Asset Management Plan Template



Asset Management Plan TemplateIntroductionThe NSW Federation of Housing Associations (the Federation) has provided this asset management plan template document to help Aboriginal Community Housing Providers (ACHPs) that are preparing their first asset plan or updating an existing plan.An asset management plan has a number of different elements, including: The data – lifecycles and costs, typically collected in a spreadsheet or asset software, although very small providers could easily use a paper based systemPolicies and procedures, which will say how the service will be delivered to tenants andA written plan, which describes what properties the ACHP has and the organisation’s plans to keep the properties in good condition and to help meet the organisation’s aims, including providing good quality homes for tenants. This document provides a template for this part of the asset management plan. Each ACHP should adapt it as necessary and include its own information.So, what should be included in a written Asset Management Plan (AMP)?1.Board endorsement date + review dateSummary instructionsInclude a front page with the date the board endorsed the plan and when it is due to be reviewed.Example {Unique Aboriginal Community Housing Asset Management Plan} Prepared by: {Name of person who prepared it}Version {xxxx}Approved by: {Unique Community Housing Board of Directors}Approval Date: Effective Date: Review date : Legislation and guidelines: {Residential Tenancies Act 2010NRSCH requirementsAHO asset standards}2.1.Introduction to the AMP Summary instructionsThis section should include: Why the AMP is important, how it will be used, how it links to other plans – like strategic, financial, operational plans and the purpose of the organisation.This is important because the asset plan is there to help deliver some of each ACHPs aims – particularly providing good quality homes to their tenants. Asset planning should be included in the ACHPs strategic aims to make sure the board is setting and checking on progress on the asset plan.Example:IntroductionThis Asset Management Plan (AMP) outlines {Unique ACHP} plan to satisfy the quality requirements of Compliance with the NRSCH and its aim to provide safe and well maintained properties for its tenants.Background to the organisation{insert information about your organisation here}e.g. Unique ACHP is a not-for-profit company ……..Our objective isOur aims are…….. …..Links to asset management policiesE.g. Repairs and maintenance policy, Insurance policy, Business Plan2.2Purpose of the asset maintenance planSummary instructionsUse this section to say what the AMP will be used forExample:The purpose of this asset maintenance plan is to:Provide a decent standard of accommodation to all tenants living in our properties by ensuring the delivery of consistently effective maintenance servicesProviding value for money by:Ensuring that properties do not deteriorate faster than they shouldEnabling budgeting to meet future maintenance liabilitiesEnabling cost savings through shifting the balance of work to planned maintenance and away from more expensive responsive and emergency work Assist the packaging of work to secure economies of scaleEnabling Unique to monitor financial requirements to meet costs of future planned and responsive maintenance costsEnabling Unique to plan for the future of our housing stock by assessing which properties are performing well and which are not. Performance is assessed by looking at whether properties are functioning well for our tenants under our aims and strategic directions as well as assessing ongoing costs. Meet HACP requirements, including the AHO requirement that ACHPs must have clear written policies and procedures on repairs and maintenance. These must include: Types of repairs and maintenance; Notification of repairs and maintenance; Prioritising work; Ordering approved work; Working with repair and maintenance contractors; Access to property; Checking and paying for work; Carrying out regular property inspections; Monitoring the repair contractor; Effective record keeping and management of maintenance information and Working with tenants to provide the repairsMeet the HACP target of between 1% and 3% of the total replacement value of the dwelling to be spent on cyclical maintenance.Meet PARS requirements to ensure our properties are well maintained and do asset maintenance planning.Unique will deliver a maintenance service that takes into account the quality of life of tenants within its overall aims and resources. The provision of all our services is underpinned by our aims. Cyclical maintenance is planned maintenance in cycles within a 10 year period and covers particular aspects of the property (such as internal and external painting), ensuring the value and amenity of properties is maintained in the long term without undue stress. Other examples include bathroom refurbishment, carpet replacement, hot water service replacement, etc.We will develop, implement and review 10-year asset management plans.We will link cyclical maintenance to the budget.We will prioritise improving safety and security of properties.We will allocate adequate funds for long-term upgrades.We will aim to co-ordinate planned maintenance with vacancies to reduce disruption to tenants (where possible).Property inspections will be carried out annually by an appropriately