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?
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