Auckland Council: Community Facilities (CF)
Auckland Council and specifically Community Facilities (CF) use two main systems to manage our asset data.
SAP – we use the Plant Maintenance and Real Estate modules, with an interface to our facility contractors to enable work order management.
We currently have three levels of interface:
Adobe – an adobe e-mail from our system to the contractor, they will update the adobe e-mail and return, which in turn updates our system. Fields to update are limited.
B2B version 1 – Council asset information is held in the contractor work order management system, and therefore when a work order is created, it is automatically uploaded into their system, for them to manage, by changing certain fields, the Council system will be updated. There is limited functionality on what fields can be updated.
B2B version 2 – Same as B2B version 1, but there are enhanced features i.e. The contractor is able to create a work order from their system and push into ours, KPI measures regarding work order started, and finished is also able to be push between the two systems, which is not available via Version 1.
Within SAP we have a six level tier for asset capture, which enables CF to manage assets at either a site, park/reserve or building, land or building area, fixed asset categories, component grouping or individual equipment.
GIS – we use ArcPro to capture our assets, depending on the assets, polygons, lines or points are used, not all assets are mapped. We do map the outline of our buildings, and most open space land assets (i.e. grass, gardens, fences, playgrounds & equipment, hard surfaces, fixtures (i.e. seats, rubbish bins, signs, tables, BBQ’s, drinking fountains, signs, beach showers, etc.), sportsfields, trees etc.)
When the asset is created in GIS, an SAP ID is populated, an extract from SAP is then linked to the GIS dataset, and various fields are populated based on the data held in SAP.
Council is in the process of creating an “in-the-field” tool (using either Survey 123 or ArcCollector) to enable on site asset verification, capture and generally being able to validate assets easily.
I have provided a very brief description of our systems, but if you are after more information, please don’t hesitate to let me know.
Melonie Lister | Manager Asset Information Management Community Facilities Customer & Community Services Directorate