Digital imaging in asset management

Concern has been expressed with respect to the management of public infrastructure. Recent trends have seen the establishment of the State Asset Register and the creation of an Infrastructure Sustainment model looking at asset management and sustainment over a period of twenty years.

Asset management within the Department for Education and Children's Services is based upon the Building Land Asset Management System (BLAMS) developed by SACON (now the Department for Building Management); the Land Owners Tenure System (LOTS) managed by the Department for Environment and Natural Resources and a variety of methods for accounting for minor assets which will be incorporated into the EDSAS accounting package as it is introduced in schools over the next few months.

To enhance the existing information, research involving digital imaging technologies has been undertaken. These processes enable managers to establish and maintain digital image information (inclusive of areal photography) and to call up this data when required for project management, annual maintenance and minor work considerations, compliance with legislative requirements (eg Occupational Health and Safety) and refurbishment.

The ultimate position the Department is working towards involves the integration of a number of databases through a geographic information system to provide a comprehensive desk top management system.

This workshop examines methods of collecting and manipulating data and provides for some hands on experience with the systems.

Definitions

• Asset: An asset is generically an item of value to the organisation. It may take the form of personnel, intellectual property; land and buildings; fixtures and fittings.

• Asset Management: Is the process of managing the assets (or infrastructure) to meet the needs of our clients. The Department has a duality of responsibility, firstly to Government for the management of the fixed asset base, the recurrent budget and the educational outcomes as prescribed within the Education Act; and secondly the provision of services to the community through schools.

The definition has been refined to "Asset Management is used in the global sense to mean the sum of all activities connected with the provision and operation of appropriate capital assets for the cost effective delivery of services. In particular, it covers the whole of life cycle of assets from forward planning for asset acquisition to eventual asset disposal".

Overview statement

If existing services are to be maintained at a satisfactory level, it is essential that the replacement of current assets is given a high priority. It is short sighted to continue to spend on new buildings if the State cannot afford to maintain the facilities we already have, especially given that every building itself represents an extension of the need for further future maintenance.

The Infrastructure Sustainment Project looked at the development of a base line for the sustainment of the status quo for the next twenty years, having regard to a series of parameters which may clearly influence the base case upwards. This project has challenged the current base of data held within the BLAMS database. Additional research has been commissioned on condition statements, particularly the apparently hidden components of the built form such as pipes and wires. The definition of an economic life for a school has yet to be resolved.

The integration of information contained on the BLAMS database, Education Department School Administration System (EDSAS) (when fully operational), Schools and Facilities staff in order to develop long term asset management plans for all school sites remains a priority.

The development of the State Asset Register, leading towards the introduction of accrual accounting in the financial accounting of assets. Stage one of the process has been completed. Monthly variation reporting will be required, leading to a combination of data for the November return.

Future asset management will be based upon whole of life models.

Within this context, the requirement to develop whole of life asset management plans for all sites is apparent. One tool in the development of the system is the use of digital imaging.

This workshop looks at the practicalities of such a system and the methodologies available.

Overview of workshop presentations

The workshop will explore practical examples of:

Alternate school designs
• School in houses

Condition assessment of assets

• A case study

Project management

• The application of digital imaging to project management at Cleve Area School

Occupational Health and Safety Audits:

• A demonstration of the use of digital imaging in undertaking an occupational health and safety survey and in training and development.

The definition of standards

• A series of standards will be demonstrated through the use of digital imaging.
• Case study - Naracoorte High School Science laboratory.

Real time problem solving using desk top video conferencing

• A demonstration of the articulation of a real problem occurring in a distant school, and the methodology used to address the situation.
• The relationship to the BLAMS database.

The Building Lands Asset Management (BLAMS) database

• The integration of data with digital imaging to enhance management of assets.

The technology to be demonstrated

• 35 mm colour negatives have been converted to Kodak Master PhotoCD, multi session CD-ROM, capable of producing photographic quality reproductions in desk top publications

• 6 cm square colour negatives have been converted to Kodak Pro PhotoCD, multi session CD-ROM, capable of producing photographic quality reproductions in desk top publications.

• PhotoCD Player: Kodak PhotoCD Portable Player PCD 960.

• Digital Camera: Apple QuickTake 100; Kodak DCS200i

• Computer: Apple Centris 660AV, 40M Ram; 240 MB Hard Drive, internal CD-ROM, 1.4 MB SuperDrive

• Computer: IBM compatible, 4 MB Ram, MB hard drive, TRYST package.

• External Hard Drive: 200 MB Cartridge, able to read and write to 44 and 88 MB cartridges.

• Software: Adobe Photoshop v2.5.1; Kodak Shoebox; Apple Photoflash (QuickTake 100 software )

• The advantages of using CD-ROM

  • ability to store up to 600 MB of data
  • archival quality
  • multi session, ie can add additional information when required
  • Kodak PhotoCD is mastered to ISO9660 standard
  • each disk has an unique number

Authors: Brian March, Manager, Facilities Policy & Standards, Policy Unit, Corporate Services Division, Department for Education & Children's Services, SA. 08 226 1026 Peter Dalwood, Manager, Communications, Corporate Services Division, Department for Education & Children's Services, SA. 08 226 1537 Kerry Hudson, Asset Management Unit, SACON. 08 226 5153 Please cite as: March, B., Dalwood, P. and Hudson, K. (1994). Digital imaging in asset management. In J. Steele and J. G. Hedberg (eds), Learning Environment Technology: Selected papers from LETA 94, 158-160. Canberra: AJET Publications. http://www.aset.org.au/confs/edtech94/mp/march.html