SECTION C - GUIDELINE FOR ASSET DATA COLLECTION

SECTION C - GUIDELINE FOR ASSET DATA COLLECTION APO1030.05 File: apo103x.doc Page 97 of 181 Issue: 0.5

TABLE OF CONTENTS 1. PURPOSE OF ASSET DAT A COLLECTION... 99 1.1 PROJECT OUTLINE... 99 1.2 PROJECT OBJECTIVES... 99 1.3 GUIDELINE DELIVERABLES... 99 1.4 DOCUMENT ROADMAP... 99 2. PROJECT ESTABLISHMENT... 101 2.1 PROJECT TEAM COMPOSITION... 101 2.1.1 Project Leader... 101 2.1.2 Team Leader... 101 2.1.3 Team Member... 101 2.2 PROJECT PLAN... 102 3. ASSET IDENTIFICATION AND DEFINITION... 103 3.1 IDENTIFYING ASSETS REQUIRING COLLECTION... 103 3.2 BROAD ASSET DEFINITIONS... 103 3.2.1 Room Assets... 103 3.2.2 Non-fixed Assets... 104 3.2.3 Fixed Assets... 104 3.3 ASSET INFORMATION REQUIRED - ROOM ASSETS... 104 3.3.1 Sub Components... 105 3.4 ASSET INFORMATION REQUIRED - FIXED AND NON-FIXED ASSETS... 105 3.4.1 Additional Medical Equipment Information... 106 3.4.2 Additional Asset Data for Performance Reporting... 106 3.5 LOCATION INFORMATION... 106 4. ASSET DATA COLLECTION METHODOLOGY... 107 4.1 INTRODUCTION... 107 4.2 METHODOLOGIES... 107 4.2.1 Desktop Data Collection... 108 4.2.2 Legacy Data... 109 4.2.3 Field Data Collection... 109 4.2.3.1 Trained Data Collectors... 109 4.2.3.2 Asset Custodian Collection... 110 4.2.3.3 External Contractors... 110 4.3 DATA COLLECTION DURING CAPITAL WORKS... 111 4.4 DATA COLLECTION TOOLS... 112 4.4.1 Data Collection Templates... 112 4.4.2 Technological Tools... 112 4.4.2.1 Using Personal Digital Assistants (PDA)... 112 4.4.2.2 Using Laptops... 113 4.5 ASSET TAGGING RECOMMENDATIONS... 114 4.5.1 Written Labels... 115 4.5.2 Engraving... 115 4.5.3 Barcoding... 115 4.5.4 Room Identification... 115 APPENDIX A ESSENTIAL ASSET GROUP/TYPES... 116 APPENDIX B CAPITAL WORKS DATA COLLECTION CHECKLIST... 117 File: apo103x.doc Page 98 of 181 Issue: 0.5

1. PURPOSE OF ASSET DATA COLLECTION 1.1 PROJECT OUTLINE One of the most important, and most time consuming, HealthAMMS implementation tasks is the collection and verification of asset data. The successful implementation and operation of HealthAMMS will be highly dependent on the extent and quality of asset information collected. Collection of this data in a consistent manner will aid in the development of Asset Performance Management measures and KPIs. The purpose of this guideline is to assist each Area Health Service (AHS) in understanding the resources and extent of information required in the collection of asset information. This guideline will also assist the AHS in effectively and efficiently executing the task with available resources. 1.2 PROJECT OBJECTIVES The primary goal of the initial data collection process is to acquire asset information of sufficient depth, quantity and quality to enable the effective operation of HealthAMMS and the creation of KPIs. The data referred to for collection here, is information that is not currently held in a legacy system. The process for validating and cleansing legacy data is contained in the document Guideline for Cleansing and Validation of Legacy Data (APO1031). A successful data collection process will allow HealthAMMS users to quickly and easily locate all necessary assets for the purpose of maintenance, testing, history recording, performance reporting and other asset management requirements. 1.3 GUIDELINE DELIVERABLES This guideline outlines the base information required to ensure the effective use of HealthAMMS and identifies asset groups required in the first instance to roll out HealthAMMS. This guideline can also be used as a guide in the ongoing collection of data to meet the individual requirements and business process of an AHS. 1.4 DOCUMENT ROADMAP The HealthAMMS Library consists of documents related to: 1. Overview of asset maintenance and management 2. HealthAMMS business case and implementation 3. Asset Management guidelines 4. Policies and procedures 5. HealthAMMS documentation This document forms part of the HealthAMMS Guidelines (Please refer to part 3 below). File: apo103x.doc Page 99 of 181 Issue: 0.5

