APC Project Management > Level 1 Data Management > Flashcards

Level 1 Data Management Flashcards

(46 cards)

Study These Flashcards
1
Q

What is data?

A

Collection of information and the basic input to any decision making process

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2
Q

Data Management Process

A

Collating, Storing, Organising, accessing.

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3
Q

Primary Data:

A

Raw, unfiltered

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4
Q

Secondary Data:

A

Process, at this point becomes information and of use.

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5
Q

Purpose of data collection

A
  • To obtain information
  • Keep on record
  • Make decisions about issues
  • Pass information to others
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6
Q

Types of data

A
  • Cost Data
  • Market prices for material and labour
  • Payment certificates
  • Budgets & variation
  • BOQ
  • Tender documents
  • Legislation and law
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7
Q

Collating

A

The collection of data through email and techniques such as questionaires, surveys and lit reviews.

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8
Q

Storing

A

Wether it be in physical or digital form

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9
Q

Organising

A

Managing these data collections with consistent filing

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10
Q

Access/retrieve

A

Having ease of accessing and control of access with restrictive settings

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11
Q

Maintaining

A

How long to keep it

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12
Q

How to secure data?

A
  • Assign passwords to documents, folders and computers
  • Auto locking computers
  • Access restriction and restrict unauthroised access on common servers
  • Automatic backup to ensure data is not lost
    Internet securirty and anti virus
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13
Q

Sources of data

A

SPONS Pricing Books
BCIS Building Cost information services

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14
Q

Who publishes Spons?

A

AECOM

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15
Q

Who publishes BCIS?

A

RICS

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16
Q

What is an Electronic Database?

A

An online, searchable collection of resources. Typically refers to a computerised environment that enables the creation, organization and storage of documents.

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17
Q

What does your firm use?

A

Sharepoint - an online collaborative platform to store data, using a consistent filing system.

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18
Q

How long to keep data for?

A
  • 6 years under hand
  • 12 years under deed
  • 15 year RICS recommends as limitation period for most claims
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19
Q

What is BIM?

Study These Flashcards
A

The process of designing a building collaboratively using one coherent system of computer models rather than separate sets of drawings. BIM allows you to do the build twice, essentially eliminating the risks by creating this computerised model. It contains the design of the building, but also data of components, construction and maintenance.

20
Q

Advantages of BIM

Study These Flashcards
A
  • Allows for better planning, design and changes
  • Lifetime information for the end user
  • Data can be searched and accessed
21
Q

Disadvantages of BIM

Study These Flashcards
A
  • Initial cost for substantial investment in the software
  • Training and staff will most likely need training and education depending on the complexity
  • Online security is required which can pose a threat
  • Possible system errors
22
Q

Advantages of E-databases

Study These Flashcards
A
  • Time saved for sharing and sending files
  • Accessibility can be managed with online settings
  • Time saved for repetitve works
  • Environmentally friendly
  • High security can be implemented
  • Effective document control
23
Q

Examples of data

Study These Flashcards
A
  • Emails
  • Spreadsheets
  • Cost databases
  • BoQ
  • Contract documents
  • Tender documents
  • Legislation and law
24
Q

Client Sensitive Data?

Study These Flashcards
A

Confidential, sensitive. innovative or intellectual matters.

  • Understand the risks and consequences
  • Letter of instruction required to continue
  • Exclusivity of staff if required
  • Security protected document storage
  • Mark hard copies as confidential
25
NDA?
Non - Disclosure agreement used with client sensitive data. Prior to the data being shared, clients may request the recipient signs up to an NDA. Protects against the disclosure or sharing of any confidential data. If parties breach the agreement fines can be issued.
26
Data Protection Act?
Regulation in UK Law which addresses the transfer of personal data. Controls how your personal information is used by organisations, business or the government. The UK'S implementation of GDPR
27
7 Key principles of the Data Protection Act
1. Lawfulness, fairness & transparency 2. Purpose limitation 3. Data minimisation 4. Accuracy 5. Storage Limitation 6. Integrity & security 7. Accountability
28
8 Rights under GDPR
1. To be informed 2. To access 3. To rectification 4. To erasure 5. To restrict processing 6. To data portability 7. To object 8. To automated decision making and profiling
29
Who enforces GDPR/Data protection Act
The information Comissioner's Office
30
Fines if the Data Protection Act is breached
4% on annual turnover or 20mil >>
31
Who is the data controller?
Natural person/organisation who decides how and why to collect the data. Must ensure the processing of data is compliant with law.
32
Who is the data processor?
Processes the data on behalf of the controller in accordance with their instructions.
33
Data subject
The individual who the data is about
34
What is the Freedom of Information Act?
Provides public access to information held by public authorities. Must respond within 20 days Does not include personal information
35
What is a cloud based system?
Online secure filing system where mulitple users can upload and share documents.
36
Project extranet systems
Dalux & Procure - file uploads for end of project information.
37
BCIS
Valid information source on construction and lifecyle costs, all in.
38
SPONS
Pricing book with detailed cost data.
39
NDA
Non-diclosure agreement when information is confidential.
40
Key personnel under GDPR
- Data Controller: how, why & compliance - Data processor: Processes on behalf of contractor - Data subject: information about
41
Processes of data management
- collection - storage - quality - governance - security - back up - disposal
42
What data management systems have you used in projects? How do these ensure compliance with the Data Protection Act and GDPR?
- Lawfulness, transparancy in access control, users can track who access and modified - Storage limitations data can be deleted
43
Example of Primary Data
Any data collected for the first time thats unfiltered, i.e surveys / defects reports
44
Examples of secondary data
Published and filtered, SPONS & BCIS
45
Benefits of well controlled data management?
- Improved decision making - Enhanced project performance - Better resource management - Increased transparancy and accountability - Improved risk management
46
Hunters approach to storing data?
Consistent approach with multiple people working and taking over work - Sharepoint for saving files and documents - Email subjects, easy to find information - File Naming, easy to navigate
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