Integrating Asset Registers Richard Bramham Asset Co-ordinator Manningham City Council 2010 National Local Government Asset Management and Public Works Engineering Conference - 14 May 2010

Integrating Asset Registers About Manningham Created in December 1994 Located 12 km east of Melbourne Covers an area of 114 square km Population of approx 116,000 Approximately 38,500 households Evenly divided by residential and rural environs Manningham

Integrating Asset Registers Asset Details Local Roads592 km Footpaths (Roads)716 km Footpaths (Off Road)73 km Car parks 275 Sq m Bridges/Major Culverts31 No Underground Drains1,025 km Buildings242 No Open Space19.8 Sq m

Integrating Asset Registers What is an Asset Register? An Asset Register contains essential information relating to various aspects of an asset portfolio. The Asset Register may be computerised, card file or paper based and may contain the following asset data: physical attributes; technical data; financial information; property details; maintenance data; and performance and condition data Description, location and age Valuation and Depreciation

Integrating Asset Registers Why Integrate Asset Registers? The environment in which public assets operate has changed - information for organisations to manage their assets has also changed. Increased demands for services have led to a focus on service delivery and whole of life asset management approach. An Asset Register should be seen as the core of an agency’s information management system and should have the potential to integrate with other functional registers and systems.

Integrating Asset Registers Manningham’s Experience Asset Management System implemented System rollout was poorly planned. No integration undertaken with other software systems Critical review undertaken of AM System AM System not being fully utilised - Data out of date

Integrating Asset Registers Manningham’s Response AM Strategy and Action Plan adopted Key Actions implemented: ► Expansion of Asset Co-ordinators role; ► Formation of an AM Steering Committee; ► Development of an AM Policy; and ► Improvements to AM System Consolidation of Corporate Data Registers

Integrating Asset Registers Asset Management System Improvements Development of custom interfaces Works Management modules Additional reporting Data Exporting Training

Integrating Asset Registers Integration with Asset Management System Integration with Finance and Customer Feedback System put on hold. Linkage developed between Customer Feedback System and Corporate Information Database. Integration with GIS did not proceed.

Integrating Asset Registers Customer Feedback System - Pot Hole Requests

Integrating Asset Registers Council Roads – Condition Rating of 1

Integrating Asset Registers AM Improvement Outcomes Some general improvement - shortfalls and issues still evident. Environment again changed in the management of assets. Two Key Drivers emerged: ► Report by Auditor General Victoria ► Removal of “Highway Immunity Rule” Independent Asset Management System Review undertaken.

Integrating Asset Registers AM System Review Outcomes Participated in Pilot study of alternate Asset Management System Systems Review focussed on comparing Hansen with AssetLife AssetLife provided a more flexible and acceptable product Hansen did not have advanced asset management capabilities AssetLife product rolled out across the organisation

Integrating Asset Registers Current System and Integration Status Linkages and interfaces re-established Integration with Finance system did not proceed Scoping document prepared for integration with Customer Feedback System - currently on hold Custom Interface developed for defect and condition inspections

Integrating Asset Registers Defect Recording and Reporting System

Integrating Asset Registers Lessons learnt Scope and define outputs Agreement with Software Suppliers Seek input and involvement from key staff Support from the IT Unit Seek advice from other organisations and suppliers Don’t integrate if not value adding

Integrating Asset Registers Richard Bramham Asset Co-ordinator Manningham City Council