© State of NSW through Transport for NSW
Transport Service Provider Asset Management Reporting Standard
Developed by:
Infrastructure and Services Division
Status: Final
Version: 1.0
Objective Reference: A5568643
Date of Issue: 27 November 2017
Effective Date: 27 November 2017
Review Date: 1st August 2019
Security Classification: Open Access
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 2 of 31
Standard governance
Owner: Principal Manager Infrastructure and Fleet Services, Service Delivery and Asset Management, Infrastructure and Services Division
Authoriser: Director Infrastructure Management, Service Delivery and Asset Management, Infrastructure and Services Division
Approver Executive Director, Service Delivery and Asset Management, Infrastructure and Services Division
Document history
Version Status Effective Date Notes
1.0 Final 8 December 2017 First issue
For queries regarding this document, please email [email protected].
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 3 of 31
Table of Contents
Standard governance ...................................................................................................................................... 2
Document history ............................................................................................................................................ 2
1. Introduction .............................................................................................................................................. 4
1.1. General .................................................................................................................................................. 4
1.2. Purpose .................................................................................................................................................. 5
1.3. Application ............................................................................................................................................. 6
1.4. Reference documents ............................................................................................................................ 9
1.5. Terms and definitions ............................................................................................................................ 9
2. Monthly Reporting Requirements ........................................................................................................ 14
3. Quarterly Asset Performance Reporting Requirements ................................................................... 15
3.1. Executive Summary ............................................................................................................................. 15
3.2. Asset Management Plan Delivery ....................................................................................................... 16
3.3. Asset Performance .............................................................................................................................. 19
3.4. Asset Assurance .................................................................................................................................. 23
3.5. Asset Specific Risks ............................................................................................................................ 27
3.6. Review of AMP Risks .......................................................................................................................... 28
A.1. APPENDIX A: Example of Maintenance Work Plan Delivery Schedule* ............................................ 29
A.2. APPENDIX B: Defect Management Example* .................................................................................... 30
A.3. APPENDIX C: Asset Failures Example* .............................................................................................. 31
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 4 of 31
1. Introduction
1.1. General
Transport for NSW (TfNSW) owns and manages a portfolio of assets valued at over
$130 billion, with a primary focus to deliver safe, reliable, and integrated transport services.
In order to meet organisational objectives and growing service demands, TfNSW engage a
number of Service Providers to Operate and Maintain (O&M) assets over the life cycle.
TfNSW has developed the Transport Service Provider Asset Management Standard, which
defines the requirements for Asset Management Plans. Through a process of reviews and
analysis TfNSW and the Service Provider agree on the outcomes of the AMPs based on cost,
scope, risk and performance to deliver the service outcome objectives.
The Transport Service Provider Asset Management Reporting Standard aims to monitor the
agreed deliverables and effectiveness of the AMPs, which includes asset condition and
performance to meet service outcomes. Further, this standard supports a consistent approach
to asset reporting across Transport modes to:
Apply appropriate investment decisions across the cluster to manage risk.
Determine the appropriateness of technical standards (such as Technical Maintenance
Plans) for the assets.
It is essential that Service Providers are able to demonstrate that assets are managed
effectively and that those assets support TfNSW (the Client) short and long-term service
outcomes. This reporting function is a critical part of the TfNSW asset management and
maintenance assurance framework to give confidence that assets remain sustainable and
expenditure is efficient and effective.
For the purpose of this Reporting Standard, Service Delivery and Asset Management is the
Client, and is represented by the TfNSW Contract Manager identified via the contract. Where a
contract is not in place (typically for TfNSW assets managed internally) Service Delivery and
Asset Management (Infrastructure Management) is the Client. This arrangement applies to
Transport Management Centre (TMC), Ticketing & Concessions, Customer Services Division,
Group IT, and Roads and Maritime Services.
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 5 of 31
1.2. Purpose
This standard forms part of a broader TfNSW Assurance Framework and provides TfNSW with
a ‘health check’ of the agreed Asset Management Plan (AMP) outcomes (performance and
condition of assets) agreed between TfNSW and the Service Provider. Where the reporting
identifies a variance to the agreed outcomes TfNSW may conduct further intervention through
the Assurance Framework.
This reporting standard does include a number of measures that may be considered
performance measures as these are necessary to establish (for example) the content and
progress of annual works plans.
The standard defines the asset reporting requirements for monthly, quarterly and annual
reporting. Where Service Providers are required to provide monthly and/or quarterly report via
the Contract (e.g. operational report), the asset management reporting outlined in this Standard
will form a sub-component of the overall report.
At a practical level, the reports shall provide an overview of how the assets and Service
Provider are performing against the agreed AMP. The Service Provider shall use the report to
identify any areas of concern and/or emerging trends to TfNSW. The reporting shall be
integrated with the Service Providers Asset Management System and align to the Asset
Portfolio and agreed categorisation of Production provided (ie projects, programs or activities).
Furthermore, the structure and content of the information reported shall support the next
iteration of the AMP and future programs of work.
