Frequently asked Questions

Where do I start?

Start with forming an Asset Management Steering Group (AMSG) and pull together a Project Team. The team should firstly create a good plan with measurable improvements identified. Undertake a gap analysis at the start and end of the project. Assign actions and responsibilities to make it all happen.

Can I start when I do not have much data?

Don’t delay introducing an asset planning process just because you haven’t got enough data. You can make assumptions and state the related data confidence. You can then improve your targeted data over time.

What is more important getting a good computer system to store the data or getting the process right?

It is more important to set up the planning process, get buy-in, and find out what you need to know, rather than focusing on computer systems at the start. Use the information systems you already have. MS Excel is a good tool for storing and analysing data. You will have time to evaluate your longer term requirements once the planning process is being implemented.

How do I conduct interviews to make the most of my data and peoples knowledge?

The confidence (accuracy and reliability) of information generated from structured interviews can vary considerably. However, the results can be used to identify areas to prioritise further data collection. As a result of the structured interview approach, information can be gained quickly and economically, and future surveys are targeted to areas of maximum benefit.

What steps do I take to get the maximum information possible?

The approach can be based on the following steps as outlined in the manual (section 3):

1. Complete the IMS and confirm the organisation’s needs the data that is required.
2. Collate relevant information in the geographic area being considered including maintenance history, age of buildings, any component level identifiers such as quantities or condition.
3. Establish the key strata that identify aspects of similar characteristics such as subdivision age, proximity to the sea, frequency and nature of use, and climatic exposure.
4. Establish zones within the strata for data management purposes. To assist with future reporting needs it is helpful that these zones are easy to identify such as suburbs, electoral areas, districts and are based on census areas.
5. Present the information in a way that is easy for a group to interpret that focuses on the issue being considered, i.e. the condition of roofing materials.
6. Invite the appropriate and knowledgeable people to the interview and focus on one issue at a time gaining general acceptance of each issue before moving to the next, i.e. the condition of the roofs in Zone F23 is 80% moderate and 20% very poor.
7. After the interview, collate the information and analyse. The agreed results within one zone would be applied to all buildings within other zones that are located within the strata being considered.
8. Test assumptions by conducting targeted field surveys and adjust as needed. Some issues resulting from the interviews may be significant and warrant a fully comprehensive survey to manage or control potential adverse events or risks.
9. Make the results available to affected and interested people in a way that specific issues are easy to understand.
10. Ensure the data is well managed within chosen systems so that future data improvements can be made.

The use of barcoding seems a good idea but should I barcode items that are leased by us?

Leased items should be identified and tagged so when they are to be returned after the lease period they can be found and returned with ease.

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