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HomeMy WebLinkAboutFIN 120-001 Asset Management Data Governance ProcedureProcedure Procedure Title: Asset Management Data Governance Procedure Procedure Number FIN 120-001 Reference: Asset Management Data Governance Policy FIN 120 Date Originated (m/d/y) April 29, 2025 Date Revised (m/d/y) July 3, 2025 Pages 10 Approval: Chief Administrative Officer Point of Contact Senior Financial Analyst – Asset Management Coordinator, Finance Procedure Objective To establish and implement an Asset Management Data Governance Procedure for the City of Pickering, aimed at delivering consistent, efficient, and effective management solutions for each Department. This procedure is designed to ensure the timely reporting as well as the integrity and accuracy of asset data. It addresses inventory, lifecycle, financial impacts, levels of service, and risk management through a formal Corporate Data Audit Process. Additionally, it emphasizes proper asset stewardship, ensuring responsible management and oversight of assets for maintenance and usefulness throughout their lifecycle. This approach will enable the City to optimize asset utilization, enhance decision-making processes, and ensure compliance with regulatory standards, thereby achieving sustainable asset management and operational excellence. Index 01 Identification of the Processes Required to Support the Asset Management Data Governance Policy 02 Corporate Data Audit Process 03 Departmental Data Management Procedures Overview 04 Departmental Distinctions for City Infrastructure 05 Departmental Distinctions for Community Services 06 Departmental Distinctions for Engineering Services Procedure Title: Asset Management Data Governance Procedure Page 2 of 10 Procedure Number: FIN 120-001 01 Identification of the Processes Required to Support the Asset Management Data Governance Policy The City of Pickering has developed tailored data management processes for asset management, addressing the unique needs of each department. These processes encompass asset acquisition, operations, maintenance, and disposal, ensuring efficient and effective asset management. Key considerations include: • Process Description/Purpose: Summarizes each process's role in asset management planning, specifying when it is required. • Data/Information Required: Details the types of data needed, as defined in data templates. • Collection Processes: Detailed processes for data collection/generation methods, quality assurance, and timing. • Roles and Responsibilities: Defines roles in procedure implementation, covering data collection, uploading, quality control, and strategic oversight. • Data Transmission and Interdepartmental Coordination: Describes data transmission methods and the level of coordination needed between Departments. • Process Review and Assurance Requirements: Establishes audit and assurance protocols for regular process evaluation and necessary updates. The processes include: • Corporate Data Audit Process • Asset Acquisition Data Collection Process • Condition Assessment Data Collection Process • Asset Disposal Data Collection Process 02 Corporate Data Audit Process To ensure data is accurate, complete, and recent, the City of Pickering shall implement a rigorous Corporate Data Audit Process1. The process includes the following stages: 02.01 Preparation for the Audit (1 month): The Asset Management Coordinator2 initiates the audit process by delineating the scope and scheduling the audit. During this stage, they conduct a preliminary review of the data currently stored in the Asset Management Information System and use an audit template to guide the process. 02.02 Execution of the Audit (1-2 months): Following the preparation phase, the Asset Management Coordinator carries out a comprehensive audit of the data in the Asset Management Information System. They carefully inspect the data for completeness, age, and quality, ensuring all necessary attributes are adequately represented and accurate. 1 Synchronized with the updates to the City’s Asset Management Plan. 2 As defined in the Asset Management Steering Committee structure. Procedure Title: Asset Management Data Governance Procedure Page 3 of 10 Procedure Number: FIN 120-001 02.03 Data Request to Fill Identified Gaps (1 month): If the audit identifies gaps in the data, the Asset Management Coordinator sends a request to the respective departments or data providers. They detail the gaps, outline the appropriate format, and specify the submission timeline. The request should include a spreadsheet highlighting the gaps. 02.04 Processing and Verification of Received Data (1 month): Upon receipt of the requested data, the Asset Management Coordinator processes and verifies it for completeness. Staff members from respective departments take part in this process, checking the data and rectifying any discrepancies. 