The role of Asset Management in the Public Sector. Ernst Swanepoel SAAMA Council Member

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1 The role of Asset Management in the Public Sector Ernst Swanepoel SAAMA Council Member

2 What is the purpose of Asset Management?

3 TOPICS Accountability for Asset Management Physical asset management: Strategic Business Process Model Asset Management Best Practices Business and Asset Life Cycles Life Cycle Asset Management Costs Best Practices: Asset Management Maintenance Management

4 Accountability for Asset Management Who is accountable for the condition of the asset? What is our core service to our customers?

5 a) Accountability & PFMA Treasury systems requirements The effectiveness and appropriateness of systems and procedures used to manage state assets is vital Great emphasis should be placed on ensuring better accounting practices and procedures, to ensure that state assets are managed and utilized in the most effective way to achieve the required results as defined for each entity within the Public Sector

6 b) Accountability & PFMA Treasury s systems requirements Good asset management is critical in any business environment and more so in the public sector as they are vital to providing a foundation for economic activity PFMA Section 38 places the responsibility on the accounting officer for financial and risk management of the entity as well as the effective and efficient use of the resources thereof. The section further specifically tasks the accounting officer with the management, including the safeguarding and maintenance of assets and the management of liabilities.

7 c) Accountability & PFMA Asset and work enterprise-wide visibility and lifecycle management for your physical assets to decrease costs, increase asset availability and minimize downtime. Material and Procurement Leverages your corporate buying power by centralizing purchasing for multiple locations and helps you manage and optimize spare parts inventory while minimizing carrying costs and providing inventory visibility across your entire organisation

8 d) Accountability & PFMA Safety and Compliance Helps you comply with all regulatory issues in your industry while reducing non compliance penalties and improving asset utilisation and uptime. Design Engineering Utility engineers can create accurate plans for new construction, including necessary equipment and budgets in a fraction of the time

9 e) OHS Act & PFMA Adhere to all applicable legislation Implement and maintain a compliance management system for each construction and maintenance project Compliance with the requirements of the OHSACT and its Regulations Attract personal liability, penalty and criminal record

10 f) OHS Act & PFMA Until July 2003 Liability for health and safety vested with the asset owner, and Section 37 (2) agreement implemented to ensure that contractors accept joint responsibility which is project managed

11 BUSINESS PROCESS MODEL 9 Critical Systems & Processes (Head Office, Regional Support Structures and Compliance) 9 IMS, BPR Integration 1 Identify Infrastructure (What do we have?) 1 Asset Condition Modelling 10 Different Asset Condition (Differentiation, Prioritisation Strategizing and Reporting) 8 System Architecture (Consolidate Systems, Strategies & Interfaces) Resourcing & Skills (Who is responsible and accountable?) 11 Reliability & Modeling (Service Delivery Structures Life Cycle Assessment) 7 PPSG Formulation (Policies, People, Processes Standards & Guidelines) Supporting Systems (Do we have right information?) 4 Record Keeping (Do we have the right documentation?) Master Planning Complete Organisational EAM Asset Life Optimisation 12 Financial Optimisation (Service Delivery Structures Enhanced to Estate Management) 6 Business Architecture (Consolidate on Logistics For Life Cycle Management) Maintenance & Workflow 5 Aligned Reporting (Does our reporting make business sense?) Configuration Design EAS-14/03-11

12 Asset Management Best Practices? CUSTOMER EXPECTATIONS Level of Service Cost LEGISLATIVE REQUIREMENTS Financial Environmental STRATEGIC PLANNING PROCESS SERVICE LEVEL REVIEW PROCESS ASSET MANAGEMENT PROCESS Strategic Planning Tactical Planning CONSIDER ASSET SOLUTIONS Maintain/ renew/ upgrade/ dispose of existing assets Create new assets CONSIDER NON- ASSET SOLUTIONS Failure Management Insurance Demand Management IMPLEMENT ASSET MANAGEMENT SOLUTION Operational Planning Reference: The Total Asset Management Process International Infrastructure Management Manual, EAS-14/03-12

13 Supply Property Management Best Practices? Requirements of Property Users As defined by Business Planning Strategy User Needs Current property user requirements are delivered? Future Demand Possible future property user requirements known Demand Current Gap Future Gap Property Respon se Current property base Property Gap Demands on the future property base Property Management strategies to close the Gaps EAS-14/03-13

14 Business and Asset Life Cycles a. Project Life Cycle SCM Cycle Business Mission IDEA CONCEPT Organisational Strategy FEASIBILITY Divisional Objectives HANDOVER Project Portfolios IMPLEMENT DEVELOP Executable Programmes Projects Business Life Cycle EAS-14/03-14

15 b) SCM CYCLE (Generic) Start (Originate from AMU - PMO) PN & Budget Requirements (Business Case URS) Issue TR Briefing Session (Briefing) (AMU and Strategic PMO) (Note the Existence of PPSG) (AMU Leadership) Approve/ Reject Legend: AMU = Asset Management Unit PMO (Organisational Programme Management Office) PPSG = Policies, Procedures, Standards & Guidelines Evaluate Technical Financial Screening (Asset Management Unit) (PM Governance) EAS-14/03-15