The suite of reports generated by the Service Provider will form part of the assurance provided
to TfNSW regarding the integrity of the assets. For this purpose TfNSW may share and
distribute the reports to relevant technical experts within TfNSW (such as the Asset Standards
Authority).
The reports may be used to trigger other assurance activities conducted by TFNSW such as
asset assessments, audits or reviews.
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 6 of 31
Figure 1 Transport Asset Assurance Cycle
1.3. Application
It is intended this standard applies to all Service Providers who are engaged by TfNSW for the
Operation and Maintenance (O&M) phases of the asset life cycle from the standard “effective
date”. Service Providers engaged prior to the ‘effective date’ shall commence aligning their
asset management reporting to the Standard.
The Standard notes that different business models exist across different transport modes and
contract types. While this Standard is mode agnostic, a suite of mode specific guidelines will be
developed in consultation with Service Providers to use in conjunction with these guidelines.
The application of this standard with existing Service Providers will vary between contracts, as
existing asset reporting contract requirements may already be in place. As part of the
development process for this Reporting Standard, the TfNSW Contract Manager will work
collaboratively with the Service Provider to map the requirements of current contracts against
the requirements of the Reporting Standard.
This standard covers asset reporting requirements. The Service Provider shall submit asset
reports for the following AMP delivery periods:
8 - Monthly Asset Reports (M),
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 7 of 31
4 - Quarterly Asset Reports (Q), and
1 - Annual Asset Summary Reports (A),
as outlined in Figure 2 and Table 1.
Figure 2 Reporting Schedule
The structure and content of reports may be adapted to fit with the requirements of existing AM
systems and business processes, working towards the following principles established by the
Transport Service Provider Asset Management Standard:
All assets owned by TfNSW are contained in an asset management system/s with a
controlled process for adding/modifying/decommissioning assets
There is a mechanism for identifying and ranking asset condition
There is a documented set of asset production management/maintenance
activities/programs (that can be attributed to assets and condition information above)
Each year an Asset Management Plan approved by the Service Provider Executive is
developed and submitted consistent with the points above that identifies the risks for
TfNSW as the Asset Owner (including any backlog) and provides a range of options to
manage and mitigate these risks over the contract year and asset life cycle
Each year an annual works program is developed and made available through a
documented process by the Service Provider following a cyclical process that integrates
the stages in the dot points above
At the commencement of the works program, reporting is undertaken consistent with
above requirements that reports on progress throughout the year and an emerging risks
or trends consistent with the requirements outlined in this Reporting Standard
Reporting due dates are as follows:
Report Type Monthly Performance Report
Quarterly Performance Report
Purpose and scope Asset performance dashboard
report format with agreed
KPIs, along with explanatory
comments as required.
Asset performance report with
detailed trend analysis of
agreed KPIs and metrics over
the quarter. Also included are
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 8 of 31
Report Type Monthly Performance Report
Quarterly Performance Report
This report shall include a
rolling 12 months of data
where possible.
the delivery of maintenance
program and compliance
activities.
Service Provider Reporting
Schedule*
Each Month from July to June
Due to the TfNSW Contract
Team within 10 business days
of the consecutive month
unless otherwise specified in
the contract.
Note: monthly dashboards are
still required when submitting
the quarterly reports
Each Quarter: July-September
(Q1), October -December
(Q2), January-March (Q3),
and April-June (Q4)
Due to the TfNSW Contract
Team within 15 business days
of the consecutive month
unless otherwise specified in
the contract.
Note: the June quarterly
report will include the annual
summary report
TfNSW Review Schedule Report reviewed and
comments sent (if any) to
Service Provider via the
Contracts Team within 5
business days following
receipt of report (or will be
integrated with the Contract
Team comments each month)
Report reviewed and
comments sent (if any) to
Service Provider via the
Contracts Team within 15
business days following
receipt of report (or will be
integrated with the Contract
Team comments each
quarter)
Table 1 Detailed Reporting Schedule
*Through collaboration and agreement the Service Provider and Contract Manager may
consider a flexible approach to how the O&M reports for existing contracts may be delivered.
This standard is intended to define the minimum Asset Management reporting requirements to
ensure the prudent level of assurance around an asset.
The quarterly reports shall provide cumulative trend data as the year progresses and include
the monthly reporting data for that month. The fourth quarterly report (due in say July) will
provide the cumulative trend data for the year and trend analysis (the annual report). The
Annual report will either be the accumulative report of the 4th quarter, or a separate document,
subject to agreement between the TfNSW Contract Manager and Service Provider.
All reports shall be structured in a way that maximise visibility of trend data and reduce the need
to undertake manual comparison of monthly reports to establish trends or risks.
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 9 of 31
Sections 2 and 3 of this Standard onwards shall be used as a template for the Asset
Management Monthly Dashboard and Quarterly Performance Reports respectively. The Service
Provider may choose to include additional graphs/tables/commentary to support their analysis.
It is recognised that the scale of operations and maintenance activities will vary depending on
the size of the asset portfolio managed by individual Service Providers (including AEOs and
Transport Agencies). The detail of information and analysis included by the Service Provider
shall be fit for purpose given the nature of the asset and is subject to agreement with TfNSW
Contract Manager.