Asset Management and HealthAMMS Document Library PART 3 Guidelines PART 4 Policies & Procedures Part 5 HealthAMMS Documentation HealthAMMS Policies MAXIMO Data Standards Asset Management Data Cleansing/ Validation Data Collection Asset Stocktake Procedures HealthAMMS Equipment Register Aperture Training Asset Management Maximo Capital Works Property Management Capital Charging LEGEND Supplied document by Client Required document not covered by Contract, to be supplied by Client or CR Document to be supplied by Fujitsu under Phase 1-Stage 1 of Contract Document to be supplied by Fujitsu under Phase 1-Stage 2 or Phase 2 File: apo103x.doc Page 100 of 181 Issue: 0.5

2. PROJECT ESTABLISHMENT Collection of asset data for an AHS is a resource intensive exercise requiring a co-ordinated and structured approach in order to be successful. Accordingly, the most appropriate human resources need to be established as part of an asset data collection project team. Details of the roles and responsibilities of this project are summarised below. 2.1 PROJECT TEAM COMPOSITION 2.1.1 Project Leader Co-ordinate and plan all asset collection activities. Project leader responsibilities include: liaising with primary stakeholders to determine how and what data will be collected; assisting with the selection of other members of the project team; producing and maintaining the project plan; monitoring the progress of data collection; approving the upload of data to HealthAMMS. 2.1.2 Team Leader Actively supervise data collection process. Team Leader responsibilities include: collate and check collected data for approval by Project Leader; conduct quality audits to ensure collected data conforms to guidelines outlined in this document. 2.1.3 Team Member Collect required asset data. Team member responsibilities include: collect asset data, at the direction of the Team Leader; ensure collected data conforms to guidelines outlined in this document. Team members should have sufficient knowledge in order to be able to correctly identify all asset types they are assigned to collect. In instances where specialist equipment is involved, it may be necessary for the survey to be conducted by qualified personnel. For example, the team could consist of number of staff from different departments including: Building Fabric and Plant Equipment: Maintenance Engineer; Medical Equipment: Biomedical Engineer. It is preferable that all team members work in areas closely associated with the project and thereby have a vested interest in seeing the project succeed. The team should consist of members who understand the assets and/or have responsibility for the assets. File: apo103x.doc Page 101 of 181 Issue: 0.5

2.2 PROJECT PLAN Prior to the commencement of any data collection activity, the project leader should develop a project plan. The project plan should outline the following: project sub components; expected commencement and finalisation dates; team members tasks; data collection methods; required training; required equipment and templates. File: apo103x.doc Page 102 of 181 Issue: 0.5

3. ASSET IDENTIFICATION AND DEFINITION A complete set of data standards can be referred to in the Guideline for Asset Descriptions, Referencing and Data Standards (APO1033). The asset definition and identification referred to in this section of the guideline is for use as a reference and guide in the process of asset data collection. Should further clarification or information be sought then the aforementioned guideline should be referenced. 3.1 IDENTIFYING ASSETS REQUIRING COLLECTION An AHS owns and operates a large number of assets of which a large proportion is critical to the provision of health services. An AHS needs to prioritise the collection of critical and non critical asset data. It is not cost effective to collect and identify every asset within an AHS and the ongoing cost of managing the asset data in HealthAMMS needs to be weighed against the benefit of having certain asset types in the system. A list of core asset groups/types that should be collected to ensure the ongoing operation and management of healthcare services is contained in Appendix A. As a minimum the following assets should be collected for HealthAMMS: Essential Service assets (required under legislation) Assets with Preventative Maintenance (PM) plan Assets for which work requests are submitted The broad definition of critical asset types is: Uniquely identifiable assets, either by their being fixed in a location or by their inherent characteristics, requiring ongoing maintenance or monitoring Assets not meeting the above criteria may be collected during the initial collection phase if an AHS wishes to do so. However, the AHS should analyse the cost benefit of collecting these assets in relation to the overall implementation project. Non-essential assets can be collected at a later stage if the AHS deems that they can derive improved asset performance and cost savings by doing so. 3.2 BROAD ASSET DEFINITIONS Essential assets can be divided into three broad asset definitions. 3.2.1 Room Assets Each room or definable space in HealthAMMS will be considered an asset. This will enable typical room/space components to be assigned to the room asset as maintainable subcomponents. For example, these subcomponents may include floor covering, wall and ceiling finish, lighting etc. A complete standard list is contained in Guideline for Asset Descriptions, Referencing and Data Standards (APO1033). File: apo103x.doc Page 103 of 181 Issue: 0.5

