Training Module 1: Overview of SAM and SAMIS

Last Revised: 4 November 2009 Distributed by: business.systems@sa.gov.au

2010 SAMIS TRAINING MODULE 1 DESCRIPTION Module Title:

Overview of SAM and SAMIS

Specialist/s:

Brenton Ellis – Ext. 65048

Description:

A 1.5 hour ‘show and tell’ overview of SAM & SAMIS for new users.

Workshop Location:

Level 2, 211 Victoria Square Adelaide

Doc Location

Q:\BUSINESS SERVICES\Information Management\Training\SAMIS\2010 Workshops

2010 Sessions:

2.00pm to 3.30 pm

• January 15 • February 12 • March 12 • April 16 • May 14 • June 18

Training Coordinator:

Brian Mooney – Ext. 67398

SAMIS Modules Covered:

01. Introduction to SAMIS 02. SAMIS Basic Terms & Concepts

SAMIS - The SA Government’s Strategic Asset Management Information System

The Government built SAMIS to improve its knowledge on its stock of

buildings and land – by offering agencies a powerful asset management tool

– that can be tailored to their needs.

The build process needed to address a range of issues. These included:

Satisfying across-government imperatives related to SAM, SAICORP,

Premier & Cabinet, Treasury, Auditor General, Valuer General, LTO,

accounting, records, asbestos, heritage conservation & information

technology.

Avoiding the expense and effort of developing multiple agency specific

and personal databases using different approaches that exacerbate the

ability to develop across government summaries.

Satisfying the day-to-day (or operational) asset management needs of

many disparate agencies.

Working in unison with existing across Government systems and local

systems or databases used for day-to-day transaction tracking (related

to leases, works orders, invoices, etc).

Presenting Information Geospatially.

Agency perspectives on what asset management is and what strategic

asset management (SAM) is

Agency ownership of the data in SAMIS.

Used by a growing number of agencies including CAA, DCS, DECS, DEH,

DFC, DFEEST, DH, DPC, DTEI, ODEPT, PIRSA & SAPOL.

SAMIS was built around the Government’s 8 step SAM framework o Establish service delivery context

o Establish asset performance benchmarks

o Assess actual performance

o Define the gap between benchmarks and actual

o Develop intervention packages and options

o Evaluate the options and select a preferred option

o Allow for approval and funding processes

o Define the agreed asset management strategy

These steps aim to inform business cases for strategies and projects

Guidance on practical application of SAMIS (tailored to agency need) o Assistance in cross-agency ‘networking’

o Assistance in setting up and structuring data

o Assistance in performing complex ad hoc analysis

o Assistance in migrating data from other databases (once-off or

regularly)

o Assistance in capturing & maintaining data

o Training

o Online help

o Helpline

Three phase implementation plan starting with a set of pilot sites o Establishment of baseline data

o Performance assessment and analysis

o Asset management strategy development

Planning should recognise o Organisational roles & responsibilities

o Asset management processes

o Data management models

o Training needs

SAMIS Includes 4 Independent Applications

SAMIS currently gets its GIS component live from the Department for

Planning and Local Government (DPLG) under a funded Service Level

Agreement valid until October 2010.

DPLG has advised that its not able to keep providing GIS to SAMIS.

Fortunately a project is already underway at a DTEI corporate level that

aims to build a common version of GIS across all of DTEI. (There are

currently many variants used in the road, rail and ports arenas).

A related project is underway to look at ‘unplugging’ the DPLG GIS used in

SAMIS and ‘plugging in’ the DTEI Corporate GIS in its place (when it’s

developed) without increased cost to SAMIS.

SAMIS user agencies will be involved in decision-making.

• SAMIS was designed to • Provide a mechanism for consistent and improved strategic asset

management across government.

• Provide access to spatially oriented asset information for agencies that

don’t want to go the expense and effort of developing a system or suite of

systems for themselves.

• Provide central agencies with access to across-government summaries

on the government’s stock of buildings and land.

• Work in unison with various in-agency systems used for managing and

tracking day-to-day property maintenance and lease transactions e.g.

FAMIS, MACS, OAMIS, GERMS & PALMS (in DTEI).

