Enhancing Asset Management (AM) Capability through an integrated asset information management approach

Raymond Tan

Head of AM Intelligence SupportCommunity Facilities, Auckland Council

April 2019

Community Facilities Asset Management Enhancement

(CFAME)

Agenda

❑ Overview

❑ CFAME Project

❑ Learnings

❑ Discussions

Community Facilities Assets

110 Jetties, 300 boat ramps 3,000 buildings (300,000+ m2)

3,000km coastline

200,000+ parks assets

4,000+ park sites open spaces (400,000+ ha)

AM Challenges

➢ Environment▪ Population Growth ▪ Increase in Non-resident Visitors (International & Local)▪ Climate Change, Natural Hazards

Overview - Challenges

➢ Assets▪ Exceeded Design Capacity▪ Aging facilities, Insufficient funding, Fit for Purpose▪ Evolving standards for health & safety and risk management, e.g. asbestos, seismic

➢ Funding▪ Limited Borrowings and Revenue (rates capped)▪ Backlog / deferred renewals ($200m+)

• 8 Legacy Councils

• Multiple Asset data systems

• Multiple contractors

• Different processes

• In-consistent Capability

Challenges (Cont’d)

Auckland Council

Rodney District

North Shore City

Auckland City

Auckland Regional

Waitakere City

ManukauCity

PapakuraDistrict

Franklin District

Inconsistent asset ..

• hierarchy

• categorisation / classification

• incomplete metadata

No confidence as a result of ..

• duplication

• missing data

• useful information

Examples of Information Issues

Complexity

Data

Asset Information Management

• Standardised object structure

• Standardised component/equipment lists

• Assign costs (settlement) to correct assets

…… to enable

• Efficient Renewal scheduling

• Consistent work order management process

• Improved reporting on asset performance

• Whole-of-life value analysis

Site

Building

Building

Area

Land

Residential

Unit

Land

Area

Component Group

Component

Sub-types

CFAME - Purpose

Our Challenges – Previous State (Nov 2015-Jun 2017)

Project Accounting / Capitalisation

Project Management

Operations (handover) Work Orders

Fixed Asset Register

Physical Asset Register

GIS

Asset Management

• Three separate datasets, not always in sync or aligned

• Requires constant adjustment & correction

Financial / Operation Processes

• Multiple inputs required from different data sources and systems

• Not always linked to an asset or distinct activity

Overview – Current State

Project Accounting / Capitalisation

Project Management

Operations (handover)Work Orders

Fixed Asset Register

Physical Asset Register

GIS

Asset Management Information

• Align & standardise core asset information for business, financial & planning purposesAgreed asset management model

Financial / Operation Processes

• Enable systems to allocate budgets, assigned costs (settlement) to correct assetsAbility to develop a Commercial Model

Renewals only

Key Learnings

• Understand business needs - have an end in mind … always

• Start with the basics - data

• Communication and Engagement (Never assume understanding)

• Address Governance challenges, if unsuccessful, ORDER & CONTROL

Understand Business Needs

•The Appetite

•Preferred Taste

The Basics

• Monitor and capture only key information as more data doesn’t mean useful information

• Do not capture too much information (though tempting with decreasing cost of data storage)

Governance

•Order

•Control

•Awareness

Communication & Engagement

• Ask the right question

• Convey the right message

Data

Asset Management Information Strategy

Our Approach

Information Needs (AM ConsiderationsIDF Programmes of work

agreed(Drop down from LTP)

Identify

Define

Deliver

34

25

Renewal / Replacement

Asset Disposal

0

Investment for change

Asset Creation

Operations

Maintenance

Asset Management Considerations /

Evaluation Criteria

1

Whole-of-Life Costs

2

0 54

3

1

Asset Management Intelligence Support

What we do

• Asset Assessment (Performance Management)

• SAP, GIS (Data management)

• Decision support (Information Management)

Performance Management (Model Input)

• Asset deterioration assessment,

remaining useful life evaluation

• Asset fit-for-purpose, technical

performance, e.g. energy usage,

etc.

• Investment options assessments

Risk

• Building codes and regulation

compliance evaluations

• Capacity assessments against

current building codes

• Evaluate options to meet

legislation

Condition

• Asset Risks / Hazards identification

• Asbestos risk assessment

• Seismic risks evaluation

• Pre-demolition surveys

Compliance

Asset Information Management (Model Input)

• Asset information, e.g. location,

physical attributes

• Asset management information, e.g.

condition, technical performance,

capacity, etc.

Data Validation Data Integration

• Incorporating location-based analytics

and geospatial integration to facility

management planning.

• Provision of innovative solutions to

spatial data collection, harmonisation

and integration with other assets

systems.

Data collection

• Validation of asset information

handed over from developers

(224c), or project completion

• Conducting periodic asset data

audits on-site against various asset

management sources to ensure

accuracy of data including condition

assessments

Decision Support (Model Analysis & Output)

• Organisation and Visualisation of

unstructured data

• Development of interactive dashboard

to present asset performance

information.

• Develop of Facility management plans

to inform budget decisions

Predictive Prescriptive

• Analysis of options post

assessment

• Divestment, Reinvestment

evaluation

• Impact analysis of options

• Support prioritisation of asset

solutions

Descriptive

• Medium to long term risk-renewals

profiling

• Capital vs short term maintenance

cost estimates

• Whole-of-life costs estimation