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Home / Current State of the Assets / What Constitutes an Asset? / Creating Asset ID’s

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Creating Asset ID’s

 

In developing an asset inventory, it is critical to develop a unique asset identification number (Asset ID) for each asset in the inventory. This ID number can be whatever makes sense for your utility. It is imperative that each Asset ID is unique. Uniform Asset IDs allow staff to search and query data more effectively and make valuable data more readily available. Some software programs might limit the number of characters allowed in a data field so be aware of these limitations when selecting software and determining how to number assets.  The numbering system should be consistent throughout the inventory and should be easily and quickly recognized by all personnel.

Things to keep in mind when creating the Asset ID system: 

      • Logical numbering/lettering can help with easily identifying where an asset is located and/or what type of asset it is. 
      • Consistent and unique identifiers ensure that duplicate IDs are not used and that each asset is easily identified. 
      • Ensure that there is room in alphanumeric ID to allow room for growth, such as additional assets.

There are several approaches to developing an asset numbering system. Each has advantages and disadvantages. 

Sequential Number

Description Advantages Disadvantages
Numbering system that adds a sequential number to each new asset
  • Simplest and most common way to identify assets
  • Numbers can overlap/be duplicated
  • Hard to merge with other systems
  • Adding additional numbers can be difficult if not well planned originally
  • Easier to enter incorrectly

Existing Internal Numbering System

Description

Advantages

Disadvantages

If part of the organization already has an asset numbering system, such as accounting, you may choose to use it

  • Easy to Implement

  • Improved Communication: A single naming system leads to better cross-departmental communication

  • May Not Meet Requirements

  • Possibility of Change: It is possible that the base naming convention may change, creating a mismatch between your asset records and data in other systems.

Existing External Numbering System

Description

Advantages

Disadvantages

One example is the US DOD’s National Stock Number (NSN)

  • Trustworthy: Other organizations have used the naming system with great success

  • Easy to Use: Well-established naming systems provide a template from which you can easily assign names and numbers to your assets.

  • Best Practices established

  • Complexity: Some naming conventions consist of many separate coding systems, making it tedious to follow or apply.

  • Too Large of a Scope: Naming systems such as the NSN tracks millions of assets. You may not require the same level of detail if managing a small number of assets. A simpler naming strategy may be more appropriate.

Create a Number System

Description

Advantages

Disadvantages

Build meaning into asset numbers by incorporating information such as location, asset type, asset function, manufacturer, model, building number, and more.

Learn more about creating a number system

  • Flexibility

  • Meets Your Specific Requirements:

  • Time to Develop: It takes careful planning, time, and effort to devise the rules and requirements that must be adhered to when naming assets.

  • Longevity: Custom naming conventions that aren’t built with enough flexibility break down over time, creating the need to change the system.

  • Difficult to use if assets are moved from one location to another.

Random Numbering System Created by Software

Description

Advantages

Disadvantages

Software programs, such as GIS or a CMMS system, can create random asset ID numbers for each asset 

  • Very easy to implement

  • No need to develop a naming convention

  • Assets that are moved from location to location are unaffected

  • No connection to asset attributes, such as location or type

  • Can be a long series of numbers

Software Considerations...

Are you considering using Asset Management software for your system? The system that you consider may have a feature that automatically assigns an Asset ID to assets entered into the inventory. Find out if the program allows you to set up a system for asset identification numbers or if you can edit the IDs.  

An example of a potential numbering scheme is shown below.   


Example 1:
A BCD EFG 1

 

A = Water (W) or Wastewater (WW)

BCD = facility name (i.e., abbreviation for pump station, well house, treatment building)

EFG = Equipment name (i.e., abbreviation for name of equipment)

1 = Equipment number (i.e., number for that particular piece of equipment)

 

Water System Example:  

WMPSPMP1 = Water System Main Street Pump Station Pump 1 

W = Water System 

MPS = Main Street Pump Station 

PMP = Pump 

1 = Number 1 Pump 

Wastewater System Example: 

WWSRDOF2 = Wastewater South River Discharge Second Installed Outfall 

WW = Wastewater 

SRD = South River Discharge 

OF = Outfall 

2 = Second installed outfall 

Any numbering system can work. The utility should choose the numbering system that best fits its operation and has room for growth and adaptation. It is worthwhile to examine approaches used by other systems in selecting a numbering scheme and modify examples to suit the unique needs of your system. 

Consider this...

Consider putting Asset ID numbers on tags or stickers attached to the asset whenever the assets are visible and accessible. This is especially useful when you include QR codes that can be read with phones or tablets or UPC codes that can be scanned by electronic devices. The tags should be durable and attached in a semi-permanent way. If tags become worn or knocked off the equipment, they should be replaced.

Asset ID system – Stacy Gallick, Asset Management Director, Johnson County Wastewater, Olathe, KS

Numbering system for hydrants – Bill Boulanger, Superintendent –Public Works and Utilities, Community Service Division, City of Dover, NH

When creating a numbering system, the numbering scheme should be developed by the individuals who will have to use it most, or at least should be developed with input from these individuals. The task of developing an asset ID numbering system can seem simple, but in practice can be quite complex.  It may be necessary to revise the system a few times before it is satisfactory.  The best approach is to think about what should be accomplished with the numbering system, discuss different approaches, select an approach, and then do a pilot project to see if it will work properly.  The pilot project should include a small subset of the overall assets from different parts of the facility to determine if the numbering system that was selected will work.  If the numbering scheme does not perform adequately, it can be modified to solve the issues and the pilot can be repeated.