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AGFMA Newsletter

February 2017 – issue 006

Welcome

Having now published six (6) AGFMA Newsletters since January last year,

and with the content determined primarily from within the AGFMA team, we

would now like to know if what you’ve been getting is what you want. A lot of

time and effort goes into producing the Newsletter and we want that energy

directed into the areas of most interest and use to you. The mailing list we

distribute to is very broad - from those who raise breakdown jobs via FAMIS

or over the Hotline to others who are using data from SAMIS in drafting up

Asset Management Plans. We are also interested to know if the format could

be improved. To influence the content and format of the AGFMA Newsletter,

please participate in a short survey via this link - Newsletter Survey.

As a modern public service agency, we are investing in being more

innovative, responsive, collaborative, and community and industry

focused. As part of this direction and our focus on continuous improvement, DPTI is conducting a review of the

Across Government Facilities Management Arrangements (AGFMA) and delivery of facility management services,

through the engagement of FM consultants RixStewart. This review will focus on assessing current practices,

driving value for money outcomes, and engaging with agencies to ensure ongoing delivery of services reflects the

agency needs and operational requirements. Part of the review will include discussions and engagement with

representatives of the Facilities Management Governance Group and broader stakeholder representation. Regular

communications will be sent throughout the review process to keep you updated.

In our last edition we mentioned that the updated Strategic Asset Management Framework (SAMF) – A Guide to

Managing South Australian Government Buildings was close to finalisation. I am pleased to announce that it is

now available for viewing on the AGFMA website via this hyperlink. We are currently developing an interactive

launch of the SAMF for agencies to be involved in, and invitations to this event will be sent out soon. As part of

this launch we are also developing a short Asset Management Maturity Self-Assessment Questionnaire, based on

ISO55001, which may assist some in understanding where your agency is along the Asset Management Maturity

scale (discussed in the SAMF) and in identifying or reinforcing some priority areas for continuous improvement.

Many of us have been, or are eagerly awaiting to be, connected to the National Broadband Network (NBN) in our

homes. Whilst domestically this transformation of the fixed line telecommunications infrastructure means we can

watch cat videos faster, in the workplace the transition presents risks to monitored fire alarms and lift

communications devices. To manage these risks, a Good Practice Guide has recently been published for the

migration of monitored fire alarms and lift phone services.

Inside this issue

Service Delivery Plans 3

Quality Assurance 4

News from Facilities Services 5

News from Spotless 6

AGFMA Systems 7

Strategic Asset Management 9

Preventative Maintenance 10

AGFMA Team News 11

Useful Information and Links 12

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This Good Practice Guide sets out the roles and responsibilities of each party involved in the migration process,

the actions required to identify and successfully migrate services, and associated migration solutions to support

these processes. The Guide is intended to be a handbook for use by the fire protection and lift industries, building

owners, building managers, bodies corporate, application service providers (ASPs), telecommunications retail

service providers (RSPs), equipment providers, regulators and government agencies, to assist them in carrying

out their roles and responsibilities in the process. Please click here for the Good Practice Guide.

Peter Keys – Manager AGFMA

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Service Delivery Plans

The Evolution of Service Delivery Plans Distribution – SecureFile is here

In 1982, Japan released the first domestic Compact Disc (CD) player. This simple act totally changed the way the

world would handle and distribute music and data storage moving forward. By the 1990’s the CD was as ubiquitous

as newspaper stands and telephone booths. By 2007 over 200 billion CDs had been sold but, as with most things,

they fade away and all things come to an end. The AGFMA will no longer be providing your Annual Service Delivery

Plans on CD. It’s adios to an old friend and hello to SecureFile – your plans will be sent electronically to you for

your convenience and easy download.

SecureFile is part of AGFMA’s continual improvements and streamlining of processes to the arrangements with

Service Delivery Plans now to be sent directly to your in-box via SecureFile. SecureFile is the SA Government’s

Dropbox-styled application. It enables SA Government agencies to securely transfer and share files with any

recipient both inside and outside of government through a web interface. SecureFile addresses compliance by

providing an encrypted path while the data is in transit and offers the ability to distribute files that are greater than

the current South Australian Government Electronic Messaging System limit of 10 MB. Client Agencies will be

provided a link which will allow the downloading of the Service plans and documentation, and these links remain

active for a 14 day period.