02.05 Resolution for Data Gaps and Submission of Final Spreadsheet (1-2 months): The staff members are responsible for resolving the identified data gaps and submitting a final spreadsheet to the Asset Management Coordinator. This collaborative process involves discussion and decision-making on how to handle remaining data gaps that cannot be readily filled, potentially including the use of estimates based on existing data or other suitable methodologies. 02.06 Integration of New Data into Asset Management Information System (1 month): With the verified data at hand, the Asset Management Coordinator integrates this data into the Asset Management Information System. This step ensures the most recent, complete, and accurate data is available to all Departments, promoting informed decision-making. 03 Departmental Data Management Procedures Overview 03.01 Asset Acquisition Data Collection Process3 The City of Pickering is planning to adopt an effective Asset Acquisition Data Collection Process to manage and document new acquisitions. This process, occurring on a 30-day cycle, includes the following steps: 03.01.01 Development and Verification of the Acquisition Data Collection Template: The Asset Management Coordinator has created a Tangible Capital Assets (TCA) template. This tool standardizes the collection of data for new asset acquisitions, ensuring consistency and accuracy. 03.01.02 Data Collection on New Acquisitions: Every 30 days, the Asset Management Coordinator will send an updated version of the template to necessary departments for review of current year capital spending to determine where TCA forms have not yet been submitted, or where costs need to be expensed. The Department follows up by completing and sending in the necessary TCA forms for new acquisitions or 3 The same process can be used for asset betterment data collection. A betterment is when a rehabilitation activity that adds useful life to the asset is applied. Procedure Title: Asset Management Data Governance Procedure Page 4 of 10 Procedure Number: FIN 120-001 completing the template for costs deemed to be expense. The cost of new acquisitions is based on the final invoice(s) received. 03.01.03 Verification and Validation of Acquisition Data by Asset Management Coordinator: The TCA forms and template are rigorously reviewed by the Asset Management Coordinator, ensuring the accuracy and completeness of the data. Any issues with the reported data are discussed and resolved with the concerned parties. 03.01.04 Data Transfer to Asset Management Coordinator: After the acquisition data has been verified and validated, the data is officially transferred to the Asset Management Coordinator, centralizing the data management process. 03.01.05 Upload of Acquisition Data to Asset Management Information System: The Asset Management Coordinator uploads the approved acquisition data to the Asset Management Information System, making it accessible to all relevant Departments for efficient decision-making and asset management purposes. 03.02 Condition Assessment Data Collection Process The City of Pickering is planning to implement a thorough Condition Assessment Data Collection Process to manage the various asset classes under its care. This process shall be used for specific categories of assets or pieces of assets that exceed a certain threshold4 in value. 03.02.01 Process Initiation: Following the completion of a condition assessment study, departmental staff are responsible for ensuring timely execution and completion of the process, ideally aligning with updates to the City’s Asset Management Plan. 03.02.02 Data Collection Template Development: A standardized template or methodology developed to facilitate the transfer of condition scores from various tools, databases, and studies to the Asset Management Information System. 03.02.03 Data Collection by Departmental Staff: One or more designated departmental staff responsible for the collection and synchronization of condition assessment data. They extract condition scores from completed staff assessments, capturing this information in the established templates. 03.02.04 Data Transfer and Verification: Upon completion of data collection and synchronization, the data is reviewed and approved for upload to 4 Thresholds to be defined by individual department . Procedure Title: Asset Management Data Governance Procedure Page 5 of 10 Procedure Number: FIN 120-001 the Asset Management Information System by the Asset Management Coordinator. 