The journey towards Strategic Asset Management

at UNE

2006 Tertiary Education Management ConferenceSydney, Australia

Facilities Management Services University of New England

O U T L I N E

We aim to present how we are approaching Total Asset Management by:

• Providing a number of relevant statistics

• The degree of organisational change, by way of context

• An insight in to the current physical assets at the University

• The key drivers behind the goal of Total Asset Management

• The key components of our approach toward this goal

• And some key strategies around funding and implementation

K E Y S T A T I S T I C S

Location: Regional NSW

Type: Rural

Established: 1934

Growth: Low

GFA: 186,218m2

UFA-149,093m2

Hectares: 210ha

Student Numbers: 4800 Internal

18,000 External

Building Stock: Eclectic

Building Numbers: 110

Residential (Beds): 2100

C O N T E X T

1996 2006

C U R R E N T

K E Y D R I V E R S

• The increasing momentum towards the renewal of the built environment

• The delivery of services in an ever tightening fiscal environment

• Increasingly complex statutory compliance requirements on infrastructure

• The increasing focus on the Management of Risk and Quality Assurance

• Sustainability and the Environment

• Limited operational funding

P R O J E C T – F M S T A M

Technology:•Well Positioned and Industry Best Practice •Extensive Reporting Capabilities•Compatible with UNE Systems – Oracle Platform•Modular •Strong Vendor Support & Training •Vendor with Industry Position and Reputation•Key Technical and Financial Considerations •Ease of Use and Secure •Upgrades

CAD CONVERSION PROJECT[AUTOCAD]

ARCHITECTURAL SERVICES INFRASTRUCTURE

GIS CONVERSION PROJECT[AUTOMAP]

Strategic Asset Management

SPACE MANAGEMENT[ARCHIBUS FM]

WORKSMANAGEMENT[ARCHIBUS FM]

CONDITIONASSESSMENT[ARCHIBUS FM]

CAD GIS & DATA STANDARDS(UNE)

PROJECTMANAGEMENTINFORMATION

SYSTEM[ARCHIBUS FM]

PROPERTY &LEASE

MANAGEMENT[ARCHIBUS FM]

UNE ENTERPRISE SYSTEMS[ FinanceOne : SyllabusPlus : Allesco (HR) ]

ASSETSMANAGEMENT[ARCHIBUS FM]

SPACE AUDITSUTILISATION

AUDITS

S E R V I C E D E L I V E R Y

Resources:• Finance and Operational Systems Officer• CAD and Space Management Officer • Facilities Auditor• Maintenance Planner

Training and Development:• Archibus modules• AutoCAD• Records Management • FinanceOne • Site Visits to other Universities

Infrastructure Manager, Brian Munro

Campus Services Manager,Colin McCallum

Construction Manager,Graham Johnston

Deputy DirectorNaomi Nielsen

Director, Facilities Management Services

Michael Quinlan

Mechanical ServicesElectrical Services

Refrigeration ServicesAsbestos Management

Carpentry and LocksmithingHydraulics

Gardens and GroundsSignage

Fire ServicesEnergy Management Utility Management

Administration / Help Desk, Budgeting and Financial Management, Space Management, Maintenance Scheduling, Quality AssurancePolicy Development, Compliance and Design Standards ,CAD Services, CAFM System

Risk Management (Emergency Training and Mgt, KnowRisk Coordination, OH&S,

Compliance, Electronic Security)Property (Cleaning, Custodial, Pest Control,

Fabric Maintenance, Relocation Mgt, CB Newling Services, Audio Visual Waste Mgt,

Recycling, Asset Disposal)Safety and Security ( Parking Administration,

Security, Alarm Monitoring, UNEWISE Programs, Switchboard)

Mail Services ( Mail, Stores – Receipt and Dispatch, Folding and inserting)

Minor Works Capital Works

‘Do and Charge’ Works

SustainabilityEnvironment Management

Planning

FINANCE, ADMINISTRATION & SYSTEMS

CAMPUS SERIVCES INFRASTRUCTURE SERIVCES CONSTRUCTION SERIVCES

F M S O P E R A T I O N A L S E R V I C E D E L I V E R Y S T R E A M S

P O L I C Y & P R O C E S S

• The increasing momentum towards the renewal of the built environment• The UNE Strategic Asset Management Plan • Space Allocation Policy• The UNE Master Plan

• The delivery of services in an ever tightening fiscal environment• FMS Maintenance Plan• Service Level Agreements • Operational Plans• TEFMA benchmarks

• Increasing complex statutory compliance requirements on infrastructure• The increasing focus on the management of risk and Quality Assurance

• UNE Design Standards• CAD and GIS Standards

• Sustainability and the environment• UNE Environmental Policy

• Limited operational funding model• Service Level Agreements

C O N V E R T & A U D I T

S P A C E M G T

W O R K S M G T

ARCHIBUS WORK REQUEST FLOW

Fin

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ina

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Sup

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Adm

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elp

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Ext

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In

-ho

use/

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lR

equ

esto

rR

equ

esto

r

Create WR (select who

will be charged)

Allocate to Supervisor

Allocate to Supervisor

Obtain Quote and Enter Details

Estimate Only?

NO

YES

Proceed with WorkAssign Labour &

Resources

Delegation Approval

Preform Work

According to specs

Proceed with work?

YES

Flag as estimate ‘cancelled’NO

Ensure All Background/

Lookup tables are up-to-date

Assign to existing or new WO?

YES

NO

Assigned to WO

Update WR

(practically complete)

Create WR (select who

will be charged)

Create WR (select who

will be charged)

Create WR (select who

will be charged)

Invoice RECEIVED

P.ODetails

FinalInvoiceDetails

Invoice PAID

WR Complete

WR Assigned to WO?

Close OUT!

NO

Close WO (and attached WRs)

YES

Invoice Booked

in

Ready forPayment

P.OCreated

P.OPrinted

Issue Work

Request

I M P L E M E N T A T I O N

A L I G N & F U N D I N G

• Education Master Planning Executive and University Council

• VC’s Initiative Fund

• “Pitched” as an Enterprise system of the University Operational funding Higher level of technology support

• Aligned with the UNE Strategic Plan Annual Operational Plans Organisational Structure and Service Delivery Model

T H E F U T U R E•Asset Management Module

Mechanical Plant Infrastructure

•Condition Assessment Module

•Geographical Information System Corrected

Orthographical Arial Survey Photo

•Project Management Information Systems

Interfaced with FinanceOne

•Concurrent to WebCentral license