Common approach for assets management
One of the primary functions in facilities management is duty of care and the management of risk and liability. Between 2015 to 2017, Covaris performed statutory compliance assessments for maintenance programs across all Australian States and Territories. These assessments covered over 150 facilities across more than 500 buildings, and over 300 unique asset types. It identified compliance gaps from 10 percent to 35 percent based on asset type and maintenance frequency.
The processes developed for the efficient upgrade of the asset management system in existing facilities from the initial asset validation to the final upload of the master data are:
- asset validation and data collection
- asset condition assessment
- asset criticality analysis; and
- development of preventive maintenance strategies for maintainable assets.
As well as operational reliability of the assets, the maintenance strategies must assure compliance with statutory obligations.
The approach commences by resetting the plant configuration by excising retired assets, adding assets which had not been registered and resetting all assets into an appropriate sense of hierarchy. This is followed by a systematic procedure for asset condition assessment and asset criticality ranking.
Asset validation and data collection
Asset validation is required for facilities when there is low confidence in the accuracy of the current asset register. Asset validation is fundamental to the development of maintenance strategies and identifying assets subject to statutory/legislative requirements that have not previously been captured.
Asset validation for an established facility is based on a walk down of the site utilising the legacy asset listing as a starting point. Asset validation is a visual practice. If the assets are not accessible for visual validation, such as assets installed in the ceiling space or a sump pump, the assets can be validated by referring to the applicable distribution board or by confirming with the site personnel.
Asset condition assessment
The purpose of this assessment is to provide a standard statement of the condition of assets owned and maintained at the facility. Accurate and standardised asset condition information is required by the asset managers to ensure the best use of their maintenance funds.
The recommended level of asset detail is to a ‘maintainable assets’ level. A maintainable asset is defined as that which would be expected to have a preventative maintenance tactic applied to it.
The condition assessment is useful for asset management processes such as:
- life-cycle cost modelling to ensure the model uses actual data rather than nominal life predictions; and
- development of risk based Asset Management Plans.
The following parameters are collected for asset condition assessment:
- Current condition – to identify the best estimate of the asset condition by the assessor based on a visual inspection.
- Current usage – to identify the best estimate of the asset usage by the assessor. Usage ratings are for the usage compared to the entire fleet of assets at the facility.
- Operating environment – to identify the best estimate of the asset’s environment by the assessor based on knowledge of the site. The normal environment is that where the asset would be expected to operate to achieve its usual service life.
- Age of the assets – the information can be collected during the asset validation process or as a desktop process based on the age of the facility (for original assets).
Asset criticality analysis
Asset criticality analysis may be performed at any stage in the life cycle of the assets but should be preceded by an asset validation program when there is low confidence in the asset register.
Asset criticality analysis is defined as a systematic procedure for the analysis of a system of assets to identify the likelihood and consequence of failure of an asset to perform its function.
The consequence of failure of an asset is defined as “how crucial the asset is to the delivery of healthcare services and how that service delivery of healthcare services and how that service delivery is affected should the asset not be performing to its required standard”. A sample set of risk categories (risk criteria) are:
- clinical care and patient safety
- health of the population
- communication and information
- facilities and asset management
- emergency and disaster response
- finance and legal
- safety and security
- leadership and management; and
- community expectations and reputation.
Statutory compliance framework
The process ensures the statutory compliance by providing the line of sight from statute to regulation to asset class and to maintenance job plans. It provides the asset manager the visibility of the requirements of maintenance for each asset type and ensures the compliance on the maintenance requirement of the asset portfolio.
Legislation issued by the Commonwealth or State Governments is consulted to determine the requirements for maintenance of the equipment types. Compliance with the requirements of Acts is mandatory.
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