The Service Provider must ensure that emergency events or priority maintenance responses
that significantly impact services or system safety shall be immediately communicated to the
TfNSW Contract Manager.
1.4. Reference documents
Transport Asset Management Policy
TfNSW Asset Management Framework (AMF) - Overview
Transport Standard – Transport Service Provider Asset Management Plan Standard
ASA Standard T MU MD 00011 ST- Concessions to ASA Requirements
ASA Standard T MU AM 01004 ST Maintenance Service Schedule Classification and
Compliance
TfNSW Asset Management Plan
ASA Standard T MU AM 02001 ST Asset Information and Register Requirements
ASA Standard T MU AM 02002 TI Asset Classification System
ASA Standard T MU AM 01007 TI Asset Reference Codes Register
Note: internally published documents are available on request
1.5. Terms and definitions
The following terms and definitions apply in this document:
Term Definition
Asset is an item, thing or entity that has potential or actual value
to an organisation
Asset Class used to define and group assets having a similar nature in
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 10 of 31
the operations of an entity and comprised of a number of
related asset functions. Often split into Infrastructure and
Fleet.
Asset Life is the period from identification of need to asset creation to
asset end-of-life
Asset Life Cycle includes the whole of life cycle activities and activities that
are specific to a phase or several phases during a lifecycle,
and includes:
demand/need
plan
acquire
operate/maintain
dispose
Asset Management
Policy
The policy describes how TfNSW and Service Providers
apply asset lifecycle principles and practices to meet
TfNSW’s Corporate Plan objectives, which are:
a) To plan for a transport system that meets the needs
and expectations of the public and customers;
b) To promote economic development and
investment;
c) To provide integration at the decision-making level
across all transport modes;
d) To promote greater efficiency in the delivery of
transport infrastructure projects; and
e) To provide safe and reliable delivery of transport
and productive freight services.
Asset Maintenance asset maintenance includes any activity performed on an
existing asset with an intention of enabling the asset to
perform to the required level of service until the asset is
scheduled to be upgraded or disposed of
Asset maintenance, in the context of this document, has
two components:
1) Recurrent maintenance, also referred to as
routine maintenance, is the regular ongoing day-to-
day work that includes the immediate prevention
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 11 of 31
and correction of failures/defects in assets to
ensure the assets are in a safe and operational
state. Recurrent maintenance is funded from the
OPEX budget.
Recurrent maintenance includes:
o Corrective maintenance includes the work
which is carried out when an asset is either
close to failure or unsafe to use due to
significant wear and tear, and intended to
restore the asset to a state in which it can
perform its required function at the acceptable
level of risk.
o Predictive maintenance includes testing,
inspecting and monitoring assets to indicate
rates of degradation and predict failures.
o Preventative maintenance includes the work
which is carried out at predetermined intervals,
or corresponding to prescribed criteria, and
intended to reduce the probability of failure or
the performance degradation of an asset.
2) Capital maintenance, also referred to as
renewals, is the renewal or replacement of an
existing asset, that has reached the end of its
useful life with a new asset capable of providing the
current or agreed alternative level of service as the
existing asset. Capital maintenance is funded from
the CAPEX budget
Asset Maintenance
Strategy
a plan that defines maintenance strategies goals and
targets in alignment to achieving the Asset Management
Policy for the Assets which seeks to achieve best value for
money over the whole life of an Asset
Asset Management
Plan (AMP)
means the plan developed for work to be carried out in
respect of the Asset Lifecycles for Assets, which provides
an assessment of the long term funding requirements and
the approach to manage asset performance/condition risks
to meet the required service outcomes.
Asset Management is the coordinated activity of an organisation to realise value
from assets (ISO 55000)
Asset Mode means by which people and freight achieve mobility. They
fall into one of three basic types land (road, rail and active),
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 12 of 31
sea and air.
Asset Type used to define and group assets that perform the same or
similar asset function and which may serve the same
purpose within an asset function. An asset type will have
characteristics that distinguish them separately from other
asset types within an asset function (different technical
specification or different construction).
ATSB means Australian Transport Safety Bureau
Client refers to TfNSW, the recipient of the reports
Contract Manager Refers to TfNSW’s representative as the Client
Concession is a written authority issued by a discipline head or an
authorised person that allows a particular procedure to
deviate from a TMP across an asset class subject to given
conditions. Alternative terms are waiver, deviation and
deferral.
Conditional Failure a defect is a conditional failure when it has the potential to
become a functional failure and occurs when the asset
condition is outside a maintenance threshold but it is still
able to perform its function and does not yet have
operational consequences. Conditional failures may need to
be monitored as part of condition assessment or repaired.
Defect
Deferral
See conditional failure. Any notice, task or fault which has
resulted from an inspection, complaint, observation or
measurement, It maybe a task resulting from an inspection.
All defects will needs to be scheduled for rectification with a
due date and priority.(subject to a risk based approach).
