1. Asset Management Journey

2. Stratford Profile Population of 10,000
Police and Fire under contract, Roads owned by province
Annual Operating Budget of $10 million
Annual Capital Budget of $5 million +/-
Tangible Capital Asset Value of approximately $50 million

3. The Journey Begins
Using a GIS system for mapping, mainly in the planning department
Commissioned a GIS user needs study in 2006 to identify ways that GIS can be used to support the work of all departments

4. Corporate GIS Installed a corporate GIS system
Digitized infrastructure drawings
Provided simple GIS viewer for all staff
Developed preventative maintenance programs (using Excel spreadsheets) for assets
Provided tools like mail merge and network analysis

5. Asset Management Software
In 2008, we issued an rfp for “asset inventory and management software” to enable:
a more intuitive user interface
ArcGIS geodatabase interoperability/integration
Asset condition and valuation for PSAB compliance if available
Maintenance scheduling and recording
Analysis of asset data
CRM, if available

6. Asset Management Today
All infrastructure is digitized and attribute data added
Complaints are tracked to properties
Inspection reports are digitized and tied to properties
Placed initial valuation, at a high level, on all assets to conform to PSAB Financial Valuation of assets (not within asset management software)

8. Sample GIS Layers Infrastructure Parcels Road Properties Water
Land Use and Zoning
Sanitary Sewer
Environmental Areas
Storm Sewer
Parks and Playgrounds
Active Transportation
Municipal Buildings and Facilities
Street Lights
Electoral Districts

9. Sample Asset Table

10. Asset Management - short term plan
Moving to integrate asset management and financial software (Town Suite)
Developing new chart of accounts to consolidate companies to match consolidated financial statements
Adding financial data to assets and attributes within the asset management software

11. Asset Management - long term plan
Develop Overall Asset Management Strategy which will include:
Asset Condition Assessment
Automated Preventative Maintenance Program
Risk Assessment and Service Level Review
Five Year Capital Plan and long term Capital Replacement Plan (lifecycle costing)
Possibly automated Work Order System

12. What we did well Involved all departments Provided universal viewer
Focused on technology as a means to improve efficiency and customer service
Tied complaints to properties
Digitized all asset information
Process for digitization of new assets

13. What we would do differently
look at best practices from other communities
be more strategic
integrate financial and asset planning and data early on

14. Questions and Comments