The AGFMA section will send the client agency representatives an email with a link to their Service Delivery Plans

in SecureFile for viewing and downloading. Please click here for the SecureFile procedure and flowchart.

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Quality Assurance

Audit Program Review

The Working Group established by the Facilities Management

Governance Group (FMGG) has made significant progress with the

review of the AGFMA Audit Program.

The Working Group has identified and prioritised a number of

additional audit areas which are now being further investigated by

internal Audit and AGFMA staff to develop individual audit strategies

and identify likely costs.

This work will then enable the FMGG to progress the expansion of

the Audit Program.

It is anticipated that the Working Group will make recommendations

to FMGG in April of 2017, proposing additional audits for the 2017/18

financial year.

CSR cost details

All unplanned jobs for Breakdown, Minor Works, and Replacement Refurbishment (including quoted jobs) require

a Customer Service Report (CSR) to be completed and authorised by the client. All chargeable items must be

recorded on the CSR, whether or not exact cost are known at the time the work is undertaken.

Until recently, estimated material and equipment costs had to be included on the CSR. Commencing in January

of 2017, these cost no longer need to be recorded by Tradespersons on the CSR. It is preferable that costs are

recorded on the CSR, however in many instances the Tradesperson attending the job is unaware of actual costs.

Tradespersons must continue to list all material items (and quantities) and equipment used on the job. Descriptions

must contain sufficient detail to enable the claim to be validated by the FM when the subcontractor submits the

claim for payment.

The FM will validate the claim by ensuring that material and equipment items claimed by the subcontractor match

those detailed on the CSR. To assist in this process, Clients should ensure that the CSR contains sufficient details

of materials and equipment used.

When clients sign a CSR they are acknowledging that the job has been attended to. Signing the CSR does not

mean that the client accepts that the cost and quality of the work is correct. A rework can always be raised if the

client is not satisfied that the job has been correctly completed. The cost of the job is approved as part of the

FAMIS job approval process.

Who ya gonna call?

Not sure which trade you need to complete the required work? View our list of Trade Types utilised by the AGFMA.

A wide range of information regarding the AGFMA’s Quality Assurance measures can be accessed via the

AGFMA web site.

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Facilities Services Port Pirie TAFE Library

The Port Pirie Facilities Services office worked with the Department of State Development (DSD) and Technical

and Further Education (TAFE) to deliver a refurbished administration space in the Port Pirie TAFE site. Lead

Architects Wiltshire and Swain and sub-consultants from SECON worked with DSD and TAFE staff through

Facilities. The refurbishment works included a new front reception, library, meeting room, staff and student

lounges, as well as a new office space for support staff. The project involved some 900m² of refurbished space

and was completed on time and within budget estimates. It features a converted plant room into a new office space

and a converted strong room/archive room into an open library/reception area.

TAFE staff relocated in to the new space in mid-January 2017. Special thanks to the team members involved from local and corporate TAFE and DSD.

‘Representatives from TAFE are appreciative of the straightforward project delivery and are more than happy with the final outcome.’

Area A – Old Passage Way

Area A - New Passage Way

Area A – Old Library

Area A – New Library Reception

Area B – Old Plant Room

Area B – New Converted Plant Room

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Spotless

Jottings from Wayne Rudland, Spotless: FMS Contract Manager (Central and Northern Metropolitan

Regions)

By way of introduction I was appointed Contract Manager for Spotless’ Facilities Management Services contract

on the 1st December last year replacing Steve Watts upon him vacating the role. My thanks to Peter Keys and his

team for encouraging this contribution which I hope the reader finds interesting

As background, my last few years have been spent delivering risk management advice and solutions to Defence

and corporate clients although I have never been far from roles where asset and facility management has been

my primary focus. As an engineer I naturally fell into equipment maintenance and asset reliability and in one form

or another have made this my life’s work. Notable, was my role managing Telstra’s critical infrastructure and

facilities services portfolio nationwide although other asset intensive roles in power and industrial manufacturing

among others, have offered a very valuable grounding for this role.

Turning to the FMS Contract we have set our objectives for 2017 which call for focus in four areas: Strategic Asset

Management, Reporting, Safety, and Sub-contractor management. These are in no particular order and I am

pleased to say we have hit the ground running. Good early progress in all areas has been made possible due the

solid starting point we have had off the back of some great work over the past 18 months of the contract.