*TfNSW note the “defect” terminology may vary across
modes. Where a Service Provider considers the “defect”
terminology to vary from the definition provided in this
standard the Service Provider will need to seek agreement
between the TfNSW Contract Manager and Infrastructure
Management team.
See Concession
Deviation See Concession
EPA means NSW Environmental Protection Authority
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 13 of 31
Failure means the inability of a system or asset to perform its
intended function or inability to satisfy some predetermined
conditional attribute.
Fleet Type used to define and group the types of passenger fleet within
the train, light rail vehicle, ferry and bus asset classes
Functional Failure a defect is a functional failure when the asset cannot fully
perform its design function and generally causes immediate
operational consequences such as train delays or loss of
power, subject to the level of available redundancy.
Government Agency means a government or semi-government entity including
any agency, statutory corporation, statutory authority,
department or state owned corporation, but excluding
political parties.
ISO 9001 means Quality Management Standard ISO 9001
KPI means a Key Performance Indicator
Latitude
Maintenance Works
Program (MWP)
is the allowed variance (+/-) of a TMP service schedule
from its planned date (due date). Latitudes are for planning
purposes as service schedules cannot always be
completed on the actual day due.
The Maintenance Works Program (MWP) or otherwise
known as the Annual Works Program is a comprehensive
list of planned Major Preventative Maintenance (MPM)
activities by program, scope and funding for the delivery
year and is an output of the Service Providers AMP
ONRSR means Office of the National Rail Safety Regulator
OTSI
Potential Failure
means NSW Office of Transport Safety Investigations
A failure that occurred but did not impact on services or was
detected and due to for example asset redundancy (ie
availability of another asset) did not impact on the Service.
Service Provider Where TfNSW engage either, a Government Agency, or an
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 14 of 31
external organisation for the maintenance of assets owned
by Transport for NSW
Specifications means the documents which specify the business
requirements and systems requirements necessary to meet
the requirements of relevant Laws, standards and codes of
practice and policies, rules and procedures.
Technical Maintenance
Plan (TMP)
defines the maintenance plan applicable for an asset. The
TMP defines what maintenance tasks are to be performed
(packaged as service schedules), when (frequency,
conditional or statistical trigger) and where the maintenance
tasks are to be performed including required materials,
consumables and tools and equipment. Each TMP must be
signed by competent persons or as appropriate.
2. Monthly Reporting Requirements
The Monthly Report is aimed to provide a health check of the implementation of the asset
management plan agreed between TfNSW and the Service Provider. This report is presented in
a dashboard style format, with brief commentary as required.
The monthly dashboard may include metrics (such as lead indicators and lag KPIs) as agreed
between TfNSW and the Service Provider relevant to the management of the asset.
In addition to the dashboard, the Service Provider shall as a minimum provide commentary on
the following:
Any asset related incidents reportable to a regulator
Impact of asset performance on service delivery
Description of any high impact events and emerging risks
The Service Provider shall provide mitigations or cure plans where appropriate.
Metric Type Metrics
Asset Management Indicators
Routine Maintenance:
% preventative maintenance activities (TMPs) planned
vs completed*
Any other indicators as agreed between the TfNSW
Contract Manager and the Service Provider
Management Indicators Any Special area of interest (e.g. a particular asset type
or geographical location)
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 15 of 31
Metric Type Metrics
As agreed between the TfNSW Contract Manager and
the Service Provider during AMP production/approval
Table 2 Example of Asset Management Metrics
*Target as per contract/as agreed with TfNSW Contract Manager. The expectation is that future
contracts will have a target of 100% for this metric.
3. Quarterly Asset Performance Reporting Requirements
Quarterly reports represent the main focus of the Service Provider assurance to TfNSW.
At a practical level, the report shall provide an overview of how the assets are performing
against the agreed AMP. The Service Provider shall use the quarterly report to identify any
areas of concern and or emerging trends to TfNSW.
3.1. Executive Summary
The Quarterly Report provides key analytics of the performance of the Service Provider against
the agreed AMP (in contrast to the monthly reports which provides key summary cumulative
data but limited analytics and commentary). The Service Provider shall provide a brief summary
of asset performance for the quarter and highlight any asset trends (eg areas of concern), as
well as the proposed actions to mitigate any risks or potential service impacts and alignment to
asset management objectives.
The Quarterly Report will be reviewed by TfNSW as part of the ongoing assurance from the
Service Provider regarding the integrity of the assets delivered through the AMP Framework.
In the last quarterly report of the financial year, the Service Provider shall provide a summary of
asset performance over the year, including:
Adverse trends across the year, how they were addressed, and the outcome
Identified risks, how they were addressed, and the outcome
Summary of any significant event relevant to the management of the asset
Overall compliance with TMPs
Whether the annual works plan was achieved, and the associated financial impact (noting
that this may overlap with other contract deliverables)
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 16 of 31
In the first instance data may be provided on a rolling 12 month basis or on a cumulative
monthly basis as long as by the end of each quarter/year trends can be readily identified without
reference to multiple reports.
