Creating and Implementing
an
Asset Management Plan
Jim Reeve
Access Community Housing Company Ltd
Aim of this Workshop
To assist smaller community housing companies in preparing and
benefitting from an Asset Management Plan
Access Community Housing
• Tier 2 housing organisation
• Approximately 560 properties
• 20 employees
Topics Covered Today
• The purpose of an Asset Management Plan
• The Components of an Asset Management Plan
• Using and maintaining an Asset Management Plan
• Q and A
What is it for?
• NRS Requirement
• The basis for forecasting
• A compliance reference
• Governance
• A useful tool
The Components of the Plan
Forecast Spreadsheet
Description Document
Summary Data
• Overview/Goals
• Condition Data
• Reactive Maintenance
• Categories
• Planned Maintenance
• Categories
• Financial Summary
• Forecast Data
• Categories
• Schedules
• Cost
• Consolidated Data
• General Summary
• Link Summaries
Overview and Goals
• Mission/Strategy Statement
• Priorities/Objectives
• Scope
•
•
•
•
Maintenance Responsibilities
Portfolio Summary
Programs
Etc.
Property Condition
• Overview or detailed data
• Data source
• Contaminants (Asbestos)
Reactive Maintenance
• Methods and processes
• High Volume Trades
• Appliance/Furniture
In-service Repairs
Planned /Cyclical Maintenance
• Statutory Cyclical Maintenance
•
•
•
•
•
Fire Systems
Smoke Alarms
TMV
BPD
Lifts
• General Planned Maintenance
•
•
•
•
Painting
Floor Coverings
Hot water systems
Etc…
Fire Systems
• Standards and legislation
• Outsourcing details
• Oversight
• Scope and Costs
Outsourcing fire systems maintenance
doesn’t outsource the responsibility
Smoke Alarms
• Standards and legislation
• Outsourcing details/process
• Oversight
• Costs
Lifts
• Standards
• Outsourcing Details
• Oversight
• Emergency Phones
• Costs
TMVs and BPDs
• Standards
• Process
• Maintenance
• Reporting
• Record Keeping
• Costs
General Planned Maintenance
• Floor Coverings
• Internal/External Repainting
• Hot Water Systems
• Appliances and Furniture
• Special Projects
Quantity in Service
Expected Life (Years)
= Annual Maintenance Quantity
Disaster Management
• Risks and mitigations
• Overview of DMP
Forecast Summary
• Consolidation of the costs
• 10-year projection
Forecast Spreadsheet
• Details for each category
• Consolidation
by property
Hot Water
External
Repainting
System
Replacements (Average cost per year)
Property
2017
2018
• General
Summary2016
1/27 Orion Place $2,100
$200
$200
$200
• 10-year
2/27projection
Orion Place $2,100
$200
$200
$200
33 Frasier to
Street
$200
$200
• Summaries
link$200
to plan $3,200
2019
2020
$200
$200
$200
$200
$200
$200
103 West Street
$200
$200
$200
$3,100
$200
$200
1/2 River Parade
$200
$200
$200
$200
$200
$1,900
2/2 River Parade
$200
$200
$200
$200
$200
$1,900
12 Seaford Lane
$200
$200
$200
$200
$2,300
$200
Maintaining the Plan
• Technology will help!
• Use the property condition reports
• Start next year’s plan now
Using the Plan
• Works Schedule
• Validation of Processes
• Finance
You worked hard to create your Asset Management Plan
Don’t just leave it on the shelf until next year!
Thank you for Listening
Questions?