One Estate Initiative – Asset Management Framework
One Estate Initiative – Asset Management FrameworkOne Estate HandbookOne Estate Initiative – Asset ManagementFrameworkOne Estate Handbook360710Prepared forEstate Planning Branch – Infrastructure Division, Department of DefenceDecember 2019December 20191
One Estate Initiative – Asset Management FrameworkOne Estate HandbookDocument InformationPrepared forEstate Planning Branch – Infrastructure Division, Department of DefenceProject NameOne Estate HandbookFile ReferenceOne Estate Handbook Ver2.docxJob Reference360710DateDecember 2019Contact InformationCardno (QLD) Pty LtdABN 57 051 074 992Level 11, North Tower Green Square515 St Paul’s TerraceLocked Bag 4006Fortitude Valley Qld 4006Telephone: 07 3369 9822Facsimile: 07 3369 9722International: 61 7 3369 9822www.cardno.com.auDocument ControlVersionCommentAuthorReviewerApproved for IssueDate Issued01Draft – forcommentAneurin HughesStephen WalkerMike CushPeter Griffiths16 July 201902FinalAneurin HughesPeter GriffithsJonathan Large4 December 2019 Cardno 2019. Copyright in the whole and every part of this documentbelongs to Cardno and may not be used, sold, transferred, copied orreproduced in whole or in part in any manner or form or in or on any mediato any person other than by agreement with Cardno.This document is produced by Cardno solely for the benefit and use by theclient in accordance with the terms of the engagement. Cardno does notand shall not assume any responsibility or liability whatsoever to any thirdparty arising out of any use or reliance by any third party on the content ofthis document.December 2019ii
One Estate Initiative – Asset Management FrameworkOne Estate HandbookTable of ContentsTable of Contentsiii1The One Estate 22236Purpose of this HandbookWhat is an Asset Management Framework?What assets are Included in the One Estate Framework?The role of an Asset Management FrameworkInitial Development of the One Estate Framework43.13.23.33.43.544578OverviewFramework concept developmentProof of conceptStakeholder engagementOne Estate Initiative Steering GroupComponents of the One Estate Asset Management Framework4.24.34.44.54.64.75Project GenesisDesired outcomes of the One Estate FrameworkIntended users of the One Estate FrameworkKey asset management artefactsAsset management governance documentsPortfolio asset management documentsBase level asset management documentsOther supporting documentationSupport systems9111216212325Interaction of the One Estate Framework with Defence Systems and Processes265.15.25.3262829Design with other management systems, strategies and frameworksDesign with other processes and functionsThe Framework for Enabling Defence Capability (FEDC)Management and Implementation of the Framework306.16.26.36.430303233Roles and responsibilitiesFunctional relationshipsOngoing management of ‘live’ processesIssues and ideas identification7Ongoing Management of the Framework348Key Factors for Successful Implementation of the Framework369Frequently Asked Questions37AnnexuresAnnexure A GlossaryAnnexure B Outline of an updated SAMPAnnexure C Key TermsAnnexure D Project Data Library RecordDecember 20194041424346iii
One Estate Initiative – Asset Management FrameworkOne Estate HandbookTablesOne Estate FrameworkOne Estate Framework hierarchy of artefactsKey asset management artefactsAsset management governance documentsPortfolio-wide asset management documentsBase level asset management documentsOther supporting documentsSupport systemsLinkage between systemsLinkage between other processes and functions within DefenceReview and update of One Estate Framework artefacts910111216212325272835FiguresFigure 5-1Figure 5-2Figure 6-1Figure 6-2Figure 6-3Figure 6-4Figure 7-1Figure 9-1December 2019Relationship of Defence estate management systems26Relationship between the FEDC inputs and One Estate Framework base-level planning 29Relationship of Performance Evaluation to Continual Improvement and Service Standards 30Functional relationships of Planning instruments and Sub-class plans31One Estate Investment Framework32Sample Configuration Change Management Form33Update frequency and interaction between key artefacts34ISO 55001 maturity assessment bar chart (as at June 2018)37iv
One Estate Initiative – Asset Management FrameworkOne Estate Handbook11.1The One Estate FrameworkProject GenesisThe Government will invest 46 billion into the estate between 2017 and 2027. This increased fundingpresents a significant opportunity to improve the management, maintenance and investment into the estate.To ensure effective whole of life asset management, Defence’s current approach to estate investment acrossthe asset lifecycle needs further optimisation.An Asset Management Framework will optimise Defence’s approach to estate investment and providemanagement with the information it needs to make informed, strategic, whole-of-life asset managementdecisions that are based on evidence and underpinned by a robust, repeatable and transparent process.1.2Desired outcomes of the One Estate FrameworkThe