3.2. Asset Management Plan Delivery
The Service Provider shall report and monitor the deliverables required of the Asset
Management Plan (AMP) to meet the service outcomes.
3.2.1. Routine Maintenance Compliance – Total
The Service Provider shall report on compliance with asset inspections and mandatory cyclic
maintenance requirements, normally defined within the Service Provider’s Technical
Maintenance Plan (TMP) or similar documentation.
This is measured by the percentages of preventative (also referred to as planned) maintenance
work orders that were completed by the end of the quarter and classified as either compliant or
non-compliant. Completed Routine Preventative Maintenance work orders are considered
complete-compliant if they are completed within the TMP latitude, and complete-non-compliant
if they were completed outside the TMP latitude, but had an APPROVED concession before the
end of the latitude period.
Concessions are as defined in ASA Standard T MU MD 00011 ST- Concessions to ASA
Requirements (or as per special contract conditions). Where a particular requirement from this
standard is found not to be directly applicable to the Service Provider, the intent of the standard
shall be considered (i.e. a risk based approach for managing deviations from the TMP or similar
maintenance plan).
A Routine Preventative Maintenance activity is considered non-complete-non-compliant if it was
not completed within the TMP latitude, and did not have an approved concession.
Delivery Metric
The metric is defined as:
Total Routine Maintenance (Work Orders) Planned vs Completed: % Complete (includes
previous quarter and current quarter with a rolling 4 quarters of data. ie data from quarter 1
of a new delivery year will show the last 3 quarters of the previous year) , reported by asset
type, or as required by the contract
Reported against a 100% compliance target, or other target agreed with the TfNSW
Contract Manager
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 17 of 31
Any Complete and Non-Compliant or Non-Complete Non-Compliant Routine Maintenance
activities shall be reported directly to the Contract Manager as it occurs, if there is an
associated safety risk, as agreed with the TfNSW Contract Manager
Typically this information may be represented in the form of a graph. This information and its
representation is subject to agreement with the TfNSW Contract Manager.
Commentary Analysis Requirements
For any non-compliance with the required Routine Preventative Maintenance inspections, the
Service Provider shall provide comment on:
Assurance that all concessions were granted and mitigations in place before the TMP
latitudes were breached, with a summary of approved concessions
If any maintenance activities were not completed and did not have an approved concession
the Service Provider will be required to make a declaration of assurance regarding the
integrity of the system including providing what was the reason and what are the
associated risks and mitigation strategies
Risk mitigations, action plans, and any potential service impacts as applicable
3.2.2. Routine Planned Maintenance Compliance – Safety Critical and Safety Significant
Where these categories of inspection are completed, the Service Provider shall also report on
compliance with related TMPs as follows. Typically, this applies to rail systems.
Safety Critical Routine Maintenance Inspections
Safety critical inspections are those nominated Routine Maintenance inspections of critical
infrastructure that shall be conducted to enable the operation of TfNSW infrastructure.
These inspections are necessary to identify immediate failures in safety critical assets.
Planned safety critical inspections or tasks are nominated in Technical Maintenance Plans
(or similar documentation), and actual inspections shall not be extended beyond the
specified task period without defined and approved risk mitigation measures being in place.
Fleet operations are not permitted unless necessary safety critical inspections of
infrastructure have been undertaken and any necessary risk mitigation is put in place.
When less than a 100% result is recorded, a concession (based on risk assessment and
mitigation) shall be obtained for the planned inspections. Improvement in this area has
been as a result of a specific focus on ensuring that safety critical inspections are carried
out on time as per the relevant TMPs.
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 18 of 31
Safety Significant Routine Maintenance Inspections
Safety significant inspections are Routine Maintenance inspections of infrastructure to
protect against eventual failures of safety significant components. These tasks involve, for
example, civil, signal and electrical disciplines.
Planned safety significant inspections or tasks are nominated in Technical Maintenance
Plans (or similar documentation), and actual inspections shall not be extended beyond the
specified task period without defined and approved risk mitigation measures being in place.
This reporting is subject to agreement with the TfNSW Contact Team.
See section 3.2.1 for the Delivery Metric and Commentary requirements to be applied to this
section.
3.2.3. Maintenance Works Program Delivery
The Service Provider shall report on the Maintenance Works Program (MWP), which comprises
recurrent MPM and MPM Capital Program delivery for the current financial year. This shall be
reported against the baseline Maintenance Works Program submitted as part of the current
Asset Management Plan, and as agreed with the TfNSW Contract Team.
The MWP represents the program of works required on the asset to sustain asset condition
over the life cycle of the asset to meet the service outcomes. The development of the MWP
shall be aligned to section 8.8 Asset Management Framework for the Transport Service
Provider Asset Management Plan Standard.
Delivery Metric
The metric is defined as:
Planned versus actual (for the agreed baseline) for the quarter
Planned versus actual (for the agreed baseline) year to date
Planned forecast for the remaining year
Typically the information in this section may be represented in graph or table form. Refer to
appendix A for illustration. This information and representation is subject to agreement with the
TfNSW Contract Manager.
