Programmed – Asset Management Information Management

Summary of the project, product, framework

Programmed provides asset management and facilities maintenance services at the Hopkins Correctional Centre (HCC) under a Public-Private Partnership (PPP) contract. The contract is supported by a mobile workflow process utilising a smart phone and tablet application that integrates with Programmed’s Computerised Maintenance Management System (CMMS) for real-time data capture and transfer by field technicians and key subcontractors.

Programmed’s mobile process delivers efficiency and responsiveness.  Work orders are sent directly to the mobile device. The application prompts a safety risk analysis before work commences. Notification is sent back to the CMMS upon maintenance completion. For subcontractors, work completion generates a recipient created tax invoice to commence the payment process.

Description of project or framework addressing the assessment criteria

The Hopkins Correctional Centre (HCC) is an Australian medium security protection prison for males located in Ararat, Victoria. Under a Public-Private Partnership (PPP), the Aegis Correctional Partnership designed and constructed the prison, which opened in 2012. Since then, Programmed FM as the facilities management partner in the consortium, has provided asset and facilities management services to the 800 bed Prison for 25 years. Services include maintaining a detailed asset management plan, ongoing whole of life modelling, reactive, planned and preventative maintenance and project works.  Programmed FM is also responsible for Prisoner labour management which sees many of the services, including soft services, delivered by prisoners.

The HCC contract is complex and strategic asset management and was challenging in the absence of an asset and location hierarchy. This resulted in the following issues occurring on a regular basis:

  • Reactive work orders were being assigned to the incorrect asset and often to no asset at all and at location level
  • Assets were not on the asset register
  • No records of the preventative maintenance activity were occurring within the CMMS:
    • No change management process was being followed
    • New assets were not being commissioned
    • Assets removed from site were not being decommissioned
  • Lack of performance/monitoring of asset non-conformances.

To rectify this and deliver best practice to asset management and information delivery, our mobility process was introduced at HCC. This field mobility process supports a responsive, systematic and quality controlled delivery of information and is widely used across other Programmed contracts. Programmed have implemented its mobility process in the prison environment for real time completion and allocation of both reactive and preventative maintenance work orders. This method allows for real time capture of asset condition data which feeds back into our predictive lifecycle models.  It allows for less movement around the prison which mean less risk from exposure to prisoners and efficiency gains.

To lower the risk in a prison environment, we have developed a high tensile steel tether that is connects the mobile device to the technician’s bags.

Our mobility process is a data capture and job management front-end which delivers best practice at HCC through the following:

  • Programmed FM staff and key subcontractors to send and receive work orders and related asset information directly to and from mobile devices in real-time
  • Staff and key subcontractors receive and acknowledge work orders on their mobile device
  • Key subcontractors can schedule works to their technicians via an access-controlled portal that provides a list of jobs allocated only to the individual subcontractor
  • Our commitment to zero harm is supported through prompts to the tradesperson/ key subcontractor to complete a ‘Take 5’ safety questionnaire before the commencement of each work order
  • Status updates, asset condition data, photographs and other evidence are captured by the staff member/subcontractor while onsite and uploaded directly to Maximo Computerised Maintenance Management System
  • Where internet coverage is not available or the staff member/key subcontractor is required to work-offline, data is captured and uploaded when mobile connectivity becomes available
  • Status updates allow the Help Desk to directly monitor the rectification time, contact the team member/subcontractor where the rectification period is close to expiry and escalate for corrective action where required
  • The asset register is updated with greater accuracy on asset condition and other lifecycle data
  • Key subcontractors benefit from the automatic generation of recipient created tax invoices, reduced administration costs and improved cash flow.

Throughout the course of the contract, the asset manager and the performance and reporting analyst continually monitor and analyse asset data to determine trends, identify asset condition and failures, and provide advice and support to optimise whole of life outcomes and total cost of ownership.

Programmed FM has barcoded all assets to facilitate ease of asset data collection and deliver operational efficiencies. The team scans the barcode into the mobile application, undertakes the assessment, and updates the asset rating. This level of integration and transparency enables us to proactively measure asset cost and performance, and refine the asset management approach at HCC.

The integration and high level of data accuracy supports performance reporting, forward lifecycle planning and informs asset remediation, replacement and refurbishment decisions. Where opportunities are identified, Programmed FM develops business cases based upon asset data insight to provide value back to the Department of Justice.

These include strategies for:

  • Adjusting the lifecycle replacement plan for an asset, realigning the expected replacement date based on the most up-to-date asset condition data or other finding
  • Optimising the timing or frequency of planned maintenance, where minimum asset condition is not met or where there are a greater or fewer number of failures than expected
  • Reviewing and adjusting service delivery methodology to extend asset life
  • Undertaking failure analysis techniques (i.e. root cause analysis, failure mode-effect-criticality-analysis, reliability-centred analysis)
  • Undertaking additional monitoring or diagnostic testing.

The mobile process has been significantly beneficial and has added value to HCC and the Aegis consortium. It has implemented paperless work order generation and management, supporting our corporate social responsibility commitments enabling our team and key subcontractors to meet and exceed high priority reactive. The Help Desk, our staff and key subcontractors have real-time access, delivering responsive, systematised and quality controlled process with accurate and timely invoicing.

Data integration directly into Maximo has provided information on corrective maintenance at a high speed, maintained the integrity of asset data, delivered more efficient reactive work order management and allowed us to better monitor asset performance.

Opinion as to specific contribution made by the nominated organisation

The introduction of our mobile process at HCC has, in a single step, overcome the challenges in asset management that existed due to poor as-built drawings. It has increased the efficiency and effectiveness of asset management and delivered a more responsive reactive maintenance information. The near real-time visibility of asset data and maintenance performance provides HCC, Aegis and Programmed FM with better quality data and more accurate information to make critical decisions at the prison. Operational continuity is enhanced through the ability to directly intervene where reactive maintenance is at risk of exceeding the rectification time. Safety is enhanced by the automatic prompting to the team member/key subcontractor to undertake a Take 5 risk assessment before commencing work. This mobility process has also reduced the costs to our subcontractors, through more efficient administration and faster payment cycles.

General Comments

Figure 1 ‘Take 5’ safety notepad

Figure 2 Mobile process Take 5 Entry prior to work commencement

Scroll to Top