trained member of Unique’s staff and every three years by a qualified building consultant. {INSERT ALTERNATIVE METHOD IF NECESSARY}Asset management plans are linked to budgets and annual plans with maintenance planned each year. Asset management plans have estimated costing and time frames. {INSERT INFORMATION ABOUT WHO IS IN CHARGE OF IMPLEMENTING THE ASSET PLAN} E.G. Unique Community Housing’s Executive Officer is responsible for implementation of the asset plan.We will provide administration systems to ensure the contractors comply with the AHO asset standards. Tenant comments and recommendations will be used to help identify required improvements or upgrading.2.3Scoping StandardsSummary instructionsInsert information about when the properties were inspected (scoped), what standard they were scoped against, who by etc.Example:Unique properties are maintained to the current AHO Asset Standards. Scoping StandardsWho scoped the properties and when. What qualifications did the property inspectors (scopers) have?What standards did they scope to? E.g. AHO? OtherHow realistic are the costs provided? Based on local actual costs? Schedule of Rates?2.4Roles and ResponsibilitiesSummary instructionsUse this space to say who will be responsible for managing asset maintenance in your ACHP.Examples:Roles and responsibilities for Unique’s staff team are: Ensure the landlord’s responsibilities required under the RTA 2010 and AHO lease…..Conduct inspections of properties at the commencement of a tenancy or between tenanciesEnsure properties are fit for letting or re-lettingConduct inspections of properties and complete condition reports at yearly intervals during tenanciesArrange for identified work to be undertaken before tenants/members move in, or after occupation, if agreed and necessaryReport maintenance requests from tenants promptly and accuratelyMake arrangements for access with tenants, if necessary in writing, giving the required time notification for visits by tradespeopleEngage a handyman or contractors from the Preferred Supplier list to perform minor maintenance tasks Review the currency of asset management plans for each property Oversee and perform appropriate inspections of properties and where required organise inspections by appropriate qualified personsMaintain a list of preferred tradespeople and traders who:Will provide the best service at the most reasonable cost Have the required insurances Have the necessary Work Health and Safety procedures in placeHave knowledge of the organisation and implementation of urgent maintenance proceduresPrepare annual maintenance and planned works plan integrating the following information:The plan should be drawn up in conjunction with preparation of the organisation’s annual budgetPrepare yearly work lists, based on the maintenance and programmed works plan, to be undertaken in line with the budgetSelect and engage tradespeople for major jobs, from the preferred list, to carry out jobs within the delegated financial limits and arrange quotes from tradespeople for jobs in excess of delegated limitsInspect major work completed by tradespeople to ensure quality of work performed is completed to Building Code of Australia and AHO standards (as a minimum)2.5DefinitionsSummary instructionsYou can add your definitions of different types of work here and a summary of your repair target times ExamplesMaintenance means, “to keep in existence, to preserve, to keep in a specified condition”. What this means is that houses are kept to a condition and standard which complies with health and safety regulations and which gives tenants the full enjoyment of their home. Maintenance works can be broadly characterised as responsive maintenance, cyclical maintenance/programmed works and upgrade. Responsive Maintenance Works – addresses day-to-day maintenance and any repairs to restore an item or component to working condition. Responsive Maintenance works can be categorised as Urgent or Non-urgent.Cyclical Maintenance – planned maintenance resulting from an annual inspection on a percentage of properties that, if attended to, should reduce responsive maintenance or upgrade. These works are predictable, regular maintenance that can be planned for.{UPDATE TABLE BELOW IF YOUR REPAIRS POLICY IS DIFFERENT}Type of MaintenanceDefinitionExampleTargetResponse TimeEmergency repairsA failure or breakdown of any essential service on the premises for hot water, cooking, heating or laundering,orAny fault or damage that causes the premises to be unsafe or not secure.■ Dangerous electrical fault■ A gas leak■ A failure or breakdown of the gas, electricity or water supply■ Serious storm or fire damage■ A burst water service■ A blocked or broken lavatory system■ A serious roof leak■ Flooding or serious flood damage■ Broken glass■ an appliance, fitting or fixture that uses water or is used to supply water that is broken or not functioning properly, so that a substantial amount of water is being wastedImmediately(within 24 hours)UrgentrepairsProblems which cause the tenant a highdegree of disruptionorProblem may lead to more serious problems or higher costs if unattended to■ Outstanding routine maintenance■ Leaking guttering■ Leaking tapWithin 7 daysRoutine maintenanceRepairs which have been identified as needing attention but are not urgent■ Broken sash cord■ Internal doors that won't close■ FlyscreensWithin 28 daysCommonareaplanned