Commentary Analysis Requirements
The Service Provider shall provide comment on:
Maintenance programs which deliver below 95% (unless specified otherwise in the
contract) of the baseline must provide an explanation regarding:
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 19 of 31
- the cause of the change
- any impact to backlog (dollars and scope)
- Risk mitigations
- Action plans, progress of action plans, and how the Service Provider plans to catch up
on missed planned maintenance
- Any potential service impacts
3.2.4. Maintenance Works Plan Financials
This Section is relevant to transport agencies, or where the contract provides for financial
reporting, the Service Provider shall report on Maintenance Financials. Typically both for the
quarter and financial year to date in terms of:
Recurrent Maintenance– Budget v Actual
- RM and MPM
Capital Maintenance (MPM Capital) – Budget v Actual
Total – Budget v Actual
Delivery Metric
The metric is defined as:
Planned versus actual (for the agreed baseline) for the quarter
Planned versus actual (for the agreed baseline) year to date
Planned forecast for the remaining year
Commentary Analysis Requirements
The Service Provider shall provide comment on:
significant variances to budget
any consequential effects on risk and service provision
what TfNSW can do to assist/support program recovering
3.3. Asset Performance
The agreed AMP and Maintenance Works Program between TfNSW and the Service Provider
represent an agreed position on scope, funding asset condition and service performance.
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 20 of 31
This section provides TfNSW a summary of asset condition, performance and assurance which
measures the effectiveness of MWP to deliver the service outcomes agreed between TfNSW
and the Service Provider.
3.3.1. Defect Management
The Service Provider shall report on how it is managing defects to reduce potential failures and
impact to services by providing trends and analysis of defects over time.
*TfNSW note the “defect” terminology may vary across modes. Where a Service Provider
considers the “defect” terminology to vary from the definition provided in this Standard the
Service Provider will need to seek agreement between the TfNSW Contract Manager and
Infrastructure Management team.
Conditional, functional and potential failures shall be reported.
Delivery Metric
The metric is defined as:
Total number of new defects open and closed by infrastructure and fleet assets by quarter
and cumulative total no. of defects remaining open (includes previous quarter and current
quarter with a rolling four (4) quarters of data. ie data from quarter 1 of a new delivery year
will show the last three (3) quarters of the previous year) .
Analysis of defects that require an immediate or prioritised response open and closed by
infrastructure and fleet assets (this is a subset of data from the previous dot point above).
The cumulative number of defects (that require an immediate or prioritised response)
remaining open (includes previous and current quarter with a rolling 4 quarters of data ..
TfNSW may require further information in regard specific high risk to asset classes
TfNSW will work with the Service Provider to establish the definition immediate and
prioritised response for each mode and asset class.
TfNSW will work with the Service Provider to establish a method to report on defects with
revised completion dates. TfNSW notes that all Service Providers have different processes
and systems to manage this process.
Typically the information in this section may be represented in graph or table form. Refer to
appendix B for example illustration. This information and representation is subject to agreement
with the TfNSW Contract Manager.
Commentary Analysis Requirements
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 21 of 31
For defects which affect TfNSW Asset Management outcomes, the Service Provider shall
provide comment on:
Adverse trends, including details of recurring defects
Mitigations and actions in place to reduce the increasing cumulative defects for immediate
and priority defects.
3.3.2. Asset Failures
The Service Provider shall report on this measure, which provides an indicator of the impact of
asset failures and/ or the potential to affect service punctuality. An asset failure is where an
asset breakdown has occurred and the asset failed to perform its required function (asset
failures usually have immediate operational consequences), or a potential asset failure that
occurred but did not impact on services or was detected and due to for example asset
redundancy (ie availability of another asset) did not impact on the Service.
Delivery Metric
This metric is defined as:
Aggregated total number of asset failures to system/s in a defined period as agreed with
TfNSW, typically defined in the peak periods and 24 hour period
Total number of failures affecting the service by infrastructure and fleet assets
Total number of service delays as a result of asset failure.
Where TfNSW require further information regarding asset failures, TfNSW will work with
Service Providers.
These metrics shall be reported on for both Service Affecting Failures and 24 Hour Failures.
The delivery metric shall be split between infrastructure and fleet assets, as well as by corridor if
applicable to mode.
Typically the information in this section may be represented in graph or table form. Refer to
appendix C for example illustration. This information and representation is subject to agreement
with the TfNSW Contract Manager.
Commentary Analysis Requirements
The Service Provider shall provide comment on:
Analysis of trends for the aggregated asset failures and resulting service delays, including
repeated failures
Asset failures which caused significant service delays during the quarter
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 22 of 31
Risk mitigations & actions resulting from the service disruptions
3.3.3. Asset Reliability
TfNSW is currently developing definitions and targets for asset reliability across transport asset
modes. For the purpose of this standard any current contractual KPIs will remain in place and
the Service Provider will continue to report as required.
Future reporting standards will consist a number of reliability targets including for Infrastructure
Mean Time Between Failures (MTBF) for specified types of Infrastructure assets which have a
significant contribution to incidents that affect network reliability.
