SECTION D - GUIDELINE FOR ASSET MANAGEMENT REPORTING by oas1s

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									  SECTION D - GUIDELINE FOR ASSET MANAGEMENT
                   REPORTING




APO1036.04


File: apo103x.doc   Page 118 of 181                Issue: 0.5
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                                                     TABLE OF CONTENTS

1. INTRODUCTION......................................................................................................................... 120
   1.1 PURPOSE OF GUIDELINE................................................................................................. 120
   1.2 DOCUMENT ROADMAP ..................................................................................................... 120

2. ASSET MANAGEMENT REPORTING ...................................................................................... 121
   2.1 INTRODUCTION ................................................................................................................. 121
   2.2 REPORTING LEVELS......................................................................................................... 121
   2.3 OPERATIONAL REPORTS................................................................................................. 122
   2.4 MANAGEMENT REPORTS ................................................................................................ 123
   2.5 PLANNING AND STRATEGIC REPORTS......................................................................... 124
       2.5.1 Capital Charging....................................................................................................... 125
       2.5.2 Asset Strategy .......................................................................................................... 125
       2.5.3 AHS Key Performance Indicators ............................................................................ 125
       2.5.4 NSW Health Key Performance Indicators ............................................................... 126

3. REPORTING RESPONSIBILITIES ............................................................................................ 127
      3.1.1 Operational Management Reports........................................................................... 127
      3.1.2 Management Reports............................................................................................... 127
      3.1.3 Strategic Reports...................................................................................................... 128

4. ASSET MANAGEMENT REPORTING OVERVIEW ................................................................. 129

5. SUMMARY.................................................................................................................................. 130


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File: apo103x.doc                                               Page 119 of 181                                           Issue: 0.5
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1. INTRODUCTION

1.1 PURPOSE OF GUIDELINE
The purpose of this guideline is to identify the reports included in HealthAMMS that will assist
NSW Health and each Area Health Service (AHS) manage its assets in an effective and efficient
manner.


1.2 DOCUMENT ROADMAP
The HealthAMMS Library consists of documents related to:

     1.   Overview of asset maintenance and management
     2.   HealthAMMS business case and implementation
     3.   Asset Management guidelines
     4.   Policies and procedures
     5.   HealthAMMS documentation

This document forms part of the HealthAMMS Guidelines (Please refer to part 3
below).
Asset Management and HealthAMMS Document Library
              PART 1
                                                            PART 3                                            PART 4                                 Part 5
  Overview of Asset & Maintenance
                                                           Guidelines                                  Policies & Procedures                HealthAMMS Documentation
           Management

            NSWHealth                                     HealthAMMS                                         Policies                               MAXIMO

                          Strategic Asset                            Development of                                   Asset
                         Management Plan                             Maint. Budgets                                 Management                      Aperture
                          (2002 - 2011)

                        Asset and Property              Asset Management                                    Procedures
                       Management Guideline                                                                                                          Training
                              (AM2)
                                                                       Acquisition                                    Asset
                        Asset Management                                Planning                                    Management                                     Asset
                                                                                                                                                                Management
                           Framework                                    Strategic
                                                                                                                    HealthAMMS
                                                                    Maintenance Plan                                                                              Maximo
           Area Service                                                 Operation                                           Maintenance
                                                                        Planning                                             Planning

                        Asset Management                            Disposal Planning
                             Strategy
                                                                       Non Asset
                                                                        Solution
                       HealthAMMS Directive
                                                                     Asset Strategy
                                                                     Support Data
                          Service Delivery
                             Strategy                                 AM Reporting


        Business Unit Directives                          Capital Works


                           Service Delivery
                                                       Property Management
                              Strategy


                                                         Capital Charging



  LEGEND

            Supplied document by Client                          Document to be supplied by Fujitsu under
                                                                 Phase 1-Stage 1 of Contract

            Required document not covered by                     Document to be supplied by Fujitsu under
            Contract, to be supplied by Client or CR             Phase 1-Stage 2 or Phase 2




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2. ASSET MANAGEMENT REPORTING

2.1 INTRODUCTION
One of the key elements in using HealthAMMS is the ability to extract, in a common format,
relevant data to assist in the planning, managing and monitoring of asset performance. To do this,
HealthAMMS will interrelate with other information management systems to ensure that reports
can be provided within the NSW Health and AHS structure.