3.2.2 Non-fixed Assets Maintainable non-fixed assets are assets, which may be moved to another location without loosing their function or purpose. Typical non-fixed assets include medical equipment, catering equipment etc. and they include assets that require registering under statutory regulations. 3.2.3 Fixed Assets Maintainable fixed assets are defined as non-room assets that cannot be moved to another location without loosing their function or purpose and they include assets that require registering under statutory regulations. Typically fixed assets are building plant items including; airconditioning, fire services, lifts etc. 3.3 ASSET INFORMATION REQUIRED - ROOM ASSETS The following table outlines the required information to be collected for room assets. Field Information Definition Source Required Example Type Focussed Asset Guideline N/A Definition Sub-Type Specific Asset Guideline N/A Definition Description Asset Particular Detail Guideline Yes Room 2124 Location Area/Space Code Guideline Yes JH012124 GL Account Code Code Defining Fiscal Area Health Yes Responsibility Financial System Brand Asset Manufacturer or Guideline N/A Make Model Asset Model Guideline N/A Serial Number Serial Number or other Guideline N/A Identification Code Vendor Asset Supplier Guideline N/A Sub Components Child asset of Parent Asset 3.3.1of this guideline Yes Wall In addition to the above information it is mandatory that each room is labelled or identified by a room number and/or barcode. By ensuring the compulsory identification of rooms this will allow service providers and users of the room accurate referencing and recognition of the room. Identification of the room is further discussed in 4.5.4 in this document. Further information regarding data standards can be referenced in the Guideline for Asset Descriptions, Referencing and Data Standards (APO1033). File: apo103x.doc Page 104 of 181 Issue: 0.5

3.3.1 Sub Components The role of the room as an asset is to assign typical maintainable components of a room to the asset and remove the need to have large amounts of asset data that is essentially the same for all rooms/spaces. The next table outlines the standard list of sub components that can be applied to each room/space: Subcomponent Attribute Example Wall Finish Painted, Tiled, Brick Floor Covering/Finish Vinyl, Carpet, Tile, Timber Ceiling Finish/Type Suspended, Painted Lighting Type Bulb, Fluorescent, Down Window Type External, Internal Door Type External, Internal GPO Present or No. Y/N or ## Phone/Data Outlet Present or No. Y/N or ## FF&E Present Y/N Signage Present Y/N Smoke Detector Present Y/N Fire Sprinkler Present Y/N 3.4 ASSET INFORMATION REQUIRED - FIXED AND NON-FIXED ASSETS The following table outlines the required information to be collected for fixed and non-fixed assets. Field Information Definition Source Required Example Equipment ID Unique asset identifier Guideline Yes JH008753 Type Focussed Asset Guideline Yes Dryer Definition Sub-Type Specific Asset Definition Guideline No Commercial Description Asset Particular Detail Guideline Yes Dryer, Commercial Location Area/Space Code Guideline Yes JH012124 GL Account Code Code Defining Fiscal Area Health Yes Responsibility Financial System Brand Asset Manufacturer or Guideline Asset Whirlpool Make Dependent Model Asset Model Guideline Asset CMD-2112 Dependent Serial Number Serial Number or other Guideline Asset 45566-49494-44 Identification Code Dependent Vendor Asset Supplier Guideline Asset Sub Components Child asset of Parent Asset Guideline Dependent Asset Dependent Further information regarding data standards can be referenced in the Guideline for Asset Descriptions, Referencing and Data Standards (APO1033). File: apo103x.doc Page 105 of 181 Issue: 0.5

