Monitoring and Recording Data, The Importance of

Monitoring and recording of data are activities that are undertaken provide objective data on which better informed decisions are made, leading to improved effectiveness and efficiency of outcomes. Trends can be more readily identified through regular monitoring and potential problem issues can be addressed through appropriate intervention techniques before they become a significant problem which impacts on the performance of a service or product.

The performance of a product, for example a sports pitch, can be routinely assessed and evaluated, on an ongoing basis, when appropriate data is provided to allow this activity to be carried out. Without the relevant data there will be subjective, and often ill-informed opinions of what is needed, increasing the likelihood of poor and wasteful deployment of resources. Enabling different sports surfaces, for example, to be benchmarked against similar surfaces can act as a continuous improvement driver in cost-effectiveness and efficiency of service provision.

Effective risk management and mitigation of risk is significantly enhanced when appropriate records are kept and monitored. Being able to detect potential harmful situations early, or before they occur, is an important driver to improving and maintaining safe systems of work.

Data is often required to evidence compliance with regulatory or contractual obligations and requirements. Ensuring processes are in place to monitor and record the relevant data is essential if compliance is to be achieved, reducing the likelihood of fines, penalties or reputational damage from occurring.

Specific data might be monitored and recorded within a sports turf situation for a range of other requirements, including:
• Understanding the type and extent of usage that has taken place on a surface, as this can help understand wear patterns, maintenance and renovation requirements, as well as how usage relates to the carrying capacity of the surface. This can be related to how to optimally manage the surface and usage to ensure a consistent playing surface and quality is achieved for an entire season.
• Machinery maintenance should be carried out at regular intervals to ensure they are kept in a safe and efficient working order and that their output is as effective as possible. For example, ensuring mower blades produce a suitably sharp cut of a sward and that fuel consumption is optimal, not wasteful. Knowing when to replace routine parts, for example, air filters, oil filters, tyres, battery charging, etc. is important to ensure a machine is working without causing unnecessary wear and tear on internal and external features of the machine.
• Knowing the materials that have been applied to a surface, including the quantities applied, how they were applied, whether any additional activity was undertaken to support the application of the material (for example, if water was used to wash in a fertiliser), the ground and weather conditions at the time of application, as well as the results of the application. What should be monitored and recorded is how effective was the material, whether it met or exceeded expectations in relation to its impact on surface and playing quality or were there negative or questionable results. The data would be used to inform on future applications, especially the cost-effectiveness of them and whether less expensive materials could be used to produce the same or similar desired outcome, or whether different materials need to be tried to improve the outcome.
• Monitoring soil moisture conditions as well as other environmental conditions can help a grounds manager to more accurately estimate the irrigation requirements of a sward. This will save on not just water resources, but also cost and time, as well as contributing to producing a healthier and more fit for purpose surface and rootzone for the desired quality standard.
• Monitoring weed, pest and disease incidence is an important aspect of integrated pest / turf / disease management. Recording the data on a regular basis helps to identify trends, which can be related to environmental conditions and maintenance practices, as well whether thresholds for intervention are being reached or exceeded.
• Monitoring all maintenance activities, for example, mowing, aeration, scarification etc. is an important data recording exercise because this helps a manager to relate inputs with outcomes. Whilst a surface might be maintained to an effective outcome of the desired quality, the efficiency of inputs needs to be monitored and evaluated to determine if improvements can be made, for example, through the purchase of more productive machinery or through additional training of some operatives. Ensuring a cost-effective provision for a sports surface is often relegated to below that of ensuring the surface has been effectively produced, especially within professional grounds management. Efficiency is often the poor relation, yet these outcomes are both just as important as each other, helping to drive a more insightful question and challenge approach to grounds management.
• Budget costs should be monitored to inform on whether income and expenditure targets are being achieved. Being aware of the financial trend can help a manager to adjust activities or make cost savings, if need be, as the budget year progresses. Being proactive in monitoring a budget can make a significant difference to the viability of an organisation, helping to identify problem areas in advance of serious issues arising.
• Keeping an up-to-date record of staff training and qualifications contributes to maintaining business capability, ensuring that staff have the relevant skills and knowledge to perform effectively and efficiently, as well as safely. Monitoring continuous professional development of staff helps to identify areas for further development as well as any need for reinforcement of prior skills and knowledge through updating sessions. This activity will also help to ensure compliance with legislation and promote an organisation demonstrating genuine interest in staff development and all the benefits that accrue from it.