General Tips

The Importance of Standards

Data quality is integral to the long-term success of the Asset and Compliance Tracking System (ACTS) application.  As a starting point, this document provides guidance for the data-entry process and sets standards that promote uniformity.  It is expected that this guidance document should be enriched based on your company's practices.

The general guidance points below apply to all users:

  • Follow the standards outlined in this document to ensure consistency in data-entry.  Differences can cause errors in the data record, minor syntax, or setup.

  • Facilitate discussion among other ACTS users to form a uniformed method of data-entry.  Because ACTS has multiple user groups, it is problematic if each user adopts his/her own conventions.  This can result in divergences in setup and data inconsistencies.

  • Avoid deletion of data records unless you are certain that the data is incorrect.  For equipment that has been removed or facilities that have been shutdown, change the status field to retain a history.  For data that is synchronized from external systems, make changes in the referenced system.

  • Prevent duplicating data records (e.g., permits, facilities, equipment) by verifying that the data records do not already exist in ACTS.  It is common to name a record (e.g., a well or a facility) by using a variation in spelling or an alias.  Use the Find search feature on the main menu prior to creating a new data record.

  • Pay attention to numerical fields versus data fields.  Do not store units (e.g.: %, $, °, Btu, tpy, scf, etc.) in numerical fields; there will always be a units field where appropriate.  Contact an ACTS administrator if additional unit options are required.

  • Document the source information during data entry.  The convention for data entry is to enter the specific instructions, conditions, emission factors, or values exactly as presented from the authorized source, e.g., permits, published documents, and industry references, etc.
  • Comment on your data.  Every screen has a section or data field for comments.  Be sure to document any applicable information that you did not explicitly enter in one of the other fields.