The following diagram illustrates this interrelation and the outputs of these systems in terms of
asset management reporting:



                     Aperture Module Maximo Module                          Data Transfer                         PMIS


                              HealthAMMS


                                             Actuate                 Ad Hoc Reporting                        Business Objects
Aperture Reporting                                                       (Business Objects)


           Standard reports                        Standard reports                    Operational reports               Standard reports
           Ad Hoc reports                          Operational reports                 Management reports                Management reports
           Operational reports                     Management reports                                                    Planning reports
           Management reports                      Planning reports                                                      NSW Health KPI's
           Planning reports



                          Business Objects                                                                          HIE

                                     Capital Charging reports
                                     Area KPI's
                                     Strategic reports




2.2 REPORTING LEVELS
There are three different levels of the NSW Health and AHS structure, each with different asset
management reporting needs. These levels are:

      1.     Facility
      2.     Area Health Service
      3.     NSW Health

At each level, the different reporting needs include:

      1.     Operational reporting
      2.     Management reporting
      3.     Planning/Strategic reporting




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The following reporting matrix indicates the interrelation between report levels and reporting
needs:

     Level / Type           Operational Management            Planning/Strategic
     Facility                   P            P
     AHS                        P            P                          P
     NSW Health                                                         P


2.3 OPERATIONAL REPORTS
Operational reports are generally used by Departments within each AHS for the ongoing day-to-
day maintenance and management of assets. Operational reports are effective at both the facility
and equipment level.

The HealthAMMS configuration will allow the production of operational reports at both the facility
and equipment level dependent upon the needs of the user. A standard list of reports will be made
available as part of the configuration of the HealthAMMS Enterprise Model.

The following list are typical operational reports provided by HealthAMMS:

     Work order status report: Allows the review of the status of work orders in relation to
     deferred, completed and outstanding work orders. This assists the user to monitor
     maintenance delivery performance.

     Stock movement and inventory control report
     Identifies availability of materials required for the completion of work orders. This allows the
     user to effectively plan maintenance work.

     Purchase commitment report versus outstanding expenditure
     Identifies committed maintenance expenditure and allows the user to compare these costs
     with uncommitted maintenance expenditure. This information will identify if sufficient funding
     is available to complete all committed maintenance.

     Maintenance costs by facility
     Allows the user to review maintenance costs in accordance with different asset classes by
     facility. Analysis of this information may identify opportunities to improve maintenance
     expenditure.

     OH&S issues
     Highlights the occupational health and safety issues that have been identified, the work and
     date of completion of the work. This information will assist in the development of an
     operational risk management plan.

     Service History
     Provides detailed history of maintenance completed for all asset types. This information is
     critical in case of equipment failure or malfunction.

     Planned Maintenance Scheduling
     Provides detailed planned preventative tasks associated with all asset types. This allows the
     user to review if appropriate maintenance is being completed and assists in the completion
     of maintenance plans and budgets.



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     Backlog Maintenance Scheduling
     Identifies the extent of backlog maintenance by facility and asset type. This allows the user
     to identify any risks and liabilities associated with the non-completion of maintenance work.

     Safety Inspection and Testing Scheduling
     Identifies the extent of safety inspection and testing of different asset types. This allows the
     user to identify opportunities to include these tasks at the same time as other maintenance
     tasks and equipment inspections.

     Condition Audit Reporting
     Identifies the condition of assets to allow the development of routine (condition based) plans
     and budgets.


2.4 MANAGEMENT REPORTS
Management reports are used and developed at AHS level to monitor and manage departmental
operations on a periodic basis. These reports are developed at a higher level than operational
reports and generally include additional information from other sources to create reports that affect
all aspects of asset maintenance and management.

HealthAMMS data will be used in the preparation of management reports and visual reporting will
be incorporated to assist in the decision-making and justification process. A standard list of reports
will be provided as part of the HealthAMMS configuration process. A typical list includes:

     Asset Acquisition
     Asset acquisition reports identify the proposed acquisition of assets and facilities over the life
     cycle of the asset class. HealthAMMS will assist in the development of this report by
     providing accurate information associated with the requirements for asset acquisitions.
     Examples of these reports include:

       -   Facilities and Equipment Referencing; provides details of the maintainable assets under
           ownership including their location
       -   Age of existing assets; details the age of facilities and equipment

     Strategic Maintenance Plan
     This involves the development of strategic maintenance budgets for all asset classes based
     on a life cycle approach. HealthAMMS will provide reports on information required for the
     completion of this plan and budget. These reports include:

       -   Resource planning; identifies maintenance staff involved in the management of assets
           and facilities
       -   Maintenance Schedules and Budgets; details the planned maintenance and budget
       -   Work order and work request risk assessment; provides historical information in
           connection with maintenance and the different risks assessed in connection with these
           maintenance works

     Further details can be referenced in HealthAMMS Guidelines for Strategic Maintenance
     Plan (APO1037) and Total Asset Management Guidelines (TAM2000).

