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RICS APC > Data Management > Flashcards

Data Management Flashcards

1
Q

What is EDMS?

A

Electronic Data Management System

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2
Q

What is the point of EDMS?

A

To store all documentation in a logical order that you can refer back to.
Will ensure that data can be accessed easily for auditing purposes.

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3
Q

Why do we issue internal cost data to the team?

A

To monitor changes in trends within the market based on contractors tender returns.

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4
Q

What are the internal sources of cost data?

A

Tender returns / market testing
Benchmark data
Previous cost plans
Internal cost database

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5
Q

What are the external sources of cost data?

A

SPONS
BCIS
Suppliers

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6
Q

How do you update projects for time and location?

A

Time - TPI / BCI
Location - Location factor

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7
Q

Why do some people not trust benchmarking?

A

Using old data is not live to the market.
They must be updated regularly.

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8
Q

What did you include in benchmarking?

A

Contract details
Description of project
GIA, NIA
Contract sum
Project base date
Location of project

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9
Q

What is the ISO standard for Quality Assurance?

A

9001

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10
Q

What is big data?

A

There is more data being collected in the world than ever before.
Big data is the term used to describe the collection of this data and analysis to produce a useful output.

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11
Q

Can you name any sources of data run by RICS?

A

iSurv
BCIS

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12
Q

What are the levels of BIM?

A

Level 0) 2D drawings
Level 1) Partial collaboration - 3D views
Level 2) Full collaboration - 3D CAD model
Level 3) Full integration - 3D CAD model, 4D sequencing, 5D cost, 6D project lifecycle information
Level 4) To go further

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13
Q

What is the BCIS?

A

Building Cost Information Service
Provides cost and price data for the UK construction industry.

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14
Q

Advantages and disadvantages of a project extranet?

A

Advantages:-
1. Improves communication
2. 24 hour access
3. Efficient
4. Secure

Disadvantages:-
1. Can be expensive
2. Requires maintenance
3. May require training to use

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15
Q

Do any of your projects use a project extranet?

A

Asite, Verisae.
A computer network that allows external parties to view project files on a secure platform.
This allows the safe storage of project information in a central location for all parties to access and keeps a log of what has been issued.

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16
Q

Brexit impact on GDPR?

A

UK GDPR is now in place and has replaced the EU GDPR. UK GDPR has been incorporated into UK Law alongside the DPA 2018.
The Independent Commissioner’s Office (ICO) are an independent supervisory body of the UK’s data protection legislation.

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17
Q

What date was UK GDPR introduced?

A

1st January 2021

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18
Q

What is your understanding of the term Confidentiality?

A

Where information is provided but is subject to confidence and not shared without permission.

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19
Q

What is your understanding of the term Meta Data and why is this
important?

A

Meta Data is information about a specific piece of data.
For example when sharing a cost planning document, the Meta Data associated with this could consist of information about the author, the file size, the date the document was created and keywords to describe the document.
In a scenario where we are sharing a document or removing confidential components of a document we should ensure that any confidential meta data is not shared inadvertently.

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20
Q

What is your understanding of Intellectual Property and Copyright?

A

This is the right to control the use and ownership of original works.
It is common within construction for a client to be granted license for use and reproduction of copyright material which should be clearly defined.
This could be the right to use a particular design by a subcontracting specialist who retains control of the original copyright.

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21
Q

What is the Freedom of Information Act 2005?

A

This is the primary piece of UK legislation that controls the access to official information.
The act permits the public right of access to information held by public authorities.
Public Authorities must publish certain information through the public authorities publication scheme. Members of the public are entitled to request information from authorities.
The act covers all information held and not just information since the act came into effect.

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22
Q

What are the benefits of cloud-based storage systems?

A

Easy access anywhere in the world.
Secure/password protected.
Low set up cost.
Access control for confidential files and folders.
Multiple users can access the same documents.

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23
Q

What is the meaning of a non-disclosure agreement?

A

Non-disclosure agreements are used to protect against the disclosure or sharing of any confidential data.
They are often used when confidential, sensitive, innovative or intellectual property information is being shared to prevent this information being used by competitors.

24
Q

If two separate departments within your firm were working for two
rival companies how would you ensure client sensitive data was
managed?

A

I would make the client aware of the risks involved and check their understanding of the conflict of interest.
I would ensure a letter of instruction to continue was obtained from the client.
Exclusivity of staff would be arranged.
The use of non-disclosure agreements would be considered.
Separate working locations from each of the teams would need to be put in place.
Secure document and data storage would be arranged to be used exclusively for the separate teams.

25
Q

How long do you need to keep data for?

A

6 years if the contract is signed underhand.
12 years if the contract is signed as a deed.
RICS recommends up to 15 years.

26
Q

What type of data systems are used in your organisation?

A

Shared hard drives.
Backup servers.
Online storage systems such as OneDrive.
Microsoft Teams.
Project extranet.

27
Q

What are pricing books?

A

Assist with estimating and valuing variations etc.

28
Q

What is the Data Protection Act 2018?

A

This controls how your personal information is used by organisations, businesses or the government.

The act ensures that data is:-
Used fairly, lawfully and transparently.
Used in a way that is adequate, relevant and limited to only the purpose it is intended.
Is retained for no longer than is necessary.
Processed securely including the protection against unlawful use, loss or destruction.