first step in the process is already complete and has involved the development and testing of the tailoredOne Estate Framework. The Framework draws together existing policies, plans, systems and processes, andidentifies improvements to re-focus estate investment into a coordinated whole-of-life model. The Frameworkwill ensure coordinated, transparent and repeatable evidence-based decision making across the estate assetlife-cycle.1.3Intended users of the One Estate FrameworkThe One Estate Framework will be used by E&IG and all of the partner groups and services across Defence,including industry partners and contractors. Some staff will be actively involved in the development andimplementation of components of the Framework, while others will see the benefits of the Framework overtime through the way that they interact with E&IG. In time, the One Estate Framework will become part of”business as usual” for E&IG and Defence and ensure that asset management principles are embedded ineveryday work activities.December 20191
One Estate Initiative – Asset Management FrameworkOne Estate Handbook22.1IntroductionPurpose of this HandbookThe purpose of this document is to increase Defence knowledge of the One Estate Asset ManagementFramework, referred to as the One Estate Framework, by: Providing a quick reference guide Providing context to the Framework Summarising the components of the Framework Explaining how the Framework should be implemented Highlighting key factors for successful implementation of the Framework Directing readers to sources of more detailed information, where relevant.2.2What is an Asset Management Framework?The One Estate Framework is the term used for the Defence asset management framework. In generalterms, it describes a hierarchy of interlinked artefacts that contribute towards the achievement oforganisational objectives through achieving value from its assets.The One Estate Framework: Is a coordinated and systematic approach to asset management for the Defence estate Responds to the objectives of the Defence Estate Strategy 2016/36 Optimises Defence’s approach to estate investment and enables evidence based, strategic, wholeof-life asset management decisions Complements many of Defence’s existing systems and policies. Additionally, it delivers new andstrengthened policies and systems where necessary, to improve and streamline estatemanagement.2.3What assets are Included in the One Estate Framework?The scope of the One Estate Framework includes owned or leased buildings, infrastructure, fixed plant andequipment, land and training areas. The One Estate Framework is intended to provide overarchingstandards, improvement and management guidance for all of these assets, regardless of whether they aremanaged by E&IG through the Base Service Contract (BSC) mechanism, or by contractors engaged throughother groups within Defence (such as fuel facilities or Explosive Ordnance facilities that are managed bycontractors through the Joint Capabilities Group, or airfields managed through the National AirfieldsMaintenance Program).The One Estate Framework excludes: Mobile plant Military equipment Assets managed by the Chief Information Officer Group (CIOG) Facilities and some infrastructure that has been installed and is operated by the Defence Scienceand Technology Group (DSTG) Facilities that are managed on behalf of the Australian Defence Force (ADF) such as Single LEAPaccommodation.December 20192
One Estate Initiative – Asset Management FrameworkOne Estate Handbook2.4The role of an Asset Management FrameworkAsset management is the coordinated activity of an organisation to realise value from assets; that is,deliberate, planned and evidence-based choices on how to make the most of scarce resources. How assetmanagement may be implemented within an organisation will vary depending on the organisation’sobjectives, context and resources, among other things.An asset management framework such as this, facilitates asset management improvements that enable thepotential benefits listed in Table 2-1.Potential benefits of improving asset managementCriteriaBenefitsStrong governance andaccountability by: More effective andsustainable decisionsby: demonstrating to owners, customers and stakeholders that services are beingdelivered effectively and efficientlyproviding a transparent an, auditable basis for making service/risk/cost trade-offdecisionsimproving accountability for use of resources through performance and financialindicatorsenabling the benchmarking of results across the estate.having a robust information evidence base to support decisions; considering all viableoptions (including demand management) and all aspects of decisionsensuring all life cycle costs are included in decision processes, so that the emphasisis on sustainable efficiencies not unsustainable short-term gains.Enhanced customerservice through: improved understanding of service requirements and optionsimproved performance and control of service delivery to the required standardsa more holistic approach to asset