16 SP SLA Critical Threshold Condition Routine work only Routine work only Maintain Maintain Routine work only Maintain & Crisis Repair c) Maintenance Cycle (Generic) 100% Rehabilitate Rehabilitate ( partial upgrade) Serviceability Threshold Rehabilitate ( Major upgrade) Replacement Condition X X EOL 1 EOL 2 Cost effort Time Frame X EOL 3 X EOL 4

17 Condition Routine work only Routine work only Maintain Crisis Management SP SLA Critical Threshold Routine work only Maintain & Crisis Repair c) Maintenance Cycle (Generic) 100% Rehabilitate Rehabilitate ( partial upgrade) Serviceability Threshold Rehabilitate ( Major upgrade) Replacement Condition X X EOL 1 EOL 2 Cost effort Time Frame X EOL 3 X EOL 4

18 Full Life Cycle Asset Management ISO Organisational Alignment Business Plan Impact & Updates Values, Policies, etc. 6. Performance Assessment and improvement Condition Monitoring (ON LINE) RCM (Reliability Centered) Audits (DYNAMIC) Compliance Evaluations Differentiation New technologies (Impacts) PMO streamlining (Technology) ISO 9000 Compliant IIMM supported BCI compliant RSR Compliant 7. Management Review ACT (ISO 5500x) Master Integrated Asset Management Programme) 1. General Requirements CHECK PRASA Business Vision Macro-economic Impact H/L Transformation Plan 5. Asset Management Plans (Implementation) 2. Asset Management Policy (PPSG) PLAN Life Cycle Planning Maintenance Policy Tools, Facilities & Equipment PMO and Project Support 3. Asset Management Strategy DO Asset Investment Policy Maintenance Management Policy Programme Prioritisation Policy Master (Investment) Plans Technology Plans Asset types and Life Cycles Programme Management PPSG Maintenance (Strategic & Operational) Routine Maintenance Fault Management Replacement Management Programme Upgrade Cycles 4. Asset Management Enablers and Project Performance Project Governance and Structures Configuration and documentation Management of Change Training, awareness & competence Contingencies Management Production Systems Integrated Asset Management GIS and Spatial Drawing Offices Information Management Risk and Legal EAS-14/03-18

19 CORPORATE AM DIRECTION Corporate need defined Obtain organisational commitment Adopt corporate AM goals and objectives Define AM roles and responsibilities Involve key stakeholders LEGISLATIVE REQUIREMENTS CUSTOMER/STAKEHOLDER EXPECTATIONS THE AM TEAM Oversee AM implementation Co-ordinate AM activities Internal Audit (Configuration Audits) AMP REVIEW & AUDIT Cyclic audit of: AM Performance Technical content of AMP Compliance with legal requirements Internal/ external audits IMPLEMENT THE AMP INFORMATION FLOWS Information flows Information Management SERVICE DELIVERY ISSUES Defining core services Contract types/ delivery mechanisms Contract issues ASSET MANAGEMENT IMPROVEMENT PLAN Condition Assessments AM status reviews The improvement program Pilot studies THE AM PLAN PREPARE AM PLAN Purpose (ST, MT) Steps in preparing AM plan Plan structure Key Stakeholders DEVELOP LIFE CYCLE STRATEGIES Develop strategies for each stage of asset life SERVICE LEVEL REVIEW Reference: Flow chart for developing and using Asset Management Plans (AMP) International Infrastructure Management Manual version 1 EAS-14/03-19

20 EAM: Best Practices Model Enterprise Asset Management (EAM) Total Productive Maintenance Continuous Improvement Financial Optimisation Asset Condition Management Asset Optimisation Achieved Our Challenge Stores and Procurement Predictive Maintenance Work Flow & Documentation System Operations Involvement Configuration Management Reliability Engineering CMMS (Computerised Maintenance Management System) PREVENTATIVE MAINTENANCE Technical and Interpersonal Training EAS-14/03-20

21 Life Cycle Asset Management Costs Asset Design Project Life Cycle Asset Creation Asset Configuration Revenue Generators Product Life Cycle Warrantee Period Post Warrantee Delivery Routine Maintenance Preventive Maintenance Routine Maintenance Preventive Maintenance Front Line Maintenance First Line Maintenance Profitable Facilities Management Front Line Maintenance First Line Maintenance 2 nd Line Maintenance Repairs & Refurbishment High Cost Facilities Management EAS-14/03-21

22 Life Cycle Asset Management Costs Life Cycle Cost Schematic Asset Management Costs Asset Design Life Labour rates Disposal Process Costs TOTAL CAPITAL COSTS Project Life Cycle Product Life Cycle Investment Capital Cost Throughput (e.g. commercial) Operating Costs Calculator Scrap Costs Composite Yield (Maintenance) DISPOSAL AMOUNT Investments Operations Facilities Management Availability MTTR MTBF EAS-14/03-22

