?

Answer 32

They are closely linked but there are a couple of nuances, specifically: 1) GDPR is an EU regulation applicable across the EU. DPA 2018 is specific to the UK. 2) DPA includes exemptions for law enforcement and national security.

Question 33

What are the RICS Data Standards?

Answer 33

Key principles include: 1) Data Governance and Ethics - implement clear policies for data ownership, access and accountability 2) Data Security and Privacy - Adhere to relevant data protection laws. Ensure robust security measures 3) Data Quality - Establish clear processes for data validation, cleansing and regular updates