In this issue I will give you an update of the status on the first focus area mentioned; asset management, with

subsequent newsletters covering the other topics. Pleasingly I can report a sizeable step forward here with the

recent release of the updated asset condition reports. Although we have some way to go these latest reports are

not surprisingly a vastly improved version showing the benefit of better asset performance data, which will now

steadily improve with time, as well good asset identification (the universal bar coding program undertaken in the

past 12 months). Combined these elements have lifted the quality of condition reports leading to an improvement

in the inherent integrity of the fundamental asset management elements. But this is not the end game; far from it.

The value of the condition reports and the next stage of evolution depends a whole lot on how the agencies wish

to use this information. Some will make use of the reports as they are; albeit welcoming of continued improvement

with richer data. Some agencies will find the condition reports too granular for their purposes although again

valuing the information therein. Cognisant of the variability among agencies an iterative rollout plan is proposed

with six monthly milestones, with the next milestone - life-cycle reports - due in July 2017.

The first phase of this Plan calls for John Stretton the contract's Strategic Asset Manager to discuss these latest

condition reports with the respective agency representatives to agree how the condition reports can be tuned for

that agency to maximise their value. Underpinning this activity, running in parallel, is an emphasis to improved

data accuracy. This improvement will come as we increasingly use individual asset failure metrics. To date,

condition reports have been built partly off generic asset performance data. Reports from now onwards will be built

using more actual data collected from breakdown and planned maintenance data sheets. Clearly this far more

detailed data will lead to improved condition report accuracy and consequently, far richer pictures upon which to

base life-cycle and strategic planning decisions.

So we are at a very exciting point in the Contract. Over the next few months tangible strategic asset management

progress is expected and I welcome a close dialogue with the respective agency representatives to optimise the

potential now becoming possible. I look forward to updating you on progress on this topic (and other issues)

through future newsletters and welcome any ideas of how we can improve the value this program is delivering.

Until next time,

Wayne Rudland

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AGFMA Systems

New Client

We welcome a new client into the AGFMA umbrella, the Outback Communities Authority (OCA) in partnership with

the DPTI Property Division. The OCA helps provide a hybrid local government and community self-managed

service for Outback South Australia, and on the 1st of January took over municipal responsibility for the town of

Leigh Creek. A team of representatives from the OCA, DPTI Property Division, AGFMA Unit, Facilities Services

and a SAMIS contractor (Architects Ink) have worked to create the town in the system, gathering comprehensive

Maintenance and Asset Management data to assist in the maintenance and future planning of the town. Training

of key personnel will be undertaken over the coming weeks. For more information on the OCA please refer to

www.oca.sa.gov.au

FAMIS

FAMIS release 37 was deployed to production on the 12th of January, this release address a number of issues

such as:

- Improving the ability to reset your own FAMIS password

- Issues with accessing information on closed assets

- Changing contact details for the FAMIS Service Desk

- Including the Asset Name in the Search results

- Updating fixed price details in the Job History Screen

We are currently planning FAMIS release 38 which will include a number of additional features such as:

- Displaying the Designated Location Status in the search results

- Improvements to the small construction process

- Alerts when raising Minor Works jobs over $150,000

- Other minor bug fixes and improvements

If you have any improvements that you would like to see to FAMIS, please contact the AGFMA Service Desk at

DPTI.businesssystemsservicedesk@sa.gov.au.

FAMIS User Audit

We are currently undertaking the FAMIS User Audit as part of regular Auditors Generals requirements. Lists of

users have been sent to your nominated agency contacts who are reviewing the data. If you no longer require

FAMIS access or need it changed please contact the AGFMA Service Desk on 8343 2850.

FAMIS FACT! Did you know that in August of 2016 The FAMIS system reached a landmark 2 million jobs worth

over 2 billion dollars since its launch in 1998?

SAMIS

SAMIS Build 13.18 is undergoing its final stages of testing before being released in late February. This build will

include a number of improvements such as the ability to view historic information on attributes, easier access to

the equipment register and streamlining of regular updates. If you would like to propose any future changes to the

system please contact the AGFMA Service Desk at DPTI.businesssystemsservicedesk@sa.gov.au.

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We have been working closely with a number of agencies such as SA Health, DEWNR and the Facilities

Management Contractors’ to support them in using SAMIS by assisting in the gathering and uploading data into

the system.

SAMIS Audits

The SAMIS Q2 Audits have been completed and will be scored and sent to the agencies and the Facilities

Management Contractors in the next fortnight, with Q3 audits currently underway – we have a busy schedule

planned.