     Asset Disposal Plan
     This plan identifies the facilities and assets to be disposed over a five (5) year period. This
     plan needs to include different strategies to dispose of assets and include these costs within


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     the plan. Examples of reports included in HealthAMMS that can assist in the development of
     this plan include;

       -   Condition standards; indicates the condition of facilities and equipment
       -   Expected life of assets; identifies the expected life of maintainable equipment assets
           under ownership
       -   Failure history/analysis; provides information that highlights the functionality failures of
           maintainable equipment

     Accounting and Finance
     Financial management is an important component in the management of assets. Examples
     of reports included in HealthAMMS that can assist in the financial management of medical
     equipment include;

       -   Invoicing report; provides information on invoiced amounts for fixed priced jobs in
           connection with equipment
       -   Financial History Reporting; outlines the financial history of all asset types including
           acquisition cost, disposal date and total operating expenditure. This information assists
           in the development of acquisition, operational and disposal plans.

     Further details can be referenced to PCO Total Asset Management Guidelines (TAM2000)
     and DoH PCO Asset Strategic Planning Guidelines.


2.5 PLANNING AND STRATEGIC REPORTS
The highest level of reporting is the planning and strategic reporting level undertaken at both an
AHS and NSW Health level. This level of reporting draws on information from numerous sources
and information systems to develop strategic plans and performance reports. HealthAMMS holds
data that will assist in the development of these plans and reports for strategic and performance
purposes. Information from other systems such as PAS (Patient Administration System), Finance
etc. will be used for these reports.

Currently there are key asset strategies being implemented, which will extract data and reports
from HealthAMMS. The key asset strategies being implemented that will rely on data from
HealthAMMS includes:

     1. Capital Charging; derived from space information and ownership held in Aperture module.
     2. Asset Strategy; these are currently being produced or have recently been developed
        without data from HealthAMMS. In the future these plans will be able to extract the
        relevant Operational and Management report information for inclusion in the Asset
        Strategy.
     3. Strategic Asset Management Plan (State Plan): principles have been adopted by
        NSWHealth and incorporated in HealthAMMS and will provide Operational and
        Management data for the TAM plans.
     4. Key Performance Indicators (KPIs): these address asset management and maintenance
        across the health system through the use of the Property Management Information
        System (PMIS). Further details of these KPIs are included below.




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2.5.1 Capital Charging

Capital charging is an initiative being introduced that will lead to the more efficient use of assets
and better value in capital resource investment. HealthAMMS will hold the relevant data to ensure
accurate calculation of an Area’s Capital Charge. Therefore a number of standard reports will be
configured as part of the HealthAMMS Enterprise Model that will allow the Department to extract
the required Capital Charge information.

Refer to NSW Health Capital Charge Implementation Guidelines for further information.


2.5.2 Asset Strategy

An Asset Strategy is developed by each AHS following the statewide assessment of future activity
and service needs. The strategy draws on information from a number of sources, in the past
gathering information has been problematic for an AHS. It is envisaged that future Asset Strategy
development will incorporate data from HealthAMMS. A standard set of reports will be configured
to assist in extracting the required Asset Strategy data.

Further details regarding the transition from HealthAMMS to the Asset Strategic Plan is
documented in Guideline for Asset Strategy Support Data (APO1035) and Guideline for
Strategic Maintenance (APO1037).


2.5.3 AHS Key Performance Indicators

Information can be sourced from HealthAMMS to provide standardised key performance indicators
relevant to the operation and management of assets for each AHS. These KPI include many of the
NSW Health efficiency and effectiveness KPI detailed above. Examples of typical KPIs that would
assist an AHS in monitoring its asset management and maintenance include:

   •   Total maintenance cost (including maintenance staff costs)
       - per sqm gross floor area by facility
       - per number of bed-day
       - per asset class

   •   Total backlog maintenance cost
       - per sqm gross floor area by facility
       - per asset class

   •   Total corrective maintenance cost
       - per sqm gross floor area by facility
       - per asset class

   •   Total planned maintenance cost
       - per sqm gross floor area by facility
       - per asset class

   •   Ratio of maintenance expenditure with capital replacement value
       This indicates the financial commitment of an AHS to maintenance in relation to its capital
       replacement value.



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   •   Asset Conditioning Reporting (including visual outputs from Aperture)
       This provides an overview of the condition of AHS facilities and assets and assist NSW
       Health plan in the development of the State Plan. Typically these include;
       - Total routine (condition based) maintenance cost per sqm gross floor area by facility
       - Total routine (condition based) maintenance cost per asset class

Further details of AHS key performance indicators are included in the Asset Management and
Maintenance Key Performance Indicators and HealthAMMS Guidelines for Strategic
Maintenance Plan (APO1037).