3.4.1 Additional Medical Equipment Information Additional information that is required by the Biomedical group includes: Purchase order number Service agent/vendor Custodian of equipment 3.4.2 Additional Asset Data for Performance Reporting Depending on resourcing, skill levels of the data collection team and the method of data collection, there may be an opportunity to collect additional asset attribute information that will be used in the monitoring and reporting of Key Performance Indicators (KPIs). This information includes: condition rating; based on the Guideline for Condition Assessments; asset age; based on physical evidence and/or inspection by suitably qualified personnel; replacement required: based on physical evidence and/or inspection by suitably qualified personnel; funding program. 3.5 LOCATION INFORMATION In addition to physical asset information, there is critical information required for the locations so that additional business processes can utilise the HealthAMMS data set. The main purpose for collection of this location information is for the implementation of Capital Charging strategy. To produce an accurate Capital Charge Report the following information will be required as a minimum: Site Identifier (State-wide code and Name) Lot/DP Number Site Value Building Identifier (Name, Code, Number) Building Value Space Type (Assignable, Shared, Common etc) Program Cost Centre Department Heritage Issues File: apo103x.doc Page 106 of 181 Issue: 0.5

4. ASSET DATA COLLECTION METHODOLOGY 4.1 INTRODUCTION This section of the guideline outlines a number of methodologies and tools available to AHS. These methodologies and tools determine which process will best suits an AHS needs to produce the best possible outcome. There is no correct methodology for the physical collection of asset data, only the required outcome of accurate and standard data. The methodology for data collection is Area specific and in some instances site specific. A number of variables will determine which methodology or combination of methodologies will produce the project objective. The variables that need to be considered include: available resources, both labour and budget; skill levels of in-house resources; size of asset base; geographical locations of sites within AHS; essential assets to be collected; accuracy and relevance of legacy data. 4.2 METHODOLOGIES Data can be derived from many sources and there are a number of methods to collect and collate this information. The five key sources from which data can be derived are: 1. Legacy systems includes maintenance systems, department asset registers etc.; 2. Building and service plans are useful in the collection of room asset information and fixed assets; 3. Field or site data which involves the physical locating and recording of asset information; 4. External service providers includes maintenance contractors, suppliers databases; 5. Capital works asset information will be collected as part of capital works by the builder through the WebFM Health module. File: apo103x.doc Page 107 of 181 Issue: 0.5

The following flowchart outlines the data collection process discussed in this document. Project Setup (Review resources, project requirements etc) No Is there legacy data? Yes Review legacy data Desktop Data Collection No Use legacy data? Yes Is Field Collection required Yes Cleanse and validate legacy data Determine Field Collection resources Yes Is further asset data required? Use PDA or Laptop Collection process? Templates and forms Quality Control procedures Data input from forms/templates No Quality control procedures No Upload Data File Complete 4.2.1 Desktop Data Collection Desktop data collection is defined as, collecting basic information on room assets and fixed assets from building and service plans and other relevant documents. Desktop data collection does not involve the undertaking of field audits. The depth of the data available is dependent on the accuracy and level of information contained within the documentation and plans. Desktop collection has the advantage of being a quick way to kick-start collection and to reduce the workload on field data collectors. Ideally the desktop collection will be completed prior to the commencement of field collection thereby enabling data to be completed and/or verified during the field data collection process. File: apo103x.doc Page 108 of 181 Issue: 0.5

4.2.2 Legacy Data The validation and cleansing of legacy data is outlined in the document, Guideline for the Validation and Cleansing of Legacy Data (APO1031). Essentially if the legacy data is useful and relevant, then the data should be used to populate HealthAMMS. If the cost to locate and validate relevant legacy data is high or similar to that of a complete asset audit, then it would be advisable to collect all legacy assets as part of a complete data collection process and ignore legacy data. 4.2.3 Field Data Collection The final task of data collection relates to the field survey of assets. This task requires the most time and uses the most resources. It is important to ensure that sufficient information is collected in an accurate and standard manner. Collection of accurate data in a standard and structured approach will reduce costly rework required in order to produce project objectives. Due to the nature and process of field data collection it is prudent to ensure that staff are properly skilled and motivated to ensure an accurate and efficient completion of data collection. There are two possible approaches to the resourcing and approach of field data collection: 1. Trained Data Collectors 2. Collection of Asset Owners Both approaches have advantages and disadvantages associated and are discussed in more detail in the following sections. 4.2.3.1 Trained Data Collectors Trained data collectors can be resourced internally from the AHS or externally from a professional service provider. Both have benefits and costs associated with resourcing options however the process for data collection is essentially the same. Process The data collection team is established either through the use of either internal or external resources or a combination of both. The teams will require training in the methodology and tools used to collect the data. Levels of training will be dependent upon the level of skills the team has. The team will then move systematically through all facilities to collect the require asset data. The process requires some management and planning with department heads or managers in gaining access to areas and reducing disruptions of patients, staff and other healthcare providers. Advantages The data collected will be highly accurate and consistent. Ability to use data collection tools to improve collection process. Ability to incorporate the tagging of assets (i.e. barcoding). Disadvantages Time consuming dependent upon resource levels. Some specialist equipment may require correct identification. Generally GL codes cannot be easily attributed to assets. File: apo103x.doc Page 109 of 181 Issue: 0.5

