Implementation Phase Activities

This document covers the following topics:

Needs Analysis/Strategy Plans

The organization needs to carry out a "Needs Analysis/Strategy Plan" study.

The two key elements of the plan are:

  • Confirm the organization's commitment to "best appropriate practice" in asset management
  • Adopt or vary the recommended program and decide on/confirm the:
    • Budget allocation and time frame
    • Information system strategy
    • Level of sophistication
    • Priority for the various asset types.

Once these decisions have been taken or confirmed, a detailed implementation program can then be developed.

The sophistication of the program will depend on the size of the organization and complexity of the tasks.

The program should be developed on project management software to control the:

  • Large number of tasks
  • Complex resource requirements
  • Interconnectivity/dependencies
  • Critical path/timelines
  • Outputs (milestones).

Options for Data Capture Resources

Data capture will depend on whether or not the organization has:

  • Chosen the software and hardware to be used or whether an evaluation and purchase/tender program needs to be undertaken
  • Decided how the data collection will be resourced.

The various options include:

  • In-house staff
  • Contracted data collectors
  • Project managed by either in-house staff, or an external consultant
  • Fully contracted data collection.

The second decision is best made after a detailed list of implementation tasks are completed. The list should identify:

  • Typical skills/experience levels for each task
  • Estimated time inputs required
  • Date at which they will be required in the program.

Issues of Data Accuracy

It is relatively easy for the organization to identify missing data, however, it is much harder to identify data that is presently held but of inadequate quality.

Example One

Young students from a local school were employed during a vacation to collect data on infrastructure assets.

They were given minimal training in what was required and were left to their own devices.

The group soon became aware that no quality assurance was in place and that no verification would be undertaken.

Based on the fact they were being paid on completion, they rushed through the work in a short time, using estimates and often without visiting or siting the asset.

A small verification sample identified that over 85% of the asset information was false and a decision was easily made to abandon this and organize for new data to be collected.

Example Two

A municipal authority had data loaded into their asset management system using a contracted data collector.

This contractor had taken meticulous care in the collection of attribute data, which had been properly audited and had proven to be very high quality.

However, the collection of condition data was not subjected to the same rigorous review or audit and the standard of data capture fell in the later stages of the work.

In this case, the organization concluded that they would revise their next condition assessment program to put the dubious area as the initial program. They were able to quickly overcome this deficiency as part of their normal cyclic condition assessment process.

Pilot Implementation Program

This stage involves the development of detailed implementation programs to suit the decisions taken by the organization. It covers:

  • Identify and determine pilot program sites and assets involved
  • Confirm data capture requirements and commence data assemblage
  • Determine asset:
    • Identification units (MMI)
    • Classifications/codes
    • Attribute details to be collected for pilot (confirm priority levels)
  • Develop detailed task program for the pilot programs including:
    • Tasks/activities required
    • Experience skills/required
    • Estimated time
    • Connectivity of tasks
    • Key timeframe and milestone outputs.
  • Assess the available resources to complete tasks
  • Decide on most appropriate resource allocations and method of management for pilot program including:
    • Overall project management
    • Asset management co-ordination
    • Data collection, inputting and transfers
    • Quality assurance
    • Product testing and handover
    • Training
  • Set up most appropriate management structure
  • Develop necessary works programs and contract documents.

If Data Collection is Contracted Out

  • Complete detailed specification for data collection including:
    • Assemble examples of all available data sources
    • Outline the scope of work
    • List detailed outputs required
    • Determine delivery schedule
    • Develop contract schedules
    • Complete standard terms and conditions.
  • Get approval of contract documentation and timetable
  • Call tenders
  • Evaluate tenders, complete tender report and recommendations
  • Gain approval
  • Accept contract completed
  • Monitor and review data collection works throughout contract
  • Complete final product evaluation and handover/commissioning procedures
  • Train staff in the use of the completed system.

Project Management Activities

  • Complete resource allocation to detailed task lists
  • Complete work instructions/contracts to complete the necessary tasks
  • Complete detailed QA processes for individual outputs
  • Set up project review/reporting program/milestones, etc
  • Complete project review program:
    • Monitor progress
    • Report on progress, issues, etc.
  • Complete project acceptance tests and evaluation
  • Complete handover activities.

Pilot Review

Whether the project is being completed by in-house staff or contractors, this stage is desirable.

By reviewing the program at a 10% to 15% complete stage we have the opportunity to:

  • Assess the key decisions taken in the needs analysis/strategy plan development stage, including:
    • The hierarchical levels (sophistication) adopted
    • The priority set on attributes data fields (and the opportunities for collecting lower priority items)
    • The outputs achieved meet the objectives of the organization
    • The computer systems chosen meet the intended use
  • Assess in-house staff to clearly understand the:
    • Processes involved
    • Effort or inputs required
    • Workings of the software systems and their idiosyncrasies
  • Allow staff to maintain clear ownership of the AM program
  • Assess the most appropriate way to complete the project
  • Check contract documents and provide good information to tenderers so the remaining work is completed with a high degree of confidence, with fixed price/no claims contracts
  • Revise the total program, in light of the review and decide on the policy to be adopted for the balance of the program.

Complete the Pilot Program

Once the pilot scheme reviews have been concluded and any revisions or alterations made to the program, the organization then needs to complete the balance of the work.

In some cases organizations have used in-house staff to complete the pilot schemes and have then contracted out the balance of the work, knowing that staff:

  • Have gained a full understanding of the program
  • Can supervise it effectively
  • Will be able to take "ownership" of the finished product.

In this case the contracting out phase will occur after the pilot scheme.

Program Control and Approval Process

The improvement tasks that are approved in the AM strategy plan are assembled and clearly defined, including all resource requirements for contractors, consultants and the organization staff.

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