Manual Data Entry to PI System

Most PI data arrives automatically from instruments and systems. Some important data still requires manual entry, including laboratory results, field measurements, inspections, and approved corrections.

Manual entry requires controls because a person can introduce a wrong value, timestamp, unit, or context.

Use an approved entry method

Provide a controlled tool that writes to the intended PI Point or AF attribute.

Avoid direct database changes and uncontrolled spreadsheets that bypass validation and audit requirements.

Validate the value

Apply rules that match the data type and process.

Examples include:

• Numeric range

• Allowed text or digital states

• Decimal precision

• Required engineering unit

• Required fields

• Duplicate or conflicting timestamp checks

Validation should warn or block according to risk.

Validate the timestamp

Manual-entry errors often involve time rather than value.

Distinguish sample time from entry time. Display the time zone when ambiguity is possible. Warn before overwriting a value at an existing timestamp.

Capture who, when, and why

For important manual entries, record enough information to reconstruct the action.

This can include user, entry time, reason, comment, work-order reference, or laboratory identifier.

The required detail depends on business and regulatory needs.

Use AF context

Asset context can reduce selection errors. Let users choose the equipment and measurement in a structured hierarchy rather than requiring them to type a PI Point name.

Control corrections

Define how users correct historical data and how the organization records those changes.

Do not create an informal process in which users can overwrite production history without traceability.

Monitor manually entered data

Apply the same downstream checks used for automated data. Review unexpected values, missing entries, stale behavior, and use in calculations or reports.

Keep the process simple

A manual-entry workflow that requires too many fields encourages users to create workarounds.

Collect only the information needed for validation, traceability, and business use.

Manual data can be dependable when the entry process is controlled, validated, and easy for the user to follow.