GISSA INTERNATIONAL Vendor Independent Information

Management Consultants

• Typical Business Problems and Risks

• Use of Data Standards to Support Asset Management

• Benefits / Beneficiaries

• Lessons Learned

• The Uncommon Application of Common Knowledge

Discussion Today

GISSA INTERNATIONAL Vendor Independent Information Management Consultants

Strategic Advice

GIS Project Management

Standard & Data Specification Development

Identification of User Requirements

Cost Benefit Analysis

GIS Tender preparation, evaluation and recommendations

Geospatial Data Capture

• Auditor Reporting • Querying processes for Handover of Assets • Querying valuations

• Cannot take a Strategic Approach to Asset Management • Can’t answer key questions e.g. do we know where all our assets are and • are they performing as expected ?

• Backlog of Works as Executed data • Delays in identifying new assets • Cost to council for contractors discovering new assets

• Industry engagement • Different approaches • Inconsistent responses

• Cost of data validation • Identifying what has been built and where • Higher cost for Re-capture later

• Manual re-entry introduces errors

The Business Problems facing Authorities and Utilities in Australia & New Zealand

Lyn Provost Controller & A-G Office of Auditor General (OAG) (NZ) 7 Nov 2014

http://www.oag.govt.nz/2014/assets/docs/water-and-roads.pdf

However, I am concerned that some local authorities might not have the capacity for the increasing sophistication of information needed to keep delivering essential everyday services to communities affordably.

Auditor-General Reports - NZ

http://audit.vic.gov.au/reports_and_publications/latest_reports/2013-14/20140219-asset-management.aspx

Auditor-General Reports - VIC John Doyle Auditor-General 19 February 2014

Auditor-General Reports NSW

http://www.audit.nsw.gov.au/publications/performance-audit-reports/2012-reports/monitoring-local-government/monitoring-local-government

When compared to some other jurisdictions, New South Wales lacks the same level of assurance that councils comply with the Act, are financially viable and provide efficient and effective services to residents and ratepayers.

Peter Achterstraat Auditor-General Audit Office of NSW 26 Sept 2012

Performance Audit Monitoring Local Government

1. Application from Developer

2. Referral process, Planning Permit issued with Conditions

3. Engineering Design Assessment and Approval

4. Works Completed

5. Assess against Permit Conditions, issue Certificate of Practical Completion

6. Assets recorded in Asset Management and Financial Systems

Danger – ‘Works as Executed’ data not properly assessed for completeness or quality before Certificate of Practical Completion issued

Typical ‘ Gifted Asset’ Process

RISK IMPACT

Incorrect advice to customer request • Sued by customer

Loss of local knowledge • Loss of confidence in data • Cost of lost opportunity

Lack of consistent data • Loss of confidence in systems • Inaccurate analysis • Unreliable risk measurements

No reconciliation between finance register and asset register

• Qualification of accounts • Impact on financing works • Increased insurance

Lack of accurate data • Cant measure it can’t manage it • Can’t determine cost of fixing it

What if you could …. Have certainty about your data Ability to drill deeper into data

Proven audit trail Run analytic scenarios

Risks and Impacts

A-SPEC is a program involved in the development of data specifications for recording information of new or existing assets.

It provides a core structure, identified (and distilled) by SME’s.

A Model for Collaboration and Sharing

To simplify information management for

Asset Managers and Owners

Stormwater Drainage assets

Includes Water Sensitive Urban Design Elements (WSUD)

Road Reserve assets

Includes all assets constructed within the road reserve/corridor

Public Open Space and Recreation assets

Includes all assets constructed within these areas

Sewerage/Wastewater assets

Includes all wastewater assets

Water and re-use supply assets

Includes all potable and recycled water assets

Building assets

Includes all public building assets

Optical fibre/telecommunications assets

It is planned to further develop from its current format

within d-spec

The Specs UPDATES VERSIONS

18 8.0.2 & 8.1.0

16 2.5.1 & 2.6.0

8 2.5.1 & 2.6.0

3 1.0 & 1.1.0

3 1.0 & 1.1.0

5 1.0.1 & 1.2.0

TBC TBC

• What gaps need to be addressed • Data and Processes

• Provides a structured approach for engagement - Collaboration • Internally • externally

• Complimentary to existing Workflows & Processes

• Ability to Benchmark with others

• Guides data structures for Information Systems • Asset Management • GIS

What else does a standardised approach to Works as Executed data

influence?

