This document outlines a 40-year roadmap for the evolution of asset management and GIS systems through 5 generations: 1) Traditional asset management with paper records and basic work orders. 2) Second generation implemented pavement management systems and began capturing asset data in GIS for condition assessment and capital planning. 3) Third generation required more complex systems to measure performance, set service levels, and incorporate different asset types like parks. 4) Fourth generation is driven by web 2.0 technologies, allowing data to be accessed and shared over the internet in real-time from anywhere. 5) Fifth generation engages the public through social media for things like emergency alerts, feedback, and potentially capturing asset

1. GIS and Asset ManagementMoving to the FutureA 40 year roadmap 12th May 2011 Phillip Dooley pdooley@symphony3.com www.symphony3.com/spatial-summit www.symphony3.com

2. Why do we need a history lesson? Change happens a lot more slowly than we think. There is a 40 year technology roadmap we are all following. It is about 20 years since the Internet became available to the public. We have some idea where we are going for the next 20 years. Some organisations are already doing things 20 years into the future. Organisations are currently spread out all over this 40 year road map. This presentation has a look at the five Asset Management Generations FIRST GENERATION SECOND GENERATION FOURTH GENERATION FIFTH GENERATION THIRD GENERATION 2000 2010 2030 1990 2020

3. Why is this important? WHY IS THIS IMPORTANT? People are talking about different things using the same words. It is surprisingly hard to answer the question “What is a GIS”. Every time we build an information system we build the foundations for the next generation. Not understanding this causes Asset Management and GIS systems to fail.

4. Traditional Asset Management Traditional Asset Management was fairly straight forward A surprising number of buildings are still managed this way. Arguable some assets only ever need this level of asset management (Guide posts) GIS? Something is not working Something is Broken Something has a value A set of plan draws and a drafting section We fix it! We replace it! That’s accountants business!

5. Second Generation Asset Management It became obvious that we may not be able to afford to fix things as they break Most local governments started with roads and a pavement management system (PMS). (Prompted by Legislation and Federal Policy) GIS became the primary Asset Capture and Management System. If they weren’t on a map they don’t exist! When is the optimum time to replace it? When will it fail? What is it’s current condition? The only systematic asset records we have are our maps What is it’s true current value? If we put them in a GIS we can capture and manage data What will it cost to replace?  Ability to predict cap ex for 25 years + GIS allowed us to manage current condition and value Lets not tell the accountants! Will we have the money to replace it?

6. Associated Systems and Data GIS System Asset Planning Capital Works Financials XLS ?? WORKS MANAGEMENT PREDICTIVE DATA CONDITION PHYSICAL ASSET REGISTER Tasks (Jobs) DIGITAL MAP (GIS) JOBS DATABASE Financial System Field Capture Customer Requests Financial Asset Register CUSTOMER REQUEST DATABASE Physical, Condition and Location Data 6

7. Third Generation Asset Management GOOD ASSET MANAGEMENT IS A LOT MORE COMPLEX ! Government wants us to measure the depreciation – renewal gap. Are we spending enough to maintain the standard of our assets ? We are expected to proactively maintain assets. We are expected to proactively find defects. We need to be able to model different options and outcomes. We provide “Services” and have service levels. Assets include things like Parks, Buildings and even artwork. Finance expect our valuation to agree with theirs! The GIS database doesn’t fit two condition values at the same time!

8. Associated Systems and Data TENDER Proactive Inspections Asset Planning Tasks (Jobs) Asset Design Physical Financials VALUATIONS DATABASE ACAD SPATIAL ?? PREDICTIVE DATA INSPECTIONS DATABASE JOBS DATABASE PHYSICAL ASSET REGISTER Condition Assessment Planned Maintenance Capital Works Work Requests WORK REQUEST DATABASE CONDITION DATABASE Proactive Tasks WORKS MANAGEMENT Financial System 8 Customer Requests Field Computers (Asset Or Corporate?) GIS System DIGITAL MAP (GIS) Financial Asset Register CUSTOMER REQUEST DATABASE

10. What can go wrong. Data capture has not been put into maintenance. Plan to maintain it before you capture it Integration to corporate systems does not work. Buying from the same vendor may not lessen the risk! Different systems cannot technically communicate with each other. GIS integration becomes a risk. Integration cannot work without a corporate data model. Corporate data must be cleaned to match the model. Ie does the building have a single address register? The business cannot match activities to the software. This may be either reality or perception. The organisation does not want to change People must see the need to change.

11. Fourth Generation - Moving into the future. On average we will complete third generation Asset Management in about 10 years time! Fourth generation has already started. Welcome to Web 2.0 Welcome to any information being available instantly anywhere in the world! Our data just left the building!