Basic SAMIS Terms

• Business Entities

• Primary Business Services

• Facility Types

• Facility

• Functional Groups Business Entities are generally South Australian Government (SAG) departments (eg. DECS, DFEEST, DH, DAIS, DCS, SAPOL) that have a facility relationship with other SAG facilities and therefore assets. They may also be non-government organisations that in some way have a relationship with assets the government utilises eg. Lessors or building owners. Primary Business Services are the public services that a business entity performs, for example, Education. Many business entities also deliver non-public services such as administration. A Primary Business Service (PBS) is delivered via specific facility types. SAMIS categorises all Facilities into Service Groups for easier organisation of data in the Asset Register. Facility Type A Facility Type describes the various types of facilities that exist, for example: high school, junior primary school, and country hospital. A Facility Type must be unique & provides one Primary Business Service for a Business Entity. Facility A Facility is described as a “representative body” because it is not a tangible “bricks and mortar” asset. All assets have at least one relationship with a single Facility. In many cases, a Facility will exist on only one site. However, there are many examples where a facility is a multi-site entity. Examples are most metropolitan hospitals, TAFE Institutes and some schools like Norwood-Morialta High School where services provided by the facility are delivered from more than one site

Functional Group A Functional Group (formerly known as Department) is a distinct, usually specialised division of a large organisation, with varying needs to deliver a particular service or responsibility. Functional Groups can only be added to a Facility, not an Asset. Each Group use an asset in various ways, which is recorded as a percentage to define their usage.

Corporately, Agencies identify their Functional Groups by using broad names to categorize the many functional groups existing within. Locally, individual Facilities refer to these functional groups with more specific “names” to suit their needs.

Key SAMKIS Concepts

• What is an Asset?

• Asset Classification Hierarchy

• Asset Class

• Asset Register Hierarchy

• Asset Types, Functions & Attributes

Assets within SAMIS are not the same as in a standard asset management system. Most of these systems are accounting or maintenance driven. An Asset is a physical entity that has value, enables services to be provided and has an expected economic life of 12 months or more.

Assets may be natural resources, building structures, land, plant and equipment, heritage and cultural assets or any other form of infrastructure excluding networks. Financial information, human resources and intellectual property are not included

The Asset Classification Hierarchy system defines how ALL agencies’ assets can be added to SAMIS. These rules are set up by the System Administrator. These high end rules ensure that each agency’s assets are always correctly located within their own Asset Register Hierarchy.

Asset Classification Hierarchy defines the relationship between Assets and the part they play in overall service delivery. It also defines what type of assets a particular asset can have, as it’s ‘parent’ & ‘children’. It structures asset classes in an ordered way, which is capable of forming a classification hierarchy with parent / child relationships e.g. Site is a parent of Building.

Classes & their common Attributes -to organise assets, they must be classified by an “Asset Class” to give the Asset Register structure. Asset Classes define sets of assets that have one or more common attributes, such as sites, buildings, air conditioners or sheds. The Asset Register Hierarchy displays how assets have been structured within an individual Facility’s Asset Register. Parent & Child Assets shows the relationship of one asset to another. An Asset is considered a Parent Asset when it has 1 or more Child Assets located below it in the Asset Register Hierarchy. A Child Asset refers to a sub-item of a Parent Asset.

Asset Types allow a user to further categorise an asset class. Asset Type can then be used as a measure in life cycle costing. Asset Types further define those Asset Classes that have variations of form. Examples of Asset types for an asset class of 'roof' which could be gabled, domed, flat etc.

Asset Function – What is the use or function for this asset. An asset can only be assigned a Function once the Facility Relationship has been assigned. This drop down list will be populated once the facility type is known. SAMIS has been designed so that when users add or edit an asset, the Facility Relationship screen in the add/edit process requires selection from a drop-down menu of the asset’s function being added. Asset Class Attributes – Each asset class can have a set of attributes that are common to that asset class. Click on the corresponding data field for each attribute set by the Agency, and enter a value or choose the required information appropriate for each attribute. Locatable Assets -Certain assets do not have a fixed parent asset. SAMIS caters for this by allowing the Asset Class Hierarchy to define the possible parents for a particular asset. For example, an air conditioner would normally have a ‘parent’ of a room. (i.e. the air conditioner is in a room). However, what if the air conditioner is on the roof of a building, servicing a number of rooms? Or it is a central system that provides air conditioning for a number of buildings? The asset class hierarchy specifies that the air conditioner could have potential parents of room, floor/level, building or site.