2.5.4 NSW Health Key Performance Indicators

Monitoring asset management and maintenance performance at the Statewide level is a critical
component of the Asset Management Framework being implemented across the Health system.
Information will be extracted from HealthAMMS to generate a set of key performance indicators.
These KPI will be completed and monitored through the Property Management Information System
(PMIS). The KPI have been divided into Peak and Secondary KPI and into efficiency and
effectiveness:

Peak KPI
Efficiency                                         Effectiveness
    • Total Maintenance Expenditure per m2             • Annual Maintenance Expenditure as %
    • Total Replacement Value per Weighted                 Total Replacement Value
        Separation                                     • Total Maintenance Expenditure per
    • Total Energy Costs per m2                            Weighted Separation
                                                       • Weighted Separation per m2
                                                       • Physical Condition Index
                                                       • Functional Performance Index

Secondary KPI
Efficiency                                         Effectiveness
    • Total Maintenance Expenditure by                 • Ratio of Programmed Maintenance to
        Functional Area                                    Reactive Maintenance
    • Total Operating Costs per m2                     • Backlog Maintenance as a % of
    • Ratio of Depreciable Replacement Value               Programmed Maintenance
        to Total Replacement Value (Built
        Assets)
    • Ratio of Depreciable Replacement Value
        to Total Replacement Value (Biomedical
        Assets)


Further work is currently being undertaken to further refine these KPIs, which will be derived from
the data held within HealthAMMS. These can be referenced in the document Asset Management
and Maintenance Key Performance Indicators.




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3. REPORTING RESPONSIBILITIES
Different levels within each AHS will be required to complete reports or provide the data and
information from HealthAMMS to assist in the development of reports. These roles and
responsibilities are summarised as follows:


3.1.1 Operational Management Reports

Typical AHS personnel involved in using HealthAMMS to complete operational reports include;

   •   Engineering Manager and Biomedical Engineer
       The Engineering Manager or the relevant Biomedical Engineer will review the information
       reports provided by others, and apply this information for the development of other reports
       including;

       -   purchase commitment versus outstanding commitment
       -   maintenance cost by facility/equipment
       -   OH&S issues
       -   financial history report
       -   work order status
       -   service history
       -   planned maintenance scheduling
       -   backlog maintenance scheduling
       -   safety inspection and testing scheduling
       -   condition audit
       -   stock movement
       -   inventory control


3.1.2 Management Reports

AHS personnel able to use HealthAMMS to complete management reports include;

   •   Engineering Manager and Biomedical Engineer
       Management reports will include;

       -   facilities and equipment referencing
       -   age of existing assets
       -   resource planning
       -   maintenance schedules and budgets
       -   work order and work order risk assessment
       -   condition standards
       -   expected life of assets
       -   failure history/analysis
       -   invoicing report




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3.1.3 Strategic Reports

Strategic reports will be available to Senior Area Executive AHS staff and NSW Health staff.

   •   NSW Health
       NSW Health staff will use HealthAMMS to;
       - review KPI’s provided by each AHS to benchmarks the efficiency and effectiveness of
         its healthcare assets
       - complete capital charging

   •   Senior Area Executive
       The Senior Area Executive will use HealthAMMS to;
       - develop KPI in accordance with the AHS and NSW Health requirements
       - complete capital charging

   •   Engineering Manager and Biomedical Engineer
       The Engineering Manager and Biomedical Engineer will assist the Senior Area Executive
       in;
       - the development of Key Performance Indicators




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4. ASSET MANAGEMENT REPORTING OVERVIEW
The following table summarises the recommended reports and data requirements that will be
extracted from HealthAMMS:

 Level / Type              Operational                   Management                      Planning/Strategic
 Facility       Stock movement                   Work Order status
                Purchase commitment              Service history
                OH&S issues                      Maintenance planning
                Service history                  Purchase commitment
                Maintenance scheduling           Age of existing assets
                Safety and inspection testing    Failure history/analysis
                Condition audit                  Invoicing
                                                 Facility and equipment referencing
                                                 Maintenance costs management

 AHS                                             Invoice reporting                    Capital charging
                                                 Resource planning                    Key performance indicators
                                                 Maintenance budgets and plans        (AHS focus)

 NSW Health                                                                           Capital charging
                                                                                      Key performance indicators
                                                                                      (State-wide focus)




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5. SUMMARY
Accurate information is critical for the appropriate day to day operation management and strategic
planning of assets. Accordingly, HealthAMMS role is to assist in providing this information to
ensure that all reports and KPIs are accurate and available in a timely manner.




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