23 Life Cycle Asset Management Costs The COST Model FUNDS CAPITAL COSTS EQUIPMENT & MATERIAL PEOPLE RESOURCE COSTS TRAINING COSTS RELIABILITY MAINTAINABILITY No OF FAILURES/ ANNUM DETERIORATION SKILLS Unavailability & Environmental Safety & Quality Effects, etc. BENEFITS ( Spare parts + Repair x ) Wages Cost/Failure Time Crisis Management FACILITIES & INFORMATION Maintenance Services, Tools & Depots, Energy Costs Costs of Systems & Documentation JOB COSTS CONSEQUENCE COSTS Costs of Lost Production, Safety & Quality effects Extra Capacity Costs, Refurbishment & Upgrade Lost Opportunity Costs EAS-14/03-23

24 Total Cost of Ownership (accumulative) (TCO) Optimum Life Cycle Investment Costs % Total Cost Of Ownership TCO (100%) 100 Asset to be replaced Operating & Maintenance Acquisition (Project Costs) Latest Start of Replacement Acquisition X 30% 50% 100% Real Time Years EAS-14/03-24

25 Total Cost of Ownership (accumulative) (TCO) Cost Overrun % Operating & Maintenance Operating & Maintenance Asset to be replaced Dramatic Increase in Total Costs Substantial REDUCTION of total Asset Life ORG forced into new acquisitions prematurely Major IMPACT on MTEF Acquisition (Project Costs) 10 30% (~40% to 50%) 100% Real Time EAS-14/03-25

26 Maintain Safety Awareness Methodology (SAM) Do Safety Awareness Field Education (SAFE) Maintain Organisation Structure Develop Business Plan Develop People Develop Production Plan Plan Infrastructure Determine Develop Develop Activate The maintenance system Equipment Maintenance Medium-term Maintenance Importance Maintain Infrastructure Strategy Plan Work Provide Resources Do Maintenance Work Produce Improvement Administration Work management cycle Infrastructure management cycle Asset management cycle Measure Safety & Improve Measure Organisation HUM & improve Measure Performance & Improve Measure Infrastructure & Improve Measure Work & Improve Organisation management cycle Safety management cycle The desired asset management strategy EAS-14/03-26

27 Crisis Management will get us stuck here Provide Resources Determine Equipment Importance Develop Maintenance Strategy Develop Medium-term Plan Activate Maintenance Work Do Maintenance Work Produce Improvement Administration Work management cycle Measure Work & Improve Asset management cycle Measure Performance & Improve (manual measurements) EAS-14/03-27

28 Maintenance Focus: AMU Maintenance VISION VALUE FOR MONEY TRAINING VISION MAXIMUM UTILISATION OF RESOURCES COMMUNICATION LEADERSHIP AND INVOLVEMENT EAS-14/03-28

29 Maintenance Focus: AMU Maintenance Governance ORGANISATION POLICIES ORGANISATION SYSTEMS ACTIVITIES DEVELOPMENT PEOPLE PLANNING CONTRACTING CONTROL COMPUTER SYSTEM SOLUTIONS AUDITS ASSET MANAGEMENT SUPPORT EAS-14/03-29

30 Asset Management (Evolution) Planned & Predictable Can you plan a disaster? (Fix it while it breaks!!) Working smarter, prevent the asset to fail! Circumstantial Management Asset Condition based Management Wait until Disaster Strikes, then go out and fix it Working harder, distribute maintenance teams, fix it in a workshop Fix-it Mentality EAS-14/03-30

31 Asset Management (Evolution) PAS 55 ISO ISO ( ) Planned & Predictable POKA-YOKE ADNON JIDOKA RCM MUDA MURI MURA JIT SUSTAINABLE GROWTH Life Cycle Profit Circumstantial Management Maintenance Integration Continuous Improvement Availability Asset Condition Management Asset Condition based Management CURRENT PREDICAMENT Fire Fighting Maintenance Preventive Maintenance Business Approach TURN-AROUND THRUST Ad hoc Maintenance Fix-it Mentality This is where we come from Apply Systems Asset Condition Monitoring EAS-14/03-32

32 CONCLUSION The management of physical assets is the cornerstone of our Economy Asset Management Practitioners should take the lead in the management of assets towards maturity. Programme and Project Management are the most critical focus areas for the restructuring of our assets and the creation of jobs for the years to come.

33 Context of Asset Management Data management Condition monitoring Risk management Quality management Environmental management Systems and software engineering Life cycle costing Dependability (Reliability, Availability, Maintainability, Supportability) Configuration management Sustainable development Inspection Non-destructive testing ISO Pressure equipment Financial management Value management Shock and vibration Acoustics Qualification and assessment of personnel Project management Property and property management Facilities management Equipment management Commissioning process Energy management

34 THANK YOU!!! YOUR TIME HAS RUN OUT!!!!! EAS-14/03-35

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