Options Data collection duties could be split. e.g. some data collectors assigned to collect room and fixed assets with others collecting non-fixed assets. Some data could be collected via the desktop method and then confirmed or expanded during field collection. Specialist assets could be collected and then sent to the department head for verification and GL Account Code assignment. 4.2.3.2 Asset Custodian Collection Department managers and/or functional area managers (e.g. NUM) can be provided data collection forms/templates for completion by their staff. Process The Project Leader issues templates/forms with necessary documentation and reference material for the department managers to complete and return to the Team Leader for collation. Departmental staff will undertake all data collection. Advantages Departmental staff should have a good knowledge of their equipment. The process is quicker, as the resources are provided at the department level. Disadvantages Data may be inconsistent and difficult to verify. Data may be incomplete. Need to manage department managers to ensure that process undertaken correctly. Difficult process to assign asset identification tags. Greater number of staff resources involved. Options Use this method to collect specialist equipment. 4.2.3.3 External Contractors The use of external contractors is dependent upon the skill levels of internal staff and the resourcing levels available. External contractors have the experience and expertise to undertake an efficient and effective audit of assets. There are of course costs associated with the use of external providers and this cost needs to be compared with the total internal cost of undertaking a similar task. Advantages Professional and experienced. No need for training. Use of in-house developed tools. Carry the risk of an accurate asset audit. Undertake collection faster. Disadvantages Cost. Some external providers may be unfamiliar with hospital equipment and processes. Access and disruption issues. File: apo103x.doc Page 110 of 181 Issue: 0.5

No ownership of the data. Options Use external contractors when the internal resources and costs associated with training and managing are higher and/or there are time factors to be considered. 4.3 DATA COLLECTION DURING CAPITAL WORKS During the implementation of HealthAMMS each AHS needs to establish the approved NSW Health Capital works project data capture process. This process is defined in the new Asset Management requirement specification issued for all new capital projects and incorporated in tender documents. Relevant copies of requirements, Projector Directors brief and role delineation can be obtained from the Health Intranet via the following URL: http://internal.health.nsw.gov.au/operations/apmd/amms/healthamms.html The process for data collection for works in progress involves the use of the WebFM Health module for the capture and handover of Operations and Maintenance manuals and the hand-over of CAD drawings in accord with the HealthAMMS Aperture protocols. WebFM is available under NSW Supply Contract ITS 2305 and is to be used by Contractors to capture Asset data as part of their requirement to provide electronic Operations and Maintenance Manuals. The WebFM system as part of the handover will supply a data CD for direct upload of asset and maintenance data into the Area Health Service HealthAMMS database instance at the Enterprise server. The process has been put in place to ensure that all new projects provide HealthAMMS compliant data at handover and to reduce duplicated data capture costs by each AHS to re-enter or reconfigure asset data from hard copy or other information sources. A checklist of activities to collect HealthAMMS data for Capital Works in progress can be found at Appendix B. The following tasks should be undertaken: Identify all current Capital Works in progress and those that will occur during the HealthAMMS implementation timetable. Supply a copy of the NSW Health (revised) asset management requirements specification to project managers for implementation at their project. Direct Design Consultants and Contractors to provide CAD and "as built" drawings in accord with the Aperture data protocol Procure the WebFM Health module for each project by either; - Direct purchase by AHS under NSW Supply Contract and provision to Project Contractors for their use; or - Direct the project managers to arrange procurement by the Contractor of WebFM services as a nominated supplier under NSW Supply Contract regulations Implement suitable quality checks on asset and drawing data prior to completion. Ensure timely delivery of WebFM data CD and Aperture compliant CAD drawings at handover of the new project. Load a copy of the completed O&M Data CD and Aperture conforming CAD drawings into the AHS instance of HealthAMMS at the Enterprise server. File: apo103x.doc Page 111 of 181 Issue: 0.5