management within the organisation, through multidisciplinary management teamsEffective riskmanagement by: demonstrating compliance with legal and regulatory requirementsunderstanding the risks related to asset management and service delivery andapplying a framework to prioritise risk mitigationapplying business continuity practicesaddressing the inter-relationships between different networks. Improved financialefficiency by: December 2019improved decision-making based on costs and benefits of alternativesprioritisation of investments, interventions and asset care activitiesjustification for forward works programmes and funding recognition of all costs ofowning/operating assets over the life cycle of the assetsselecting the most effective procurement methodbenchmarking condition and performance to promote innovation and efficiency.3
One Estate Initiative – Asset Management FrameworkOne Estate Handbook33.1Initial Development of the One Estate FrameworkOverviewThe One Estate Framework was developed over am 18 month, commencing in March 2018. The projectincluded the following stages: Concept Development Stage - to assess the complete asset cycle as it relates to the Defenceestate and develop an appropriate framework, including associated plans, policies, processes andtools. This required engagement with senior leadership and various stakeholders. Proof of Concept Stage - to test the concept design of the Framework prior to final agreement andits full implementation across the Defence estate. Endorsement - the project was endorsed by the Enterprise Business Committee in October 2019,which included the approval to commence the implementation phase.Throughout all the stages of the Framework, significant stakeholder consultation was undertaken to ensurethe business was aligned to the project and ultimate benefits. The consultation process also highlighted howthe Framework will need to respond to particular issues and process already in place.E&IG established a steering group for the project which met on a two monthly basis to review issues anddiscus issues. This steering group will provide governance of the Framework and will convene as required tothe support the DEMM throughout the implementation phase.3.2Framework concept developmentThis stage involved a review and evaluation of existing plans, policies, process, systems and governancerelated to estate asset management. An asset management maturity assessment was undertaken as part asan initial project activity in informing the development of the One Estate Framework. The maturityassessment constituted a point in time assessment that provided an overview of the current level ofunderstanding and utilisation of asset management principles in the management of the Defence estate. Thefindings of the review including the maturity assessment were documented in the Review Report, October2018.The outcomes from the review process informed the development of the artefacts that comprise the OneEstate Framework. These artefacts were designed to provide both portfolio-level and base-level support byidentifying and filling gaps in asset management practice in the business and primarily included templatesand outline reports that would be developed in the pilot phase. High level guidance policy and strategydocuments for the One Estate Framework were drafted through extensive consultation within E&IG andacross Defence. Existing business processes were also examined in a number of discussion papers thatoutlined the likely and specific impacts of the Framework on existing processes and procedures.The review process included the consolidation of a project data library of over 200 reports, strategydocuments and existing procedures and standards that relate to assets across the Defence estate. A listingof these data sources is included in Annexure D.The development of the key artefacts included: A Strategic Asset Management Plan (SAMP) which describes Defence’s long-term approach tomanaging its estate assets. It is a core document that specifies how organisational objectives are tobe converted into asset management objectives. A new One Estate Asset Management Policy, incorporated in the SAMP that provided a basis forapplying direction and commitment to asset management principles across the Defence estate. The structure for an Implementation Program to guide the required effort over the next three to fiveyears as the One Estate Framework is implemented.December 20194
