Asset Information Management

Asset Information Management

Engineering Asset Management Team Vision, Purpose & Mission OUR VISION: Provide accurate & intelligent asset information to our stakeholders OUR PURPOSE: Is to provide the right information, at the right time, to the right people in the right format so that they may make the right asset management decisions on behalf of Gatwick Airport. OUR MISSION: Our mission over the next 3 years is to achieve our purpose and vision through: 1. End-to-end asset whole life cycle (total costs of ownership) 2. Standardised approach to integration & planning 3. Establishing & maintaining a fit for purpose Document Management System (DMS) 4. Ensuring engineering teams have relevant and up-to-date training on all assets 5. Clear succession planning 6. All planning & scheduling through one Computerised Maintenance Management System (CMMS). 7. Seamless asset integration 8. Being best in class professional accredited ISO55001 (new PAS55) (IAM/IET Asset Management Award 2014?) 9. Having our assets linked directly to our CMMS/DMS 10. Cleansing our CMMS data 100% purity of legacy assets 11. Moving away from calendar to condition based maintenance decisions

How We Use Asset Information to Manage Governance & Improvement

How we use Asset Information in Airport Operations & Development Information Users CMMS Asset Information Package: ü Asset History ü Asset Information ü Reference Documents Second Runway Project Technicians and Maintenance Personnel Airfield Operations Intranet/ SharePoint Access Read Only Copies: ü Procedures ü Templates ü Reference Documents Two Way Flow of Information Engineering / Asset Managers Senior Management / Executive Construction / Projects Teams Property / Commercial DMS Asset Information Package: ü Records ü Templates ü Reference Documents Legal Audit / Regulatory Compliance EH&S

Airport Operation Governance Using Asset Information PERIODIC SYSTEM AUDITS TO VERIFY COMPLIANCE ASP10: Measure Asset Performance Local Engineering Determined Frequency Asset System Level 1 st level Asset Governance & Improvement (VIM) Service Level Achievement Maintenance Performance Team Performance (MTTR, PM Completion) Risk Based Frequency ASP18: Asset Replacement Strategy ASP11: 1 st Level Governance Asset Level ASP17: 2 nd Level Governance Asset Steward Level ASP19: 3 rd Level Governance Airport Level Asset Management Level 2 nd Level Governance & Improvement Compliance with Required External & Internal Standards & Gatwick Asset Management System Assurance Through Measuring Asset Integrity, Performance & Condition Quarterly Reviews Asset Management Governance Airport Strategic Level 3rd Level Governance & Improvement Asset Replacement & Airport Development Plans Reviewed Compliance & Assurance Verified Through Internal & External Audits of Gatwick Asset Management System

MINIMIZE Failure Rate Asset Lifecycle Model + Early Failure New Assets Useful Life Legacy Assets Wear Out Asset Stewardship Objective Performance Integrity Condition Through Useful Life Phase @ Minimal Total Cost Time 0 + MINIMIZE MAXIMIZE MINIMIZE & CONTROL

+Failure Rate Value Lifecycle Model Objective Handover and integration in asset useful life phase minimising early failures Review 0 Time + Development cycle starts again in useful life phase maximising asset value, minimising whole life costs

Strategic Business Objectives Quarterly Executive Meetings Leading & Lagging Measures Measure 1 Voice of the Business Measure 2 Measure n RISKS & CONSTRAINTS INPUTS IT Terminals Commercial Engineering Airfield OUTPUTS Leading Measures Measures of process input: Know what we did & didn t do? Existing assets (all conditions) New assets (including capital projects) Airport lead engineer system expertise Maintenance systems User requirements Technical standards AMC Repository Integrity Performance Asset Management Requirements GRASP Condition ASSET STEWARDSHIP PROCEDURES & STANDARDS (19 ASPs & 3 Standards) Optimal asset lifecycle/longevity achieved CONDITION Zero unacceptable situations to the business due to asset failure INTEGRITY Assets are fit for planned purpose PERFORMANCE Lagging Measures Measures of process output: Know what the impact was of what we did or didn t do. What do we need to change? Voice of OUR Customers Asset Service Level Governance & Improvement Weekly Asset Manager & Annual Asset Steward Meetings Measure 1 Measure 2 Measure n