4.4 DATA COLLECTION TOOLS A number of data collection tools have been developed to assist in the efficient and effective collection of data. The tools are either paper-based templates/forms or electronic based PDA and laptop tools. 4.4.1 Data Collection Templates A number of collection templates/forms have been developed to assist in the collection of assets. These forms/templates are both paper based and replicated in EXCEL spreadsheets and ACCESS databases. The electronic versions of the templates/forms are used for the collation of information from the paper-based forms and allow further manipulation and population of additional data before the data is uploaded into HealthAMMS. The templates are an alternative to electronic tools that have been developed. Cost savings for using either tool is dependent upon the skill level of the user and application of the tools. In some cases the paper-based method may be preferable to electronic means, for example if department managers are used to the collection of asset data with limited complexity, then the use of templates and forms may be a more effective and simplified tool than an electronic tool. Advantages Simple input. Cost effective solution. Ability to add additional information as required. Minimal training and support required. Disadvantages Data input required for every template. Risk of human error is increased. Possibility of loosing or destruction of sheets. No data standardisation. Slower input of data. No automation of data input. 4.4.2 Technological Tools When applied correctly electronic collection of asset data can significantly increase the speed and accuracy of data collection. There are obvious upfront costs in the purchase of hardware and software and training of staff in the use of such tools however the long-term benefits outweigh the short-term costs. Tools have been developed in the Architectural sphere that can be applied to different processes and applications. Those can be applied for condition auditing, equipment testing and work order management. These tools should not just be seen as one off use. 4.4.2.1 Using Personal Digital Assistants (PDA) Tools have been developed for existing HealthAMMS users that can be used for the collection of asset information and for asset condition monitoring. Both tools have been developed on the same hardware and software and further applications are being investigated. File: apo103x.doc Page 112 of 181 Issue: 0.5

PDAs provide a completely portable method of data collection and allow simple and relevant information to be recorded without the need for superfluous fields and data to be visible. PDAs allow the single user, mobility and speed to collect valid and accurate information. The systems to date, have been set up to require minimal input from the data collectors. Data collectors only need to select from required drop down boxes and enter asset specific information. The PDA are then synchronised to the network and the field data is uploaded into tables for final verification and checking prior to upload into HealthAMMS. There are some limitations to the use of PDA including the small screens, information contained on the screen and input style. With training and smart programming the limitations can be overcome and the benefits of technology realised. Advantages Highly portable. Cheap cost for hardware. Long battery life. Alternative uses. Automatic synchronisation from field to upload file. All data standardised. Minimal input required. Disadvantages Limited information on the screen. Limited screen designs. Some training required for those without previous exposure. Difficult input style (i.e. using stylus with on-screen keyboard or graffiti). 4.4.2.2 Using Laptops Similar to PDA s laptop computers offer the same mobility and ability to record asset information automatically. Laptops have the ability to record more information, have more user-friendly screens and input. However their portability and cost need to be weighed up in comparing with PDA technology. Advantages Portable Full functionality Highly customisable screens Ease of input Direct input into upload tables All data standardised minimal input required Alternative uses Disadvantages Hardware is expensive Need to move around with laptop on a cart Limited battery life Some training in the use of the software File: apo103x.doc Page 113 of 181 Issue: 0.5