New paradigm = developing new practice allowing for evolution of ideas, concepts and processes

Created the Possibility for Collaboration Engagement – Industry & Members

Automation Developers/Consultants Submit Digital As Constructed Drawings to Online Portal

• Asset Owners

• Asset Managers

• Asset Builders

• Asset Designers

• Asset Software Vendors • GIS, Asset Management, Data creation & validation

Consistency, Confidence, Cost Effectiveness

Who Benefits ?

Asset Management Vendor examples

• Adapt Solutions – Bass Coast Shire (Vic)

• Assetic – Shire of Kalamunda, Shire of Murray (WA)

• AssetFinda – City of Mandurah (WA)

• Asset Master – City of Wyndham (Vic)

• CIVICA – City of Rockingham (WA)

• Confirm – Wellington City Council (NZ)

• Conquest – Cardinia Shire, Wannon Water , Moira Shire (Vic)

• Infor (Hansen) – City of Casey, Coliban Water (Vic)

• InfoNET – Wellington City Council (NZ)

• RAMM – Wellington City Council (NZ)

• Roman2 (RAMM) – (WA & NZ)

• SAP – Christchurch City Council (NZ)

• SPM – Wellington City Council (NZ)

• Technology One – Penrith City (NSW), City of Cockburn, City of Busselton (WA),

Wangaratta (Vic)

Industry Participation

Engagement – Member Governance Model

EXAMPLES OF WHAT HAS BEEN POSSIBLE THROUGH COLLABORATION ?

Victorian Planning

Authority (VPA) &

Victorian Civil Administrative

Tribunal (VCAT)

17 of 31 National Growth

Area Alliance

(NGAA)

Councils currently utilising

Stakeholder Community

• Commonality of issues • Loss of confidence of information held

• Standardised approach to recording information about assets • New, Renewed and Backlog

• Driven by Asset Management Strategies

• Future service levels are determining a large part of the requirements

• Interoperability between GIS and AMS environments

Desire for Improvement and to deliver to Community Expectations

What are the key drivers ?

Is to:-

1. Receive consistent information about Council’s Assets a) “Contributed” Assets – Developer works and Community

Projects b) Capital Works – Internal programs

2. Mitigate risk of data loss

3. Provide an audit trail for handover

4. Enhance Stakeholder experience

The KEY Focus of A-SPEC

What do we know ?

The Problem

Automating this.... across the Public Sector

Image courtesy of Wellington City Council

Asset Life Cycle Management

PLAN DESIGN BUILD OPERATE RETIRE

Project Managers

Asset Managers

Dat

a

Asset Data Life Cycle Management

PLAN DESIGN BUILD OPERATE RETIRE

Project Managers

Asset Managers

Dat

a

Potential savings.... Design / Build Operate

Asset Data Life Cycle Management

Example of Assets received in the Road Reserve

How do you end up with this level of Detail in your Data?

Starts Here

Where do I find the detail ?

R-Spec – Pathway centreline example

Smart Cities and Asset Management

Productivity Benefits

ADOPTION = BUY IN

• 1 adopts - not much impact

• Many adopt - broad impact (at a Regional level)

• Adoption is driven by awareness and the capability to deliver.

KEY Lessons Learned

Balance the risk through:-

COLLABORATION

CO-ORDINATION

COMMUNICATION

KEY Lessons Learned

W. EDWARDS DEMING (1900-1993)

‘Without data, you are just another person with an opinion’

‘In God we trust…All others must bring Data’

Yes but, what if ?

www.a-specstandards.com.au

SUCCESS… is the UNCOMMON application of common knowledge

Ivan Misner