One Estate Initiative – Asset Management FrameworkOne Estate Handbook A coordinated Investment Program, which considers the role of the estate and the need to balancerisk and performance requirements. The approach incorporates whole-of-life costs, which are oftenoverlooked for the sustainment and operation of the estate, and looks at sustainment planning froma consolidated, risk-based prioritisation process. Supporting governance plans to address the systematic approach to supporting knowledgemanagement, continual improvement, resourcing and communications associated withimplementation of the One Estate Framework, with guides to the required level of internal audit andupdating required to ensure the One Estate Framework remains fit-for-purpose.The development phase also included the conceptual integration and alignment of the planning andoperations functions, so that estate-wide decision making can be improved for a portfolio of assets in astandardised way. A two-tiered approach was developed so that standardisation can be applied at theportfolio level, while base-specific issues can be articulated for individual sites, and are related toinfrastructure capacity, utilisation, condition, resilience and risk. This will ensure that shorter-term,operationally-focussed planning is undertaken at sufficient detail to support the sustainment, operational andfunctional needs at a base level. Templates for Asset Class Asset Management Plans (Asset Class AMPs)and Base Asset Management Plans (Base AMPs) were developed to support other components of the OneEstate Framework (such as renewals and long-term financial models) and for integration with existingbusiness processes and support systems.3.3Proof of conceptPilot testing was undertaken for the One Estate Framework at four Defence sites to validate the framework.The pilot sites were: HMAS Cairns Gallipoli Barracks, Enoggera RAAF Base Richmond Puckapunyal Military Area.The pilot testing involved data collection and consultation with stakeholder groups from each of the sites,analysis and application of the Framework processes to develop base-specific Base AMPs and to deriveassociated expenditure planning outcomes based on the predictive intervention model. The Base AMPsincluded lessons learnt for each site to drive further improvements and amend or streamline the applicationof the One Estate Framework.Outputs from the Pilot Testing at each site included: A Base AMP A lessons learnt report specific for the site An asset register, which was developed based on information from GEMS, BEAP reports, the firesafety inspection spreadsheet, and site inspections A forecast of asset renewal requirements based on this asset register. The renewals forecast wasthen based on the approach outlined in the predictive intervention model which was used to developan investment program. This consolidated investment program includes all known drivers forinvestment as covered during the pilot phase meetings. A Long-Term Financial Model comprising 20-year projections for capital and operation expenditure.Portfolio-wide outputs were tested and developed based on details from the pilot testing and from furtherexamination of procedures, standards and requirements across the estate and included: Development and refinement of governance and supporting portfolio-level components of the OneEstate FrameworkDecember 20195
One Estate Initiative – Asset Management FrameworkOne Estate Handbook 15 Asset Class AMPs Determination of appropriate service standards that could be adopted in the short term and proposedasset renewals (or intervention) triggers Development of the investment strategy and financial tools Refinement of the governance documents that support the One Estate Framework across the estate.A detailed evaluation of the pilot testing phase was compiled in the Pilot Phase Evaluation Report, July 2019.The report outlined key considerations from the testing that have both shaped the 1st Generation ofFramework artefacts and will need to be considered through subsequent implementation of the one EstateFramework through the business. The pilot testing process was able to demonstrate needs andinterdependencies for the artefacts to a greater level of detail, including interaction with concurrent Initiativesand existing system constraints.Pilot testing across four sites was able to prove that the One Estate Framework processes and tools arefunctionally adequate; however, the lack of data and clarity of information (present on all sites to differentdegrees) impacted both the confidence in the outputs and the ability to consolidate sufficient data to supporteffective base level planning and investment modelling. The outcomes from the pilot phase process hasshown that base planning activities and management of estate assets can be improved and aligned throughthe One Estate Framework. Some of the primary limitations in the pilot phase that have impacted theconfidence of the outputs are: Granularity of data affecting the accuracy of the outputs, even for a relatively data rich site likeHMAS Cairns Disparate condition-based data and other asset information that is required to inform decisionmaking Lack of strategic direction for sites without a current or recent Estate Base Plan Overlapping management when other contractors are enga
4.3 Asset management governance documents 12 4.4 Portfolio asset management documents 16 4.5 Base level asset management documents 21 . Figure 9-1 ISO 55001 maturity assessment bar chart (as at June 2018) 37. One Estate Initiative – Asset Management Framework One Estate Handbook
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