Systems Training

FAMIS and SAMIS have some comprehensive online training materials, which are available here. If you would

like some additional training or information please contact the AGFMA Service Desk at

DPTI.businesssystemsservicedesk@sa.gov.au.

http://lexicon.samis.sa.gov.au/

https://www.dpti.sa.gov.au/facilities_management/famis/famis_training

AGFMA Hotline

The weather has resulted in a busier than normal period for the hotline over the last couple of months. On the

28th of December the hotline received double the average number of calls for the entire XMAS/New year period

in a single day! Recently services were also impacted due to nationwide network outages. We thank users for

their patience during some of the residual delays that occurred. BCP and Afterhours processes are currently

being reviewed to ensure future application of lessons learned.

AGFMA hotline personnel have implemented a call-back feature allowing users to hold their place in the queue.

By pressing the * key, your place will be reserved and the next available operator will return your call.

Please also remember that you can now email the AGFMA hotline for lower priority jobs. All the details are here

on the hotline request form

https://www.dpti.sa.gov.au/__data/assets/pdf_file/0005/284594/Hotline_Request_Form_V_1_15.pdf. Please note

that the AGFMA Hotline will be decommissioning the fax line in the coming months

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Strategic Asset Management - Document Update The AGFMA section provides agencies with frameworks and general guidance in the area of strategic asset

management. The application or adaptation of these publically available materials is intended to bring the asset

management procedures of these agencies further into line with standards set out under the International

Standards Organization (ISO) 55000 suite of documents. These ISO documents establish an internationally

consistent language and understanding of asset management as a whole.

Covering topics ranging from ecologically sustainable development to building asset management policy, these

documents are invaluable to agencies looking to improve their asset management systems.

Recently, work has been undertaken by the AGFMA unit to update these documents as well as various others

available on the AGFMA Web site. Following a final confirmation of the content and presentation by project

supervisors you can look forward to these modernized documents appearing in place of the originals periodically

over the coming weeks. The updated documents can be viewed at the web address below.

http://www.dpti.sa.gov.au/facilities_management/strategic_asset_management_sam/sam/

The finalised Strategic Asset Management Framework (SAMF) – A Guide to Managing South Australian

Government Buildings can also be viewed here.

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Preventative Maintenance & Technical Data

Sheets

Technical Data Sheet Library Update

Substantial work continues to be undertaken on the Technical Data Sheets (TDS) Library. The new Gymnasium Equipment suite, mentioned in the December newsletter, has been completed. There are 22 TDS’s covering strength and cable equipment, as well as electronic machines. TDS have also been created for: Oil/Water Separators; Spill Kits; Fresh Water Testing Requirements; Water Troughs; and Irrigation Systems.

TDS that have been enhanced include: Boilers; Generators (hospitals only); Façade Maintenance Access Systems; Security Systems; Drinking Water Units; Vertical Platform Lifts; Flagpoles; Playground Equipment; Sewer Drains; and Vehicle Barriers.

A review of the Hospitality suite has commenced. Generally this servicing crosses over with the inspection, testing and tagging package of preventative maintenance (PR) work. Risk levels range from high in facilities such as health and commercial hospitality to low in facilities such as staff accommodation and office recreational areas.

Preventative Maintenance Reviews

An independent consultant will be engaged to undertake a review of a package of TDS to ensure they: reflect current best/appropriate practice; comply with legislative requirements and recommended standards; and include any ancillary requirements (e.g. registrations). It is proposed that 100 high risk TDS will be assessed – those that are regulated, complex and usually have a high WHS driver.

The facility managers are preparing PR Plans for the recently completed Drill Core Reference Library and Leigh Creek Township. The former necessitates a number of new TDS’s, including: Rock Processing Exhaust Systems; Underfloor Drive-by Wire Systems for Forklifts; Submersible Pumps; and Automatic Sliding Gates. Required PR for Leigh Creek includes the Airport Flight Services Building which is also likely to need specific TDS!

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AGFMA Team News

Each issue we will endeavour to provide you an insight into your AGFMA members. This issue includes a bio of

Wayne Rudland, State Manager, Spotless & Bob Tait, Trades Coordinator, Flinders Medical Centre.

