6 Steps to Creating a Digital Asset Management System

With today’s infrastructure increasingly becoming outdated, managing assets properly is critical for governmental entities. An effective digital asset management system ensures efficient workflows, assesses the current state of the infrastructure, and allows a team to accurately describe a project’s progression.

As many governmental entities consider transitioning to digital asset management systems – or have already begun the process – uncertainties remain about what digital asset management truly entails and how teams establish an effective system.

What are the steps in creating a digital asset management system?

1. Understand Community Needs

The first step in creating a digital asset management system is understanding stakeholders’ needs. This involves engaging with city officials, residents, and other relevant parties to gather insights into the current asset management process and what aspects of digital asset management are most important to them.

For instance, city officials may express a need for better tracking of sewer main breaks and hydrant flushing schedules. Additionally, instead of relying on fixed plans and paperwork orders, it’s important to create a flexible vision that can adapt to changing requirements.

2. Design Simple Solutions

Once the development team has a clear understanding of user needs, the next step is designing the digital asset management system. In this phase, it’s critical to make incremental design decisions that prioritize effectiveness and simplicity. By allowing for flexibility in design, the team can ensure that the digital asset management system evolves with changing technology and community expectations.

3. Build and Improve Step by Step

Successfully implementing the digital asset management system starts with building in short cycles, typically lasting from one to four weeks. This incremental approach allows teams to focus on gradually adding features, ensuring that each component meets the user’s needs.

Let’s say the team starts with a basic application that tracks daily inspection reports for recording activities for five types of inspections and gradually adds more inspections as the scope of work expands. Frequent collaboration during this phase helps the development team refine the system based on feedback.

After discussions with staff and gathering their insights, the team can prioritize enhancements that align with their requirements. For example, if staff members express that the comment section for project updates is limited to 255 words and needs to be expanded, the limit can be increased to 1,000 words.

This simple but thoughtful adjustment can facilitate more comprehensive discussions, leading to better collaboration and understanding among team members.

4. Quality Assurance Through Testing

Testing is an integral part of the digital asset management process. Test phases are incorporated alongside the development of new features to guarantee that the system functions correctly.

As the development team creates web applications that interface with ESRI’s ArcGIS Online, they ensure that geographic data is accurately displayed for activities like manhole scanning and hydrant flushing, allowing users to access the needed information without encountering errors.

5. Quick Updates and Feedback

As users work through the project, they discover opportunities for improvement that can make the application more user-friendly. These insights may range from user interface changes to feature addition requests that could enhance overall functionality. By creating a channel for feedback, such as regular meetings, surveys, or dedicated feedback forms (GIS analysts particularly favor an option like ArcGIS Survey123), the development team can gather input on specific areas that can be prioritized for enhancement.

For example, if the team deploys a new feature that allows city officials to generate reports on repairs and restoration activities, they can gather immediate input on its usability and effectiveness. Quick iterations help to identify and resolve issues early, ensuring that the digital asset management system remains effective.

6. Regular Check-Ins with Stakeholders

Maintaining open communication fosters collaboration, resulting in a digital asset management system that truly serves the community. This process allows the team to assess progress, gather feedback, and make necessary adjustments.

During these reviews, the team might demonstrate how the web maps can be used for public outreach, helping residents understand ongoing maintenance activities and encouraging community engagement.

It’s important to remember that successful implementation of GIS systems requires specialized knowledge and skills. There may be a knowledge gap that prevents users from fully utilizing the digital asset management system. Proper training from the development team may be required to ensure that stakeholders are confident in the GIS tools and take advantage of opportunities and full utilization.

Outsourcing some professional services, like Asset Management, to a consulting firm is the most cost-effective and efficient solution for overburdened municipalities. It solves the governmental authority’s short-term problems and provides long-term solutions.

Read Hire a Consulting Firm: A Solution For Overburdened Communities

Metro Consulting Associates has exceptional expertise in digital asset management. From the needs assessment to regular check-ins with stakeholders, our highly experienced team can transform your entity’s workflow, increasing efficiencies and effectiveness.

To learn more about what MCA can do for your team’s digital asset management, contact us today!