2016-09-06 S&O Committee - Attachment 1 to Item 2 - Asset Management Roadmap

Scope of Work:
     Task     Task Description                         Resources    Approx.      Delivery    Deliverable /
     No.                                                            Duration     Timeframe   Outcome
     1        Engage with Council’s HR Branch to         Council      1 month    Short       Agreed change
              establish an appropriate change                                                management
              management approach.                                                           approach for the
                                                                                             asset management
                                                                                             system
     2        Develop and/or integrate any necessary     Council      3 months   Medium      Existing documents
              change management documentation                                                modified or new
              and protocols.                                                                 documents
                                                                                             developed to
                                                                                             support AMS
                                                                                             change.



Develop the Asset Management Communications Framework
Description of the Initiative:
CH2M found that communication related to Council’s Asset Management System was good among
Managers and staff directly involved in asset management guidance, development and delivery. It
was noted however, that these communications have been somewhat ad-hoc, in terms of the
stakeholders targeted and the channels of communication applied. It was also noted that the level of
asset management awareness of staff not directly involved in asset management deteriorates
significantly.
It is recognised that development of Council’s Asset Management System is in its infancy and as a
result, there is limited tangible material to communicate about the System at this stage. It would be
useful however, to establish a Communications Framework for sharing and dissemination of asset
management knowledge ahead of this information becoming available.
Council’s Asset Management Communications Framework would clearly articulate the internal and
external stakeholders that it would be beneficial to communicate with and outline a strategy to
engage with them. The Framework would also present such details as:
         •   The most appropriate communication channel to adopt for each stakeholder group;
         •   The nature and frequency of the communications to and from these groups; and
         •   The person(s) in Council that will be responsible for creation, distribution and capture of the
             information or materials communicated.
         •   Triggers or intervals for reviewing some or all of the Framework.
It is recommended that the Asset Management Communications Framework considers all relevant
current stakeholder engagement activities and that it is developed in collaboration with staff who
take carriage of communication activities at Council. This will ensure that opportunities to leverage
these existing activities and that the communications that go out are consistent with Noosa’s unique
branding.
In the recent Road-Map planning workshops held with Council staff, it was indicated that a staged
approach to the development of the Communications Framework would be preferred, focusing on
internal communications in the first instance and with external communications following at a later
date. Council’s Road-Map reflects this requirement by separating the Communications Framework
into internal and external components, with different delivery dates.




16                                            ASSET MANAGEMENT ROAD-MAP REPORT