Chapter 6: Plan Improvement and Monitoring This section describes the current and future asset management practices and systems used. It includes a summary of the progress made on previously identified short-comings and identifies improvements to be made in the future. Also included are the monitoring and review procedures adopted in the compilation of the asset management plan. Components of the Improvement and Monitoring section 6.1 The Status of Asset Management Practices - current and desired state of AM processes, data and systems. 6.2 Improvement Programme – review of progress on the 2009/19 improvement programme and improvements identified for the future. 6.3 Monitoring and Review Procedures. 6.4 Performance Measures. 6.1 Status of Asset Management Practices 6.1.1 Asset Management Information System The Assets and Service Department has used the Hansen AMIS for around 15 years. The quality and completeness of the data stored has improved during this time. Data is extracted from a variety of historical and contemporary records – service record plans, property files, new connection records, as-built records (internal and contractor), maintenance works orders, etc. The quality of the data can be variable. The current assessment of the quality and completeness of records transferred into the AMIS is as follows: • Water asset Completeness ≈ 70-75% • Data accuracy ≈ 75% The asset register is stored in the AMIS and the maintenance history is also recorded. In 2010 detailed discussions with staff in the department resulted in the development of a protocol that defines and records a common understanding of the accuracy of asset data and the confidence in the source data. In conjunction with this there has been a continued effort to ensure contract specifications and in-house record checks are consistent with the required information. There is a continuous effort to document processes and definitions and to disseminate the standards to staff to ensure consistent and accurate data recording. A project was commenced in 2011 to upgrade the current AMIS. The project is being headed by the Information Systems Department and a small team of subject experts. External consultants were employed to examine the asset management information needs throughout the Council including Reserves, River Control, Regulatory, Fleet, Libraries, Property, the Harbour Master and others. The outcome of the needs assessment was used to develop a Request for Proposal (RFP) from a select list of AMIS vendors. The RFP was issued in December 2011 and response returned in January 2012. Four potential vendors were invited to demonstrate their product. Page 82