SAMIS

The SA Government’sStrategic Asset Management

Information System

PRESENTATION FORMAT

• Welcome + induction

• Overview of SAMIS main features

• Interactive demo logged on to SAMIS

• Optional presentation on making strategic reports

BACKGROUND

• The Government built SAMIS to improve its knowledge on its stock of buildings and land – by offering agencies a powerful asset management tool – that can be tailored to their needs.

• The build process needed to address a range of issues. These included• Satisfying across-government imperatives related to SAM, SAICORP, Premier & Cabinet, Treasury,

Auditor General, Valuer General, LTO, accounting, records, asbestos, heritage conservation & information technology.

• Avoiding the expense and effort of developing multiple agency specific and personal databases using different approaches that exacerbate the ability to develop across government summaries.

• Satisfying the day-to-day (or operational) asset management needs of many disparate agencies.

• Working in unison with existing across Government systems and local systems or databases used for day-to-day transaction tracking (related to leases, works orders, invoices, etc).

• Presenting information geospatially.

• Agency perspectives on what asset management is and what strategic asset management (SAM) is

• Agency ownership of the data in SAMIS.

• Used by a growing number of agencies including CAA, DCS, DECS, DEH, DFC, DFEEST, DH, DPC, DTEI, ODEPT, PIRSA & SAPOL.

MORE THAN AN ASSET REGISTER

SAMIS was built around the Government’s 8 step SAM framework

1. Establish service delivery context

2. Establish asset performance benchmarks

3. Assess actual performance

4. Define the gap between benchmarks and actual

5. Develop intervention packages and options

6. Evaluate the options and select a preferred option

7. Allow for approval and funding processes

8. Define the agreed asset management strategy

These steps aim to inform business cases for strategies and projects

UNDERPINNED BY SUPPORT TEAM

• Guidance on practical application of SAMIS (tailored to agency need)

• Assistance in cross-agency ‘networking’

• Assistance in setting up and structuring data

• Assistance in performing complex ad hoc analysis

• Assistance in migrating data from other databases (once-off or regularly)

• Assistance in capturing & maintaining data

• Training

• Online help

• Helpline

IMPLEMENTATION NEEDS PLANNING

• Three phase implementation plan starting with a set of pilot sites

• Establishment of baseline data

• Performance assessment and analysis

• Asset management strategy development

• Planning should recognise

• Organisational roles & responsibilities

• Asset management processes

• Data management models

• Training needs

SAMIS IS FOUR INTEGRATED SYSTEMS PLANNED IMPROVEMENTS TO GIS

• SAMIS currently gets its GIS component live from the Department for Planning and Local Government (DPLG) under a funded Service Level Agreement valid until October 2010.

• DPLG has advised that its not able to keep providing GIS to SAMIS.

• Fortunately a project is already underway at a DTEI corporate level that aims to build a common version of GIS across all of DTEI. (There are currently many variants used in the road, rail and ports arenas).

• A related project is underway to look at ‘unplugging’ the DPLG GIS used in SAMIS and ‘plugging in’ the DTEI Corporate GIS in its place (when it’s developed) without increased cost to SAMIS.

• SAMIS user agencies will be involved in decision-making.

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SAMIS

SAMIS SUMMING UP

• SAMIS was designed to

– provide a mechanism for consistent and improved strategic asset management across government

– provide access to spatially oriented asset information for agencies that don’t want to go the expense and effort of developing a system or suite of systems for themselves

– provide central agencies with access to across-government summaries on the government’s stock of buildings and land

– work in unison with various in-agency systems used for managing and tracking day-to-day property maintenance and lease transactions e.g. FAMIS, MACS, OAMIS, GERMS & PALMS (in DTEI)