29
Q

What is GDPR?

A

General Data Protection Regulation.
This is an EU law on data protection and privacy in the EU and the European Economic Area. Addresses the transfer of personal data outside the EU and EEA.

Does not apply to the UK following brexit. UK GDPR is now in place.

30
Q

What are a person’s rights under the Data Protection Act?

A

People have the right to:-
To be informed about how their data is being used.
The right to access their data.
The right to have incorrect information updated.
To have their data erased.
To stop or restrict the processing of their data.
The right of portability.
To object to the use of their data.

31
Q

What is the purpose of GDPR?

A

To harmonise data privacy laws and to provide greater protection and rights to individuals.
Also created to alter how businesses and other organisations can handle the information of those that interact with them.

32
Q

Who are the key people under UK GDPR?

A

Data Controller - Person that decides how and why they collect the data and how it is used.
Data Processor - A separate person who processes data on behalf of the controller and in accordance with their instruction.
Data Subject - Individual whom the personal data is about.
Data Protection Officer - Is a guarantor of compliance with the data protection regulations.

33
Q

What constitutes personal data?

A

Any information relating to a data subject that can be used to directly or indirectly identify a person i.e.. name, photo, email address etc

34
Q

What are the 7 key principles of UK GDPR?
LADSPAS

A

Lawfulness, fairness and transparency
Accuracy
Data minimisation
Storage limitation
Purpose limitation
Accountability
Security - Integrity and confidentiality

35
Q

What are the 8 individual rights under UK GDPR?

A

The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling.

36
Q

If you intend to destroy a document, what things should you consider beforehand?

A

Is the document an original contract document.
Could the document be required for litigation or other proceedings.
Does the document relate to a live project.
Is there a back up copy.

37
Q

What is an information barrier?

A

A physical and/or electronic separation of individuals within the same firm. Aim is to protect confidential information.

38
Q

What measures could be taken to protect commercially sensitive information?

A

Put an NDA in place.
Physical separation of staff.
Security i.e.. locked filing cabinets and password protected servers.

39
Q

How can we protect data when transferring on a client’s behalf?

A

Encryption and password locking.
Recorded special delivery.
Mark it as confidential.

40
Q

What are the maximum fines (UK GDPR), how are the fines calculated ?

A

£8.7 million or 2% of the total annual worldwide turnover in the preceding financial year, whichever is higher
£17.5 million or 4% of the total annual worldwide turnover in the preceding financial year, whichever is higher

41
Q

What are the disadvantages of BIM?

A

Very expensive and not all construction professionals use it, and therefore less experts.

42
Q

What are the advantages of BIM

A

I’ve not used it but I would imagine that it simplifies the process by theoretically reducing the amount of variations required.

43
Q

What should you do if there is a data breach?

A

Inform the Information Commissioner’s Office not later than 72 hours after becoming aware of it.

44
Q

What are ISO Standards ?

A

International Organisation for Standardisation. An international standard setting body of representatives from varying national standards.
* ISO 9000 – Quality Management Systems
* ISO 8000 – Data Quality
* ISO 14001 – Environmental Management Systems
* ISO 45001 – Health and safety

45
Q

Can you give me some example of the data you manage?

A

Client details
Finances
Contact details
Project details
Complaints

46
Q

L1 - Can you name the recently introduced regulations set out to control how companies manage data they hold?

A

UK-GDPR.

47
Q

L1 - Can you name the legislation this is supported by?

A

Data Protection Act 2018.

48
Q

L1 - How does GDPR affect your working activities?

A

It controls the way you collect, process and protect personal data.

49
Q

L1 - Can you name any of the six principles covered in the Data Protection act 2018?

A

Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’.
1. used fairly, lawfully and transparently
2. used for specified, explicit purposes
3. used in a way that is adequate, relevant and limited to only what is necessary
4. accurate and, where necessary, kept up to date
5. kept for no longer than is necessary
6. handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage

50
Q

L1 - Can you name any of the sources of data currently in use by the construction industry?

A

Design and Construction data used for Building Information Modelling.

51
Q

L1 - How do you equalise data from different sources?

A

I would equalise data from different sources by applying any relevant time/location factors or even an inflation increase.

52
Q

L1 - What factor would you apply for a project from North East England to one in London?

A

I would review the BCIS indices and apply an appropriate location factor.

53
Q

L1 - What is the BCIS forecast for tender prices?

A

The tender price forecast.
Provide an update on tender price increases/decreases across a period.

54
Q

L1 - How does you in-house system comply with GDPR?

A

Microsoft Teams Sharepoint means that all project information should be uploaded to the system. Project participants have access to the team files, but others not involved cannot access the system or files. You have to be added to the team.
It complies with GDPR as personal data is protected and held securely.

55
Q

L1 - What are you considered as under the GDPR regulations?

A

Either a data subject or data controller.

56
Q

L1 - What is meant by right to be forgotten?

A

Under GDPR, if you do not wish for someone to hold your data then it has to be disposed of.

57
Q

L1 - What current challenges is Covid and/or Brexit bringing to Data Management?

A

Brexit meant that UK-GDPR was introduced. This was a variance to EU GDPR which we no longer comply with.

RICS APC (20 decks)

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