Rims Conf 2013 - Business Process Improvement

Business Process
Improvement


RIMS 2013 Forum



Adam Bevins

Strategic Asset Manager

Knowledge as an asset

2



Wisdom

Knowledge

Information

Data

Intelligent
Systems

People


•
Systematically managing knowledge as an
asset

Business Process Improvement

3

Deming Cycle

Business Processes

Project Management Processes (PMO)
–

Level 1

Core Processes
–

Level 2

Enterprise Data Model

Asset
Management
Systems

Asset Register

Work flow

Field Devices

Support Systems

Needs

Analysis

Spatial
Analysis

Finance
Management

Resource
Planning

HRIMS

Health &
Safety


Presentation Layer

Dissemination
Layer

Why have business process
improvement?

Condition
Assessment

Traditional
area of
focus

Foundation

•
Standardising terminology


•
Business Goal

–
Behaviour:
‘
One Downer Way
’

across contracts

–
Customised to the way we do business


•
Features

–
Standardising commercial
f
ramework

–
Provision of process mapping

–
Consistent system
s
etups

–
Consistent data and reporting

–
Training, documentation held centrally


Business Processes

Business Processes
-

Approach

Example


Optimise Routine
Maintenance

7

8

Maintenance Management Process
–

Downer NZ
(
Transport
–

Road
)
Client Customer
Management
Team
Customer
Client Asset
Management
Team
Downer
Phase
S
tart
Customer
Customer
Service
Centre
2
Determine
appropriate Dept
.
Action by
appropriate party
Downer
related
Non
-

Downer
Start
Client
Optimise funding
and long
-
term asset
need
Document
10
-
year
asset renewal plan
Maintenance
Intervention
Strategy
Job
Management
System
Start
Downer
Asset specific
inspection schedule
(
based on asset risk
)
Identify defects on
assets
Identify best
value solution
Asset renewal
recommended
Maintenance
All
-
Faults List
Review
Resource
Capacity
Maintain
3
-
month
rolling programme
of work
5
Execute
physical work
Process claim
Resource
management
system
Capture Customer
Feedback
1
Review productivity
results
4
End
Client
&
Downer
Not Enough
Resource
Reprioritise work
Maintenance
recommended
End
Customer
Update Asset
Register with As
-
Built data
Asset
Register
3
Landscape Process
–

High level

Execute Contract
–

Plan
:
Optimise Routine Maintenance
(
monthly for
3
month rolling programme
)
D
i
v
i
s
i
o
n
a
l

M
a
n
a
g
e
r
f
S
y
s
t
e
m
s
C
l
i
e
n
t
E
n
g
i
n
e
e
r
/
C
o
n
s
u
l
t
a
n
t
A
s
s
e
t

M
g
r
,

C
o
n
t
r
a
c
t

E
n
g
i
n
e
e
r
F
o
r
e
m
a
n
/
S
u
p
e
r
v
i
s
o
r
C
o
n
t
r
a
c
t

M
a
n
a
g
e
r
3
-
May
-
12
Review against
Contract Strategy
(
Contract MIS
)
Review faults
against FWP
Identify other
similar work types
nearby
Extract routine
maintenance
faults
Schedule against
allowable budget
A
Review faults
against FWP
Extract routine
maintenance
faults
Identify other
similar work types
nearby
Review against
Contract Strategy
(
Contract MIS
)
JMS
C
Page
1
of
4
FWP
PRS
,
Intranet
Execute Contract
–

Plan
:
Optimise Routine Maintenance
(
monthly for
3
month rolling programme
)
S
y
s
t
e
m
s
C
l
i
e
n
t
D
i
v
i
s
i
o
n
a
l

M
a
n
a
g
e
r
S
u
p
p
l
i
e
r
s
/
S
u
b
-
c
o
n
t
r
a
c
t
o
r
s
A
s
s
e
t

M
g
r
,

C
o
n
t
r
a
c
t

E
n
g
i
n
e
e
r
F
o
r
e
m
a
n
/
S
u
p
e
r
v
i
s
o
r
C
o
n
t
r
a
c
t

M
a
n
a
g
e
r
25
-
Jan
-
12
A
Schedule based
on known
productivity to
date
Schedule against
available
resources
Assign
programme month
Analyse forecast
margin
(
3
month
)
Schedule against
external time
constraints
(
ie
deadline
)
Review resource
capacity across
geographic area
Productivity
Reporting System
Schedule against
external time
constraints
(
ie
deadline
)
B
Schedule based
on known
productivity to
date
Schedule based
on known
productivity to
date
Schedule against
available
resources
Schedule against
available
resources
JMS
Page
2
of
4
Productivity
Reporting System
Execute Contract
–
Plan
:
Optimise Routine Maintenance
(
monthly for
3
month rolling programme
)
C
o
n
t
r
a
c
t

