1. Asset Management Data & Systems
Jim Wilkin

2. Asset Management at Bayside
Asset management a corporate function
Asset Management group
Centralised asset management database, Asset Infrastructure Management System (AIM)
AIM links to financial reporting and has ability to link to EDMS, GIS and CSR

3. All maintenance is carried out by external service providers:
Citywide looks after our Roads, Footpaths, Drains, Parks and Trees
UMS (Urban Maintenance Systems) maintains Council Building Assets

4. AIM FACILITIES MAINTENANCE INFRASTRUCTURE MAINTENANCE PAVEMENT
MANAGEMENT
SYSTEM
AIM
TREES
MAINTENANCE
PARKS
MAINTENANCE

5. Recording through mobile computing
What is the challenge ?
Each service provider uses a different system to the Corporate Asset Information Management System (AIM)
Integration of systems

6. Service providers systems
Citywide use TRAX
UMS have WSM

8. WSM

9. The one thing that each of these systems have in common with the Bayside AIM system is the Asset ID, which is consistent.
This ID becomes the key in sending information back to the AIM system

11. GIS integration All Bayside Council Assets have been located in GIS
The AIM system can be linked to GIS, the CSR system and also the EDMS “TRIM”

13. Benefits of a corporate system
Centralised information
Each asset can have stored actual invoicing
costs, condition data, inspections, attribute data,
floor plans, lease agreements, etc
Asset financial information can be capitalised
seamlessly into the Capital Value Register

14. Building condition data
Buildings have been itemised by element (ie. air system, roof, doors, floors etc) and have been condition assessed individually using the 0-10 Moloney rating system

15. Life cycle renewal planning
Condition audits and Life cycle costing audits undertaken by the service provider are audited by Council and captured in AIM +
Renewal modelling based on LOS =
Long term capital renewal program linked to Council Long Term Financial Plan and Council Plan

16. Defects and programmed maintenance
In addition we carry out defect inspections using mobile computing
Defects outside intervention levels are repaired within the specified contract timeframes
From defect inspections, AIM produces maintenance programs

18. Bayside vision for the future
Knowing everything about our assets
Maintaining assets to meet community needs
Long term renewal planning that is sustainable
Service driven asset management plans

19. Case Study – Pavilion Renewal Strategy
Peter Drummy, CT Management
Peter presents an example of how Bayside is moving forward in establishing a Pavilion Renewal Strategy (PRS)
PRS uses information from AIM, renewal modelling and service strategies
PRS informs the Asset Management Plan and long term program for delivery

20. Peter Drummy

21. Project Objective – Develop Long Term Service Plan for Pavilions

22. Key Project Steps Establish Cross Functional PRT
Develop pavilion categories
Develop “standards” for each category:
Regional
District
Local
Jointly assess each pavilion against standards to identify:
Upgrade
Renewal (fit out related)

23. Assessment against Required Standards
Individual Pavilion Summary
Summary All Pavilions

24. Next Key Step – Validation with Council Renewal LT $ Plan
Model renewal for only Pavilions
Compare latest field results against model
Ensure renewal funding “matched” model & $ Plan

25. Conclusions
Cross Functional approach imperative – “ownership of outcomes”
(Rec, Finance, Asset Man and Build Mtce)
LT $ Plan for Pavilion Renewal “no surprises”
Pavilion standards needed to reflect community & sport needs
Council now has ability to compare/validate standards against cost