Existing policies and procedures, business process maps which demonstrate your statutory and cyclical maintenance processes Extract of your organisation’s statutory and cyclical maintenance schedule of works For those organisations who have fire systems equipment (e.g. alarm system, fire hydrants etc), lifts, thermostatic mixing valves, and backflow prevention devices, example sections for inclusion in the Asset Management are given in . Included below are those statutory responsibilities that most or all organisations have – for smoke alarms, residual current devices. This section deals with residential smoke alarms in buildings that don’t have a fire alarm system. What arrangements does your organisation have in place to test and or clean smoke alarms? Details provided should include the categories below and details of (or references to) the related policies and procedures. Provide the Australian standards the smoke alarms meet and the legislation that is being complied with. Some organisations will outsource to dedicated smoke alarm contractors and some will handle smoke alarms on as ‘as required’ basis using electricians or other service agents. The methodology used should be provided. Details of the record keeping and the processes in place to ensure smoke alarms are not overlooked should be included. This section will detail your approach to meeting electrical safety requirements in relation to Residual Current Devices (RCDs). – Sections relating to any requirements for other statutory items your organisation may be responsible for. (See Attachment 5). Add other cyclical elements as required by your portfolio e.g. evaporative air coolers, Other cyclical maintenance activities can also be detailed here, including cleaning, grounds maintenance, pest control.
The following table contains example goals and KPIs, for your reference. Example Asset Management Goal Key Performance Indicators Target Reporting to Method of reporting Review Annual budget and 3 year forecast produced Budget agreed prior to financial year Budget and forecast based on property condition data 3 year forecast produced Budget and forecast agreed in advance of reporting period Management Committee As per budget setting process (e.g. monthly management reports) Separate budget report for responsive and planned maintenance Performance against budget Actuals within budget +/- 10% budget variance Management Committee Monthly reports against budget Quarterly review of planned maintenance program Schedule of planned maintenance works is adhered to Planned maintenance works performed as per schedule 100% Management Committee Quarterly report Quality of service: Repairs on time Tenant feedback Repairs on time: as per DHPW requirement – or insert own organisation KPIs Tenant feedback: as per NRSCH requirement plus organisation own 100 % immediate faults responded to within 1 hour 100% urgent faults responded to within 4 hours 75% tenants satisfied with condition of property 75% tenants satisfied with maintenance of Management Committee Quarterly report
indicators property The table below can be used to fill in external reporting requirements – those below are provided as examples. Reporting to Report KPIs/metrics Target Method of reporting Review of Housing and Public Works Quarterly reports Funded department-owned properties inspected meet the S4 ratings 95% As per DHPW reporting template Immediate faults are responded to within 1 hour 100% Urgent faults are responded to within four hours 100% Changes to properties are advised to the DHPW. 100% The minimum head lease quota range is achieved 100% Average time to complete vacant maintenance 11 days Monthly report Maintenance works are recorded 100% As per DHPW reporting template Annual Community Housing Annual Financial Return (CHAFR) 3 years planned maintenance forecast Annual CHAFR return Capital upgrades Qld Registrar, NRSCH NRSCH Registration and Compliance Returns Properties inspected Properties inspected at least every 3 years (Tier 1 and Tier 2) Online CHRIS portal Properties meeting condition S4 At least 70% all community housing assets meet S4 standard or equivalent Number of properties brought to
1: - The following tables are provided as examples of the way in which your organisation can provide an overview of the property portfolio in Section 2: Property Portfolio Details. Property Age Property Type 0-5 5-15 15-25 25-35 35-45 45+ D/House Duplex Dual Occupancy Attached Housing Apartment Boarding House TOTAL Property Use Property Type Long Term Community Housing (LTCH) Affordable Housing Community Managed Studio Units (CMSU) Community Rent Scheme (CRS) Crisis Program (CAP) Same House Different Landlord (SHDL) D/House Duplex Dual Boarding House TOTAL Bed Count Property Type 1 Bed 2 Bed 3 Bed 4 Bed 5 Bed
Community Rent Scheme $ $ $ $ $ $ Same House Different Landlord $ $- $- $ - $ $ Long Term Community Housing $ $ $ $ $ $ Affordable Housing $ $ $ $ $ $ TOTAL (Ex. GST) $ $ $ $ $ $ GRAND TOTAL $ $ $