maintenance andpreventative cyclical maintenanceThe planned renewal and replacement of building components and appliances, based on estimates of their expected life span and the actual condition of the property■ Painting■ Replacement of hot water service■ Floor covering■ Replacement of appliance cooking facilities or upgrading property bathroom/kitchen renovationAnnuallyProgrammed Works – planned and systematic approach to carrying out non-urgent works that improve the amenity or extend the life of the property. These are treated under Cyclical Maintenance in this manual.Upgrade – extensive work to maintain properties in good repair and achieve or extend the life of specific property attributes. The intention of upgrade works is not to improve the design or amenity of a property or bring forward works that are not currently required.Stock Development – Strategic management of properties including decisions to sell, demolish or upgrade properties.There are also a number of categories of maintenance that refer to the size or timing of the works. These can include works that would otherwise be completed as responsive or cyclical maintenance, or as programmed works.Minor Maintenance (or Small Maintenance) Works – small maintenance tasks that do not require a licensed tradesperson and could be managed by a general handyperson.Basic (or Preventative) Maintenance Works – preventative work done by Unique for /tenants/members, ensuring reduction of the wear and tear on a property.Vacated Maintenance – maintenance that is performed when a property becomes vacant. 3.Overview of {Unique ACHP} stockSummary instructionsUse this section to say what properties you have and where they are located, as well as a summary of what types of properties they are.Example Overview of Unique’s stock - Property RegisterSummary should include:Total – xx ACHP properties, YY AHO properties, ZZ other propertiesProperty sizes - # of properties of each property size e.g.: Units / housesConstruction types - Provide details of the type of fabric used in the construction. Eg: Brick, Fibro, Hardy Plank, Fibro & Brick, Brick and Weather board, Weather board Summary of stock by area/suburb/townAlso recommended – describe what data is kept on individual properties e.g.: construction date, construction type, photo, address, lot number, warranty information, work completed, financial information (invoices paid etc. and summary of work completed), replacement valuation, Inspection date, dates technical inspections carried out, safety audit dates and certificates3.1Summary of AMP Summary instructionThis very important section must include a brief written summary of the data contained in your spreadsheet or asset software. It should tell Board Members, Regulators, the AHO and others about what your Plan says about the spending needed on your properties.Example:Total expenditure required over 10 year periodAverage total expenditure (total spending on cyclical maintenance / number of years)Average expenditure per property (total spending on cyclical maintenance / number of years/number of property)Maintenance backlog (where there is one)Description of high and low expenditure years and reasons Expenditure by areaDescription of work needed in early, mid and later years.Key types of expenditure – e.g. rewiring, kitchens etc.Expenditure compared to HACP guidelines of between 1-3% of total replacement cost of propertiesA simple graph is an excellent way to present this information:3.2Funding the workSummary instructionThe most important question of all – how are you planning to pay for the work? Use this section to summarise how you will fund the work. Example:It is suggested that you develop a simple spreadsheet with the main sources of income – e.g. rents, grants and other sources across the period of your asset plan (say 10 years).This will let you see whether you have enough reserves and sufficient cash flow to pay for the maintenance work that needs to be done, and if there are going to be particular years where maintenance work is projected to cost more than you have available in funds to pay for the work.Use this section to describe your plans for funding the work.This could include:Re-scheduling some less urgent work that will not incur additional costs if it is left to a later timeBundling the work to save moneyEmploying more cost effective contractorsSeeking additional sources of incomeMaking other cost savings4.Delivering the workSummary instructionUse this section to say who will be managing and carrying out the maintenance work for your ACHPExample:Local contractors with Aboriginal staff, a preferred panel, multi trade contractorAdd a brief summary of tendering arrangements and contracts used. 5.Monitoring the Asset Plan Summary instructionsUse this section to say how you are going to make sure that you are on track with your plansExample:Unique ACHP will use the following indicators to assess whether we are on track with delivering our Asset Management Plan:Are projects coming in on budget? Compare final cost of the work carried out, as a % of the cost budgeted for,Is maintenance work being completed on time? How many projects exceed the expected time, as a % of all projects,Are we spending enough on maintenance? – Comparison against the HACP guidelines,Percentage of properties meeting relevant (AHO?) standard? ................
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