Both technological tools offer advantages and disadvantages over each other and over a paperbased solution, however it comes down to the other variables such as skills, resources, budgets and proposed methodology and the AHS need to decide which methodology and tool best suits their requirements. Tool Templates PDA Laptop Advantage cost effective simple input minimal training add additional information Disadvantage extensive input required increase risk of error risk of lost or destroyed data no data standardisation slower input of data additional data input required highly portable cheap hardware long battery life automatic synchronisation direct input standardised data minimal input alternative use limited information on screen limited screen design training required difficult input portable fully functional customisable ease of input direct input standardised data minimal input alternative use expensive hardware limited battery life training required limited mobility 4.5 ASSET TAGGING RECOMMENDATIONS As previously mentioned assets need to be easily identified by a unique number and this will assist in the day-to-day management of assets. To assist in this management it is recommended that assets be distinctly identified using Equipment Identification tags. Tagging assets is particularly useful for non-fixed assets that cannot be readily located through the location hierarchy. When deciding on an appropriate method of tagging for assets, the following issues should be considered: Location of tag: The tag should be in a standard, easily accessible, location while being sensitive to the required aesthetic qualities of the asset. Size of tag: The tag should be of sufficient size to allow for ease of application and readability. It should also be small enough to be applied to the asset without inhibiting its use or affecting the aesthetic qualities of the asset. Tag material: The tag should be resistant to wear, water, tampering and the abrasive cleaning of assets undertaking in the healthcare environment. Tag detail: Where possible the tag should show the name of the AHS and/or Hospital as well as the Equipment ID. There are a number of identification options, outlined below. Regardless the method of identifying an asset, it is paramount the ID number is unique and that the numbers are stringently managed and maintained. This may involve the centralisation of the issuing of asset numbers to the HealthAMMS team for all asset owners and maintainers within the AHS. File: apo103x.doc Page 114 of 181 Issue: 0.5

4.5.1 Written Labels While handwritten labels of assets are an option, it is not ideal or desirable. Handwritten labels introduce another level of error generation to the data collection process by allowing for the possibility of asset Equipment ID s to be incorrectly transposed. Handwritten labelling also has the disadvantage in that labels are quite large and generally not durable. 4.5.2 Engraving Engraving of assets is a valid option where assets have a high value or management requirement and/or the assets undergo extensive cleaning and sterilisation. If assets require engraving for identification purposes then the process for issuing the valid identification number needs to be stringently followed. Unlike labelling, engraving is a permanent process and the correct number needs to be applied to the asset correctly in the beginning. Currently a number of biomedical groups engrave some of the medical equipment. 4.5.3 Barcoding Barcoding of assets has the primary advantage in that it enables the asset Equipment ID to be read by a handheld electronic device. Barcoding also has the advantage that the labels can be pre-printed and are smaller and more durable than handwritten labels. If the tagging or unique identification of assets is currently a business process within the AHS then these tags should be used where possible and only new or untagged assets need to be brought in line with current procedures. It is prudent to ensure that the current existing numbering system is not duplicated and that more than one asset has the same identification number. 4.5.4 Room Identification It is mandatory that each room be identified with a unique numbering system/code so that work requests and service providers can efficiently locate and identify a room or space. In most cases a room number will suffice as the identification label. But in facilities where room numbers are not used then another method of labelling the room is required. AHS can use barcodes or labels to identify the room and it is recommended that these labels be placed in a position where that is standard across the facility and that is secure enough to ensure that they are not removed or damaged in anyway. File: apo103x.doc Page 115 of 181 Issue: 0.5

APPENDIX A ESSENTIAL ASSET GROUP/TYPES A complete listing of critical asset groups/types will be included on agreement of the master asset list by the Master Asset List subcommittee. In lieu of the master asset list, use the general guideline in Section 3.1. File: apo103x.doc Page 116 of 181 Issue: 0.5

APPENDIX B CAPITAL WORKS DATA COLLECTION CHECKLIST Data Collection for Capital Works in Progress Activity Output Criteria Identify all current Capital works in progress Brief Project Managers and Contractors Collect Construction data Test and load data A list of all current Capital Works in progress and those that will be occur during the HealthAMMS implementation timetable Obtain a copy of the NSW Health Asset Management requirements specification and provide to project managers for implementation at their project. Direct Design consultants and Contractors to provide CAD and "as built" drawings in accord with the Aperture data protocols. Procure the WebFM Health system for each project by either: Direct purchase by AHS under NSW Supply Contract ITS 2305 and provision to Project Contractors for their use; or Direct the project managers to arrange procurement by the Contractor of WebFM services as a nominated supplier under NSW Supply Contract regulations Implement suitable quality checks on asset and drawing data prior to completion. Ensure timely delivery of WebFM Health data CD and Aperture compliant CAD drawings at handover of the new project. Load a copy of the completed O&M Data CD and Aperture conforming CAD drawings into the AHS instance of HealthAMMS at the Enterprise server. Director/Manager Capital Works Director/Manager Capital Works Director/Manager Capital Works Director/Manager Capital Works Director/Manager Capital Works. Director/Manager Capital Works Director/Manager Capital Works Director/Manager of IT File: apo103x.doc Page 117 of 181 Issue: 0.5