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        Map the workflows supporting the Asset      Council    6 months    Medium      AMS Process Maps
           Management System                                       (staged)               and
  2        Determine the data requirements for the     Council    6 months    Medium      Asset
           workflows mapped.                                                              Management
                                                                                          System data
                                                                                          requirements



Develop Asset Management Information Strategy
Description of the Initiative:
The purpose of this initiative is to review Council’s existing asset data and assess how well it meets
the needs of Council’s proposed Asset Management System. Completeness, quality, structure and
accessibility will be key areas of focus for the review. Once the status of Council’s asset data is well
understood, a staged improvement plan can be developed to improve, augment and maintain the
quality of the data, as necessary.
The first task under this initiative is the assessment of the current state of Council’s asset data. This
will require:
      •   the identification of all potential datasets, their contents and formats;
      •   recording the information system that the data is stored in;
      •   assessment of the completeness / quality of the data; and
      •   determination of how accessible the data is to staff who need access under the Asset
          Management System;
Once this is done, the available asset data can be compared against the requirements of the Asset
Management System, as determined in the Asset Management Process Mapping and Data Analysis
Road-Map initiative. Any shortfall identified, which includes issues of data quality or accessibility,
should be documented and a strategy developed to address these shortfalls.
The Asset Management Information Strategy should cover:
      •   New asset data to be collected;
      •   Existing asset data to be augmented or “cleansed”;
      •   Redefinition of existing data structures to aid analysis or reporting – including the asset
          hierarchy / componentisation;
      •   Data to be consolidated and/or migrated from one system to another;
      •   Documentation of asset information data Standards;
      •   Data review/validation measures to be implemented to achieve the data Standards
          documented; and
      •   Measures to be put in-place to improve data access.
The Asset Management Information Strategy should incorporate as an Appendix or be accompanied
by a regularly updated Asset Management Data map, showing the current status of asset datasets,
attributes, formats and source information system. This map will not only show the current status of
Council’s Asset Management data improvement program, but will be a valuable reference for
Council staff seeking asset data throughout this program.



                                          ASSET MANAGEMENT ROAD-MAP REPORT                                 43