M
a
n
a
g
e
r
,

C
o
n
t
r
a
c
t

A
d
m
i
n
S
y
s
t
e
m
s
C
l
i
e
n
t
E
n
g
i
n
e
e
r
/
C
o
n
s
u
l
t
a
n
t
S
u
p
p
/
S
u
b
-
c
o
n
t
r
a
c
t
o
r
,

F
o
r
e
m
a
n
/
S
u
p
e
r
v
i
s
o
r
D
i
v
i
s
i
o
n
a
l

M
a
n
a
g
e
r
C
o
n
t
r
a
c
t

M
a
n
a
g
e
r
B
Perform resource
levelling
Seek approval
Perform resource
levelling
Perform resource
levelling
Decide approval
Decide approval
one or more
Execute changes
in JMS
C
approved
not
approved
JMS
25
-
Jan
-
12
Page
3
of
4
Regional JMS
Decide approval
Assign resource to
dispatch
Assign resource to
dispatch
Update status
JMS
D
Execute Contract
–

Plan
:
Optimise Routine Maintenance
(
monthly for
3
month rolling programme
)
S
y
s
t
e
m
s
F
&
A

M
a
n
a
g
e
r
C
l
i
e
n
t
D
i
v
i
s
i
o
n
a
l

M
a
n
a
g
e
r
C
o
n
t
r
a
c
t

M
a
n
a
g
e
r
25
-
Jan
-
12
Produce Forecast
Margin Report for
F
&
A Manager
Receive forecast
Margin Report
D
Page
4
of
4
Productivity
Reporting System
•
Standardising roles


•
Development of robust job
descriptions


•
Organisational structure (relevant for
larger organisations)

What we learnt on the way

Building on business processes

14

Business Processes

Project Management Processes (PMO)
–

Level 1

Core Processes
–

Level 2

Enterprise Data Model

Asset
Management
Systems

Asset Register

Work flow

Field Devices

Support Systems

Needs

Analysis

Spatial
Analysis

Finance
Management

Resource
Planning

HRIMS

Health &
Safety


Presentation Layer

Dissemination
Layer

Condition
Assessment

Enterprise Data Model

15

Standardised Activity Codes: Logical Category levels, naming
conventions

Naming conventions


Examples:




TM6NZT
-
10
-
Coastal Otago
-
P


TM6NZT
-
10
-
Coastal Otago
-
C
-
CM


TM6NZT
-
10
-
Coastal Otago
-
C
-
DA


TM6NZT
-
10
-
Coastal Otago
-
C
-
CS


TM6NZT
-
10
-
Coastal Otago
-
C
-
CN1


TM6NZT
-
10
-
Coastal Otago
-
C
-
CN2

•
OR:


TM6GOR
-
12
-
Gore
-
P


TM6GOR
-
12
-
Gore
-
C
-
RM



Where:


TM = Transportation Maintenance


6 = Area (1
-
6)


NZT = NZTA


GOR = Gore


10 = Last two digits of Commencement Year of the
contract (calendar year)


Coastal Otago = Short Project Identification (as
appropriate for differentiation purposes)


-
P = Parent (optional, depending on project setup
structure)

And


-
C
-
CM = Child Project: Contract Management


-
C
-
DA = Child Project: Dunedin Area


-
C
-
CS = Child Project: Chip Seal


-
C
-
CN1 = Child Project: Construction 1


-
C
-
RM = Roading Maintenance

Standardising our Financial System

4.5

2200


Direct
Materials

2401


Aggregates1
(means rock/bulk fill)

2402


Aggregate 2
(means sub base)

2403


Aggregate 3
(means base course)

2404


Aggregate 4
(means maintenance metal)

2405


Aggregate 5
(means sealing chip)

2406


Aggregate 6
(means any other aggregate)

2409


Sand
(plus dust and ice grit)

2701


Asphalt
Works

2702


Asphalt
Third Party

2750


Asphalt Rap

2800


Bitumen

2900


Polymer Bitumen

2950


Cement

3000


Chemical
(means Chemical or Additive)

3200


Concrete

3300


Emulsion

3301


Emulsion 1
(
means Polymer Emulsion
)

3850


Other Materials
(means Minor Materials)

Example:

FY 2010/11

Other materials =
$56M

Aggregates = $24M

Detailed Data Mapping

18

Data Quality through intelligent data
Management and people




Business Processes

Project Management Processes (PMO)
–

Level 1

Core Processes
–

Level 2

Enterprise Data Model

Asset
Management
Systems

Asset Register

Work flow

Field Devices

Support Systems

Needs

Analysis

Spatial
Analysis

Finance
Management

Resource
Planning

HRIMS

Health &
Safety


Presentation Layer

Dissemination
Layer

Why have business process
improvement?

Condition
Assessment

Early results

Implementation process

22

Hossein

Cheraghi

et al. (1999: p.3)

Questions?