12. What is Web 2.0 (For the non technical) THE REAL CHANGE IS being driven by the internet (Web 2.0) What does it do? Allows any piece of data to be stored anywhere in the world and still be viewed or edited live anywhere else in the world. (The Cloud) Allows any system to send a piece of information to any other system. The information contains both data and instructions on what to do with it. (A web service) It hangs together using worldwide standards. Is the way most screens talk to a database or piece of software. It allows social media to exist and thrive. For this presentation it looks like this! WEB 2.0

13. LIVE ! 13 We are now all wired together Our Organisation The Public. The private Sector. Other Government WEB 2.0

14. 14 What does this mean in practice Yarra Valley Water Example – A property Search Addresses are read directly from an external server to the desktop. Yarra Valley Water The Public. The private Sector. Victoria State Government Property Search WEB 2.0 ADDRESS DATABASE ASSET DATABASE CADASTRE

15. It is an easy next step to extend this The data just left the building ! 15 What does this mean in practice Yarra Valley Water The Private Sector. Victoria State Government GIS Property Search Emergency Services (Read pipe information) WEB 2.0 ASSET DATABASE (Pipes) CADASTRE AERIAL PHOTOS ADDRESS DATABASE

16. Different Organisations work on the same road. Organisations can co-ordinate road works The public can see the road works. In car navigation will avoid the road works No-one takes a copy of the works timetable 16 An Asset Example – Planned Road Works Local Government The Public Utility WORKS PLANNING WORKS PLANNING SEE ROAD CLOSURES WEB 2.0 WORKS DATABASE WORKS DATABASE CADASTRE

17. How real is this? Toyota started building this infrastructure 7 years ago. It is the only way they can co-ordinate their 200 dealers using 15 different software systems with a single customer database. Yarra Valley Water have the infrastructure fully operational. It will still take them many years to fully take advantage of it. The Victorian State Government has spatial and address ready to go. Microsoft sell an internal for under $10k. The components are now part of the core offering from the major database and GIS suppliers. Several Local Governments are currently building the foundations. Your 16 year old probably uses it every day. WEB 2.0

18. What can go wrong. (look familiar?) Data capture has not been put into maintenance. Old or wrong data has become dangerous,everyone can see it. Integration to web 2.0 does not work. Our software does not comply. We have no integration backbone. GIS integration becomes a risk. Integration cannot work without a corporate data model. Corporate data must be cleaned to match the model. i.e. is our address the same as everyone else's address? The business cannot match activities to the software. This may be either reality or perception. The organisation does not want to change People must see the need to change.

19. What can go wrong – Did you ask for this? Each step lays the foundations for the next. TENDER Proactive Inspections Asset Planning Tasks (Jobs) Asset Design Physical Financials VALUATIONS DATABASE ACAD SPATIAL ?? PREDICTIVE DATA INSPECTIONS DATABASE JOBS DATABASE PHYSICAL ASSET REGISTER Condition Assessment Planned Maintenance Capital Works Work Requests WORK REQUEST DATABASE CONDITION DATABASE Proactive Tasks WORKS MANAGEMENT WEB 2.0 Financial System 19 Customer Requests Field Computers (Asset Or Corporate?) GIS System DIGITAL MAP (GIS) Financial Asset Register CUSTOMER REQUEST DATABASE

20. Fifth generation - Moving further into the future. We will all move into the fourth generation over the next 10 years! Fifth generation has already started. Welcome to Social Media ………..for Asset Management ! The Public is now part of our information systems. Our data just left the building, and the country!

21. The Public are now part of our information systems. Social Media includes BYO software 21 What does the Fifth generation look like ? Our organisation The Private Sector. The Public. Other Government /Utilities Core Functions GIS Analysis & Workflow Core Functions GIS Analysis & Workflow SOCIAL MEDIA GIS GIS WEB 2.0 + DATABASE DATABASE DATABASE DATABASE DATABASE X,Y X,Y X,Y X,Y X,Y

22. Kingston City Council Example – Flooding Access TO the public through a whole lot of new channels. Data stored outside the country ! 22 What does this mean in practice Kingston City Council The Public. Victoria State Government PUBLIC WARNING USING FACEBOOK (DURING THE EVENT accessible by phone) Live 1 in 100 year Flood Event WEB 2.0 FACEBOOK DATABASE

23. Moving into the future – the fifth generation “In the past we (local government) told the community what we were doing, we have now evolved to engaging the community in what we propose to do, but the expectation of the community today is that not only will they be engaged but they will directly influence and they will have control over what happens. This is not an unreasonable expectation.” John Nevins, CEO, City of Kingston.

25. Community feedback and engagement

27. Community feedback and engagement

29. The Public are starting to put information into our corporate systems. 27 How will they tell us what to do? Our organisation The Private Sector. The Public. Other Government /Utilities Core Functions GIS Analysis & Workflow Core Functions GIS Analysis & Workflow SOCIAL MEDIA GIS GIS WEB 2.0 + DATABASE DATABASE DATABASE DATABASE DATABASE X,Y X,Y X,Y X,Y X,Y

31. Use any of tools to contact council and they expect service:

32. Facebook, Twitter, Mobile Apps (council specific apps, neatstreets, Snapsendsolve), email, sms etc

34. If we want to, we can capture each others data. The Public WILL do some of our field capture for us. 30 What does the Fifth generation look like ? Our organisation The Private Sector. The Public. Other Government /Utilities Core Functions Field capture Core Functions Field capture SOCIAL MEDIA Field capture GIS GIS WEB 2.0 + DATABASE DATABASE DATABASE DATABASE DATABASE X,Y X,Y X,Y X,Y X,Y

35. Moving to the future ! The technology is there. The big job is to get ourselves and our information organised. The starting point is to understand what is happening and where we are now. Hope this helps! Phillip Dooley 0412 375585 www.symphony3.com/spatial-summit