03.02.05 Issue Resolution: If the data is not accepted during the verification stage, the Asset Management Coordinator and departmental staff member discuss and resolve any outstanding concerns. 03.02.06 Final Upload: After the data has been verified and approved, the condition scores are uploaded to the Asset Management Information System. This ensures that the updated and accurate data is accessible for decision-making and future asset management planning. 03.03 Asset Disposal Data Collection Process The City of Pickering is planning to adopt an effective Asset Disposal Data Collection Process to manage and document asset disposals. The process, occurring on a 30-day cycle, includes the following stages: 03.03.01 Development and Verification of the TCA Forms: The Asset Management Coordinator has created a tangible capital assets (TCA) form. This form standardizes the collection of data for asset disposals, standardizing the data collection process for asset disposals. 03.03.02 Data Collection on Asset Disposals: TCA forms are completed when an asset is flagged as ready for disposal. The TCA forms are forwarded to the Asset Management Coordinator to start the disposal process. 03.03.03 Verification and Validation of Disposal Data by Asset Management Coordinator: The Asset Management Coordinator reviews the submitted TCA forms, ensuring the accuracy and completeness of the disposal data. Any issues identified during this verification stage are resolved on a case-by-case basis between the relevant parties. 03.03.04 Data Transfer to Asset Management Coordinator: Following verification and validation, the disposal data is officially transferred to the Asset Management Coordinator to commence the disposal process (approval by Treasurer, straight disposal, GovDeals auctions, processing of auction proceeds, etc.). 03.03.05 Integration of Disposal Data into Asset Management Information System: At the completion of the disposal process, The Asset Management Coordinator integrates the approved disposal data into the Asset Management Information System, ensuring that the most recent and accurate data is accessible to all pertinent Departments. Procedure Title: Asset Management Data Governance Procedure Page 6 of 10 Procedure Number: FIN 120-001 04 Departmental Distinctions for City Infrastructure 04.01 Asset Acquisition Data Collection Process The City Infrastructure Department of the City of Pickering distinguishes itself in the Asset Acquisition Data Collection Process as follows: 04.01.01 Incorporating GIS: Utilizing Geographic Information System (GIS) for spatial inventory of new capital infrastructure. 04.01.02 Capital Asset Acquisition: Identifying new capital infrastructure based on completion status (90% or more) and payment completion. 04.01.03 Specialized Costing Methods: Employing construction Payment Certificates and City Infrastructure cost estimates, supported by as-built drawings for detailed cost breakdown. 04.02 Condition Assessment Data Collection Process The City Infrastructure Department of the City of Pickering distinguishes itself in the Condition Assessment Data Collection Process as follows: 04.02.01 Responsibility and Oversight: • General Process: Managed by departmental staff with the Asset Management Coordinator overseeing verification and upload. • City Infrastructure Process: Led by the Senior Coordinator, Asset Management who is central to the process from data collection to review. 04.02.02 Asset Complexity: • General Process: Covers various asset classes without specific complexity details. • City Infrastructure Process: Differentiates between simple assets assessed internally and complex assets requiring third-party assessments. 04.02.03 Specificity of Assessment Studies: • General Process: General approach to condition assessment. • City Infrastructure Process: Utilizes specific studies like road needs studies and structural appraisals. 04.02.04 Data Collection and Synchronization: Procedure Title: Asset Management Data Governance Procedure Page 7 of 10 Procedure Number: FIN 120-001 • General Process: Handled by departmental staff. • City Infrastructure Process: Specifically managed by the Senior Coordinator, Asset Management. 04.02.05 Verification and Issue Resolution: • General Process: Asset Management Coordinator is key in resolving issues. • City Infrastructure Process: Involves collaboration between the Senior Coordinator, Asset Management and the Asset Management Coordinator for issue resolution. 04.02.06 Alignment with Asset Management Plan: • Both processes align with the Asset Management Plan, but the City Infrastructure Department emphasizes the Senior Coordinator Asset Management's role in this alignment. 