Wayne has lived and worked in the United Kingdom and Sweden, has had

business exposure to European, US and South East Asian markets. He holds

tertiary qualifications in engineering, project management and operations

research and is a practicing Fellow of Engineers Australia, with exposure to a wide

range of market sectors including; Telecommunications, Infrastructure, Defence,

Aerospace, Power, Mining Technical Services, Energy Management, Resources,

Internet Services, and Manufacturing.

With over 15 years in senior technical management positions and more than 20

years operational – both public and private company – experience, across many

industry sectors, Wayne can claim exposure to the rich range of challenges

involved in the management of change especially related to asset and facility

intensive roles. Recent positions include: General Manager Silcar – Power and

Industry, Alliance Manager - Transfield/Silcar JV with Telstra and, Executive CBD

Energy.

With an adult family Wayne has dusted off his golf clubs in a vain attempt to

remember the days when he could hit a ball straight and is available at any time –

as a rugby tragic - to discuss the Wallabies. Oh yes, as a life-long Geelong

supporter he can talk AFL as well….

I've been working in the hospital system since 1983. I am with the DPTI AGFMA unit

as the Trades Coordinator located at Flinders Medical Centre (FMC), which involves

working closely with Spotless and SA Health providing maintenance services. I

manage 17 Made Available Trades (MATs) people.

Currently FMC is undergoing a massive building program under Transforming Health

that will substantially increase the size of FMC. When the work is complete, FMC will

be bigger and better and a great outcome for the residents of southern Adelaide.

Work Health and Safety is a passion of mine and I am the chair of the MAT Health

and Safety Representatives group. This group meets regularly to review hazards,

injuries or incidents that have occurred on the sites and look at and discuss

improvements relating to work, health and safety for the team.

I am married with four children. For years, my outside interests have revolved around

their sporting activities. When time allows, I love all water activities, including open

ocean swimming and surfing. My long time passion is restoring all sorts of mechanical

items which is responsible for many very late nights. I've yet to achieve my dream to

drive around Australia in an old campervan.

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Useful links

Across Government Facilities Management website: Please be advised that our website is getting a makeover and content is being progressively reviewed to maintain currency. Go to http://dpti.sa.gov.au/facilities_management or select Asset Management from the DPTI website.

Current FM Arrangements brochure: this publication provides an overview of the FM Services Arrangements,

services provided, benefits of participation and roles and responsibilities of the parties within a contract based on

collaboration:

http://www.dpti.sa.gov.au/__data/assets/pdf_file/0003/164415/AGFMA_Brochure_2015-24_Revised_2017.pdf

Agency work procedure manual: this document provides a guide to the work procedures to be followed by

employees of South Australian agencies participating in the Across Government Facilities Management Services

Arrangements to request, monitor, accept and approve for payment facilities management services provided under

the FM Services Arrangements:

http://www.infrastructure.sa.gov.au/__data/assets/pdf_file/0007/174364/agency_work_procedure_manual.PDF

SAMIS: your one stop shop for all things SAMIS:

http://www.dpti.sa.gov.au/BuildingManagement/systems_and_reports/samis

FAMIS: FAMIS holds information on the facilities management activity within agencies using the Across

Government Facilities Management Arrangements. This information is available to FAMIS users within each

agency via a password authenticated login:

https://famis.sa.gov.au/famis/login/login.jsp

DPTI Friday Notes:

Every Friday the DPTI Chief Executive Officer, Michael Deegan, sends out a synopsis of what has occurred across

the department the preceding week. The Friday Note can be accessed here:

DPTI Chief Executive Friday Note

New Contact Numbers

Peter Keys: ............... 08 8402 1714

Andrew Porter: .......... 08 8402 1736

Annie Skein: ............. 08 8402 1723

Cheryl Lees: ............. 08 8343 2139

Craig Baker: ............. 08 8343 2356

David Herbert: .......... 08 8402 1717

Dean Jeffery: ............ 08 8402 1700

Francois Koch: ......... 08 8402 1766

Gary Ihms: ............... 08 8402 1703

Jonathon Dreyer: ..... 08 8402 1281

Mark Peterson: ........ 08 8402 1756

Michael Alliston: ....... 08 8402 1765

Nicky Will: ................ 08 8402 1725

Wendy Mulvihill: ....... 08 8402 1716

James McPherson: ... 08 8402 1772

Alexander Minuzzo: .. 08 8402 1288

Phillip Dichiera: ......... 08 8402 1782

BS Service Help Desk:

................................. 08 8343 2850