Balanced Scorecard Approach to Measuring Asset Compliance & Assurance Objective Y Key Xs Indicators People Total Labour Cost (Management & Trade Resources) GRASP Performance, Integrity & Condition Throughout an Asset s Useful Life Phase at Minimal Total Cost Plant Process Product Performance (Availability) Physical Condition Reliability (MTTF) Maintenance Labour & Materials Cost Leading Scorecard ASP17 (Asset) Leading Scorecard ASP19 (Airport) Safety Incidents Environment Incidents Security Incidents Health Incidents

Shuttle Purpose The Gatwick Shuttle Links the North (NT) and South Terminals (ST) at the Airport North Terminal ST South Terminal

ASP ASP Description Rating 1 Project Initiation, delivery and handover for integration 2 Identify and capture assets 96.7% Review / perform criticality 3 assessments Review / define asset performance 4 requirements 5 Review / generate workplans Review / record operating 6 80.0% procedures 7 8 9 10 11 12 13 14 15 Update / develop contingency plans Ensure resource availability / workload planning Conduct maintenance delivery and work completion Review / generate asset measurment mechanisms Monitoring asset maintenance and performance requirements Manage asset abuse and provide records of abuse Maintaining operating and safety records Authorisation, permits and maintenance works completion Asset modification, change approval and control procedure 96.7% 92.5% 80.0% No outstanding Capital project work. Score Supporting Evidence Comments Data in Maximo reviewed and updated output from criticality scoring and run equipment extract report. Potential gap identified in Shuttle common language as some SQR assets not captured under shuttle AFC structure. Criticality review complete and table stored in DMS/AMC. Maximo upload required to add revised data. APR completed for shuttle and stored in AMC folder PM extract report run and checked and stored in AMC. Shuttle maintenance/operational RAs and procedures all up to date (as per ASP5). GCC operate asset, RA & competency list provided in evidence folder. Contingency plans for Coaching and fire are held by GCC and the Snow contingency is held on the intranet. Copies in the ASP17 evidence folder for reference It is available, however it isn't accurate. The ITS team's time isn't accounted for thoroughly estimate at 80% PMs, SMs & Sis all accounted for. Reactive and stand by not accounted for in Maximo (local log book used for 20%). Minimal manning levels are 2 technicians per shift. Labour versus calendar hours report prepared and stored in evidence folder. Not always by the required time due to stores and resources being available. ITS must improve the reporting on W/O that cant be complete. New performance dashboard developed and implemented with Michael Warren (SQR). Tracking and analysing all downtime not just SQR related. PDRs take place at least monthly (TL, AH, DT, JS all present). Completion dates must be policed better. FTA and my self carry out audits on the ITS as well as insurance inspections. Improvement action is to police and enforce realistic action completion dates. To date none have been recorded, however they are recorded in the PDRs meeting. Reduced rating to 80% after the review as per CW request for all ASP17s until the Prime system for recording and RCA of asset abuse has released. SOPs and EOP are present but not in Documentum. The SMS documents need to be signed off and uploaded in to documentum. The P2W system is in use and there is local site induction before any contractors are allowed to restricted shuttle areas. This could include a site induction and assessment of their RAMs and relevant competencies. Improvement opportunity is for better interaction between the shuttle and CSC teams. All change control previously recorded through Lotus Notes system. Now transitioning to P2W system and most personnel have been trained or training is planned. Currently processing snow brushes change control through the new system. Leading Scorecard Summary AFC640+ Shuttle Summary ratings of the first 17 individual elements of the Gatwick Asset Stewardship Process (for a critical asset, where criticality = 4 or 5) 14 13 12 15 11 16 10 17 9 = 0-50% = 51-99.99% = 100% 1 ASP Ratings 8 2 7 3 6 4 5 16 Ensure operationof assets within design parameters 75.0% 17 Asset review meeting 75.0% Shuttle is designed inline with the railways regulations as documented in Application Document for Railway Safety Certificate and Safety Authorisation. Performance is measured as per ASP10 and SQR. Potential gap in operation of asset from GCC, risk assessment required. Full condition survey completed and documented in lagging measure spread sheet. This is the first ASP17 review on the shuttle systems Asset Review Meeting Leading Indicator Score 93.9%

