Enterprise Asset Management

Data Collection and Conversion

Data conversion or load can be a complex issue depending on volume and form of data availability. 

There are three methods of loading appropriate data into GP MaTe: directly type the data into GP MaTe, utilize data load Excel workbooks to collect and load data, and/or convert data from existing machine readable sources such as another CMMS. Any single method or a combination of methods can be utilized to fully populate GP MaTe. Selection of the method(s) should be based on data availability and the most efficient and cost effective approach.

Direct Data Entry

Where small volumes of discrete data is to be loaded, direct entry is usually the most effective method. Users simply need to gather the data and use the appropriate work flow process within GP MaTe to enter and verify the data. GP MaTe has many features available to speed up data entry, including cut and paste, copy from previous records, and quick look-ups of coded information. In addition, links are then created automatically to other objects in GP MaTe as appropriate.

Where large volumes of data are available, either use of the Data Load workbooks or direct conversion and load of the data are most efficient. The company should analyze the time and cost of both methods to determine what combinations of these two methods should be utilized. An example might be:

A maintenance supervisor keeps lists of equipment in notebooks with some of its related information. Information such as description, manufacturer, model size and location in the plant.


In this example, it would be most efficient to type or cut and paste this data into the Data Load workbooks and load the data into GP MaTe from the workbooks.

A maintenance supervisor keeps lists of equipment in a machine readable form such as Excel or an Access Database with some of its related information. Information such as description, manufacturer, model size and location in the plant.


In this example, it would be necessary to analyze the most efficient method to load the data into GP MaTe. Either converting the data to the Data Load workbooks format or developing load programs to directly convert and load the data into GP MaTe could be utilized.

Data Load Spreadsheets

There are four data load workbooks available for the importation of data into GP MaTe. These workbooks are: Equipment Data, Inventory Data, PM Definition Data and Supplier Data. Each workbook contains a spreadsheet for primary data as well as a spreadsheet for cross-reference tables. An example might be a cross reference table for Warehouse Bin Location for a spare part. When loading the spare part into GP MaTe, the load program will validate the Warehouse Bin Location against the cross reference table thus assuring a valid location entry.

Direct Conversion from Existing Sources

If direct conversion and load is the chosen method, MATE PCS analysts would work with plant staff to map data from source files into GP MaTe. MATE PCS will develop load programs and support data validation after data load is in GP MaTe.

MATE PCS has considerable experience migrating data from competitive CMMS / EAMS Systems. In these cases, we will utilize existing conversion routines as the basis for performing the data conversion, thus reducing conversion efforts.

MATE PCS will work with company staff to determine which method(s) should be utilized. During this process, a number of decisions about data retention will be required. The steps to data load are:

    • Determine what data is to be converted and what data is not
    • Of the data that will not be converted, a determination must be made relative to its retention in a different form than GP MaTe
    • The development of a data map for moving data from legacy systems into the appropriate fields and tables in GP MaTe
    • The development and/or modification of extract processes and load programs
    • Run the extracts from the legacy systems and load the data into GP MaTe
    • Test the results of the data load programs
    • Load the converted data on the xxx occurrence of GP MaTe
    • Company validation of the loaded data
    • Reload data and complete additional validation, if required




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Ellicott City, Maryland USA 21043


MATE PCS is the developer of GP MaTe.

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