It is noted that for Fleet assets, the Service Provider shall report on the Mean Distance Between
Failures (MDBF) for specified types of fleet assets against targets agreed with TfNSW Contract
Manager.
Delivery Metric
Fleet MDBF broken down into Fleet type (where targets exist)
Monthly (on a 12 month rolling basis)
Typically the information in this section may be represented in graph form. This information and
representation is subject to agreement with TfNSW Contract Manager.
Commentary Analysis Requirements
The Service Provider shall provide comment on:
Analysis of any adverse trends and their causes
Resulting mitigations & actions
3.3.4. Fleet Availability
Service Providers responsible for the operation and/or maintenance of fleet assets shall report
on the number of fleet vehicles and the percentage of all vehicles that are classified as
deployable each peak period to operate passenger services against targets agreed with
TfNSW.
Delivery Metric
Monthly Fleet availability % broken down into Fleet type, on a 12 month rolling basis and
YTD
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 23 of 31
Quarterly Fleet availability % broken down into Fleet type, on a 12 month rolling basis and
FY
Typically the information in this section may be represented in graph form. This information and
representation is subject to agreement with TfNSW.
Commentary Analysis Requirements
The Service Provider shall provide comment on:
Analysis of any adverse trends and their causes
Resulting mitigations & actions
3.4. Asset Assurance
3.4.1. Notifiable Incidents
The Service Provider shall report on notifiable occurrences, including accidents or incidents
associated with Transport operations that have, or could have, caused significant property
damage, serious injury, death, or is of a class that is prescribed by Regulators (ONRSR, ATSB,
EPA, etc.) to be a notifiable occurrence.
Notifiable incident will be agreed to between the Service Provider and TfNSW Contract
Manager.
3.4.2. Audits and Assessments
The Service Provider shall report on audits and assessments conducted on its systems,
accounts and processes, to provide assurance the systems are delivering the AMP
objectives/outcomes.
This section includes internal audits, and external audits and assessments by:
TfNSW (AEO & I&S Contract Team)
Regulators (ATSB, ONRSR, OTSI, EPA, etc.)
Standards (e.g. ISO 9001)
Internal (condition audits, quality audits)
Delivery Metric
The metric is defined as:
Number of audits planned (baseline)
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 24 of 31
Number of audits completed
Number of audits overdue
Number of significant findings
Typically the information in this section may be represented in table form. This information and
representation is subject to agreement with TfNSW.
Commentary Analysis Requirements
The Service Provider shall provide comment on:
Overdue audits with resultant actions
Significant findings, how they shall be addressed, and subsequent progress
3.4.3. Engineering Change Requests and Concessions
The Service Provider shall report on engineering change requests/modifications and
concessions.
These are a deviation from an approved maintenance procedure (e.g. standard or TMP) which
is owned and managed by either the Service Provider or TfNSW through the ASA. This also
includes proposed new standards or type approvals.
The purpose of this section is to make TfNSW aware of any changes to the maintenance
schedules and standards of the assets it owns, and the subsequent risk to safety and reliability
as a result of these changes.
Delivery Metric
Subject to agreement between TfNSW and the Service Provider, this metric can be replaced
with an appropriate alternative metric. The metric is defined as:
Total No of Engineering Approved Concessions Granted
Concessions against Standards
Concessions against Technical Maintenance Plans (TMPs). Concessions granted against
TMPs must be in place before the latitude period has expired.
Analysis of the number of engineering approved concessions
Total No of changes proposed to existing or new proposed TMPs (rolling 3 months look
ahead forecast)
Total No of proposed type approvals (rolling 3 months look ahead forecast)
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 25 of 31
Typically the information in this section may be represented in either graph or table form. This
information and representation is subject to agreement with TfNSW.
The Service Provider shall also include a detailed table as an appendix that details:
Asset group (i.e. infrastructure or fleet) and component
Mitigation
% increase past TMP requirement
Maintenance task
Issue/reason concession required
Original and revised maintenance completion date
Is request open or closed/new or outstanding or outstanding from a previous quarter
Commentary Analysis Requirements
The Service Provider shall provide comment on:
Risk based approach (% increase past TMP requirement) with each concession, and
assurance that the mitigations have no adverse effects on Asset Management objectives.
Mitigations may include requesting TfNSW intervention i.e. change to services
3.4.4. Access to Assets
TfNSW is currently developing definitions and targets for access to assets to provide sufficient.
access to the Transport networks to maintain and assurance the assets. For the purpose of this
standard any current contractual KPIs will remain in place and the Service Provider will continue
to report as required.
For the purpose of this standard The Service Provider Shall report on changes to the approved
baseline access to assets program (where applicable) for Asset Management Activities.
Note: Access to Assets can also be defined as “Possessions”
Delivery Metric
Subject to agreement between TfNSW and the Service Provider, this metric can be replaced
with an appropriate alternative metric.
