Section 6: Processes and Improvement Planning Asset Classification All reserve land is currently suitably classified; however data structure and classification of Reserves and Amenities will need to be assessed with the transfer of data to the TechOne Asset Management System. Improvement: l papocedure and definition manual for asset classification. Condition and Maintenance Data Currently the Reserve Inventory Database records manually entered condition ratings. Critical asset condition data is supplied regularly by contractors and updated in the database. Ideally with the implementation of the TechOne system, all paper works records will be converted to electronic data, forming a maintenance history for each asset. This will assist planning and budgeting for asset maintenance. An asset management system which records the position of an asset in its lifecycle and the costs is desired. Improvement: Operations and maintenance contracts linked to the asset database. Improvement: The Reserve Inventory Database is improved or replaced with a system that produces historical and future maintenance and financial reports. Projections Current census data is utilised to forecast trends and the population projections used should be updated each time official census data becomes available. Improvement: Include historical utilisation, deterioration, and maintenance data together with predicted trends. Improvement: Develop demand patterns for each ward, rather than generic trends for the District. Life Cycle Costs Currently no formal lifecycle plans exist for reserve assets. Once the new database is in place, lifecycle plans for assets can be developed. Improvement: Develop asset lifecycle plans. Asset Utilisation The capacity of all assets is considered when purchasing or expanding asset provision, yet except for sportsgrounds and cemeteries, there is no formal ongoing assessment of asset utilisation. Improvement: Provide opportunities for asset utilisation monitoring. 6.1.2 Key Systems AM Information Systems The Council currently has an ACCESS assets inventory database. This system allows the collation of data relating to the Reserves and Amenities assets owned by Council and their condition. The system does not provide a dynamic maintenance or management tool in its current format; neither does it support asset valuation or deprecation. Finances are managed separately. The system links to GIS records which allows information to be viewed spatially through Council’s internal GIS system- Dekho. The implementation of a new, Council wide, asset management system–Tech One is being finalised. It is envisioned that this system will be operating Reserves and Amenities asset inventory by the end of 2015. The new system has the capacity to be linked to the maintenance and management of assets and to all financial systems including valuation and depreciation. Page 71