Lagging Measure Summary Table Lagging Measure Summary Table Shuttle In-Service Sub-Systems Summary Shuttle System: Performance, Condition & Integrity by In-Service Sub-System Car 1 Car 2 Car 3 Car 4 Car 5 Car 6 North Terminal Station Standard Measure Measure South Terminal Station East Guideway West Guideway Control Systems Best Worst Most Common Rating Overall Rating September 2012 Performance Performance 98.8% 99% 99% N/A 99% Performance Condition Physical Condition 4.4 4.4 4.4 4.4 4.4 4.4 4.7 4.9 4.4 4.6 4.6 4.9 4.4 4.4 4.5 Physical Condition Condition Total Cost, Materials & Resource 93k Materials + 1033k Labour for whole system N/A N/A N/A 1126k Total Cost, Materials & Resource Condition Mean Time To 2 Days (every 46 hours so far this calendar year) 0 0 N/A 2Days Failure (days) Mean Time To Failure Integrity Mean Time to Health Incident NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA Mean Time to Health Incident Integrity Mean Time To Safety Incident (days) >365 >365 >365 >365 >365 >365 >365 >365 >365 >365 >365 N/A N/A N/A >365 Mean Time To Safety Incident Integrity Mean Time To Security Incident NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA Mean Time To Security Incident Integrity Mean Time To Environmenal Incident >365 >365 >365 >365 >365 >365 >365 >365 >365 >365 >365 N/A N/A N/A >365 Mean Time To Environmenal Incident

Shuttle Reliability: 2010 compared to 2012/2013 14.00% Old Shuttle 2009 Wear Out Phase? New Shuttle 2010 Infant Mortality? New Shuttle 2012 onwards Settling in to Useful Life Phase? 12.00% 10.00% East Guideway 8.00% West Guideway 6.00% 4.00% 2.00% 0.00%

Alarm Count Shuttle Train Operational Alarm Improvements Through Asset Management 70000 60000 50000 40000 30000 Actual Data From Shuttle System Negative Exponential Improvement 20000 10000 0 December February March April May June July Significant Improvement in Shuttle Improvement saving 60 000 per month in fines for not achieving service level agreement with Airport Regulator.

Asset Management Value Fulcrum: In-Service Assets Leading Activities Change Asset Value Strategy: Work Smarter, Identify Step- Change, Value Improvement Opportunities Do MORE with LESS Lagging Value Indicators Above Stakeholder &/or Compliance Requirements Change Asset Value Strategy: Make Incremental Improvements Do MORE with the SAME Matching Stakeholder &/or Compliance Requirements Change Asset Value Strategy: Calculated Reduction To Planned Maintenance Activities, Reduce Expenditure Do LESS with significantly LESS Asset Value Review Sensitivity Analysis Below Stakeholder &/or Compliance Requirements How to Increase Value?

Questions & Discussion Remove End of Life Assets ASP1: New Assets ASP18: Update Asset Replacement Plan ACT: Update the Asset Management Plan PLAN: Identify Asset Groups & Priorities Legacy Assets Our Assets In- Service or Being Developed @Gatwick ASPs 10, 11 & 17: Measure Performance Check Maintenance Work Completion Asset Governance Review CHECK: Weekly: PDR Meetings & Annual Asset Stewardship Review ASP19: Asset Stewardship Compliance Reviews DO: Set-up Whole Life Operational & Maintenance Profile for Assets ASPs 12-16: Manage: Permits, Change Control, Safety Records, Design, Abuse ASPs 2-9: Identify assets Assess Criticality Set Performance Requirements Develop Whole Life Plans Set Operating Protocols Develop Contingency Plans Assign Resources Do the Maintenance Thank You For Listening Questions/Discussion

Asset Management at the Airport: Dr Paul M Gibbons FIET F-ISSP Fellow University of Bristol MIAM paul.gibbons@gatwickairport.com