The metric is defined as:
The number of possession changes from AMP baseline access to assets program
The number of possession changes as a result of approved concessions
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 26 of 31
Commentary Analysis Requirements
The Service Provider shall provide comment on:
Detail of change, reason for change, risk mitigations and service impacts
Ongoing assurance that changes and mitigations are appropriate to deliver the
maintenance program and service outcomes
Declaration that there is no adverse impact to the delivery of the AWP
3.4.5. Requests for Information
Where applicable, the Service Provider shall report on the number of asset related ministerial
(or equivalent) Requests for Information (RFI) submissions received and responded to by the
Service Provider during the reporting period, and a brief narrative summary of the RFI
Delivery Metric
The metric is defined as:
Date RFI submissions received
Description
Responded by (Branch/Section)
Response Summary
Reference
3.4.6. Compliance with POEO Act
The Service Provider shall report on its compliance with the Protection of the Environment
Operations (POEO) Act 1997. Details of noise complaints resulting from infrastructure and fleet
are of particular importance to Transport for NSW, and an example of how the Service Provider
shall report on this area are provided below. The Service Provider shall use a similar template
for reporting on other areas of compliance with the POEO Act relating to asset management,
such as the number of reported pollution incidents, and results of environmental audits.
Delivery Metric
The metric is defined as:
The number of complaints received, number of complaints resolved, number of complaints
outstanding at the end of each quarter
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 27 of 31
Actions taken, causes and reporting on any progress on the on-going programs of works
relating to noise or pollution mitigations
Actions taken to comply with results of environmental audits
Typically the information in this section may be represented in graph form. This information and
representation is subject to agreement with TfNSW.
Commentary Analysis Requirements
The Service Provider shall provide comment on:
Number and nature of complaint
Ongoing and outstanding complaints
Mitigation actions and progress
If applicable, the Service Provider shall also include the number of new properties
accepted as eligible on the Noise Abatement Program, the number of properties planned to
be treated, and the number completed and outstanding properties in this category
The above delivery and analysis requirements are based on noise and pollution complaints, but
can relate to any issue identified in the POEO Act.
3.4.7. Seasonal Activities
Typically, the Service Provider shall report on –
Seasonal high risk maintenance activities that require monitoring over a defined period
Report as required on the progress of actions on risk mitigations and potential service
impacts.
This section is designed to cover changes in high risk asset condition or performance.
3.5. Asset Specific Risks
This section would include any areas relevant to the Service Provider that are not covered
elsewhere in the report, but that are relevant to TfNSW. In these areas the Service Provider
shall cover:
Metric and duration of reporting as agreed between TfNSW and the Service Provider
Progress of actions on risk mitigations and potential service impacts
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 28 of 31
3.6. Review of AMP Risks
This section shall include an update of the effectiveness of risk management and controls as
identified in the AMP, as well as any new or emerging risks.
The risks can either be in the form of new or changing assets risks based on service changes
or emerging condition risks. Should the Service Provider determine a change in the MWP is
required to mitigate for changing asset condition, the Service Provider shall provider the
analysis and justifications for the change.
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 29 of 31
A.1. APPENDIX A: Example of Maintenance Work Plan Delivery Schedule*
Activity Unit
Annual Target
(Asset
Requirement)
17/18
Baseline
Quarter
Planned
Quarter
Actual
Year
to
Date
Full Year
Forecast
Cumulative
Planned
Baseline
(10 years)
Cumulative
Actual
(10 years)
Program 1 Km 30 30 5 5 5 30 300 275
Program 2 Km 45 45 12 8 8 40 450 413
Program 3 Km 37 37 5 5 5 37 370 338
Program 4 Each 10 10 2 2 2 9 100 92
Program 5 Each 10 10 4 3 3 8 100 93
Program 6 Km 35 35 13 15 15 35 350 330
Program 7 Each 8 8 2 2 2 8 80 74
Program 8 Km 28 28 6 6 6 28 280 258
*This is sample data only. Details will be agreed between the Service Provider and TfNSW Contract Manager.
The sample data above for Program 2 and Program 5 show significant differences between scope planned
and delivered/forecast. This will require further analysis and commentary by the Service Provider identifying
risk to service outcomes and asset condition.
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 30 of 31
A.2. APPENDIX B: Defect Management Example*
*This is sample data only. Details will be agreed between the Service Provider and TfNSW Contract Manager.
Transport Service Provider Asset Management Reporting Standard
Infrastructure and Services Division
VERSION 1.0
Date: 27 November 2017 UNCONTROLLED WHEN PRINTED Page 31 of 31
A.3. APPENDIX C: Asset Failures Example*
110
115
120
125
130
135
140
145
0
5
10
15
20
25
30
35
40
45
50
Q1 Q2 Q3 Q4
Service Affecting Asset Failures - 24 Hours
Infrastructure A Infrastructure B Infrastructure C Services Affected
0
10
20
30
40
50
60
0
2
4
6
8
10
12
14
16
18
April May June
Service Affecting Failures - 24 Hours (Quarter 4 by Month)
Infrastructure A Infrastructure B Infrastructure C Services Affected
*This is sample data only. Details will be agreed between the Service Provider and TfNSW Contract
Manager.