04.03 Asset Disposal Data Collection Process The City Infrastructure Department of the City of Pickering distinguishes itself in the Asset Disposal Data Collection Process as follows: 04.03.01 Data Collection Tool: • General Process: Utilizes TCA forms created by the Asset Management Coordinator. • City Infrastructure Process: Employs a standardized data collection template designed by the Asset Management Coordinator, emphasizing consistency and accuracy. 05 Departmental Distinctions for Community Services 05.01 Asset Acquisition Data Collection Process The Community Services Department of the City of Pickering distinguishes itself in the Asset Acquisition Data Collection Process as follows: 05.01.01 Data Collection Frequency: The Community Services Department aims to collect data every 60-90 days or as resources allow, compared to the City's general 30-day cycle. This longer interval may reflect the nature and scale of operations projects. Procedure Title: Asset Management Data Governance Procedure Page 8 of 10 Procedure Number: FIN 120-001 05.02 Condition Assessment Data Collection Process The Community Services Department of the City of Pickering distinguishes itself in the Condition Assessment Data Collection Process for Facilities assets as follows: 05.02.01 Process Initiation: • Led by the Asset Management Coordinator, this process starts prior to updating the City’s Asset Management Plan, with sufficient lead time for completion. 05.02.02 Data Collection Methodology: • A standardized methodology is developed and maintained to streamline the collection of condition scores and capital projections by departmental staff and the Asset Management Coordinator. 05.02.03 Data Collection by Community Services Staff: • Designated staff members are responsible for collecting and synchronizing condition assessment and capital projections data. This includes updating and extracting condition scores in a compatible format for different data platforms. 05.03 Asset Disposal Data Collection Process The Community Services Department of the City of Pickering distinguishes itself in the Asset Disposal Data Collection Process as follows: 05.03.01 Data Collection Frequency: The Community Services Department aims to collect data every 60-90 days or as resources allow, compared to the City's general 30-day cycle. This longer interval may reflect the nature and scale of operations projects. 06 Departmental Distinctions for Engineering Services 06.01 Asset Acquisition Data Collection Process The Engineering Services Department of the City of Pickering distinguishes itself in the Asset Acquisition Data Collection Process as follows: 06.01.01 Incorporating GIS: Utilizing Geographic Information System (GIS) for spatial inventory of new capital infrastructure and contributed assets. 06.01.02 Targeted Focus: Procedure Title: Asset Management Data Governance Procedure Page 9 of 10 Procedure Number: FIN 120-001 • Capital Asset Acquisition: Identifying new capital infrastructure based on completion status (90% or more) and payment completion. • Contributed Assets: Focusing on assets contributed post-final acceptance letter, mainly through development activity. 06.01.03 Specialized Costing Methods: Employing construction Payment Certificates and Engineering cost estimates, supported by as -built drawings for detailed cost breakdown. 06.02 Condition Assessment Data Collection Process The Engineering Services Department of the City of Pickering distinguishes itself in the Condition Assessment Data Collection Process for Parks assets as follows: 06.02.01 Process Initiation: • Led by the Coordinator, Parks Capital Assets, this process starts prior to updating the City’s Asset Management Plan, with sufficient lead time for completion. 06.02.02 Data Collection Methodology: • A standardized methodology is developed and maintained to streamline the collection of condition scores and capital projections by departmental staff and the Asset Management Coordinator. 06.02.03 Data Collection by Engineering Staff: • Designated staff members are responsible for collecting and synchronizing condition assessment and capital projections data. This includes updating and extracting condition scores in a compatible format for different data platforms. 06.03 Asset Disposal Data Collection Process The Engineering Services Department of the City of Pickering distinguishes itself in the Asset Disposal Data Collection Process as follows: 06.03.01 Data Collection Tool: • General Process: Utilizes TCA forms created by the Asset Management Coordinator. Procedure Title: Asset Management Data Governance Procedure Page 10 of 10 Procedure Number: FIN 120-001 • Engineering Services Process: Employs a standardized data collection template designed by the Asset Management Coordinator, emphasizing consistency and accuracy.