Asset data capture for local government

As a council, you are responsible for keeping your facilities and assets safe and functional for your community. That starts with knowing what you own, what condition it is in and when each asset will need maintaining or replacing.

We specialise in asset data for councils. In the past five years our trade-qualified auditors have mobilised over 100 asset data capture, building audit and condition rating projects for local government across Australia and New Zealand.

We are platform agnostic. We do not sell asset management systems, so the capture is built to your specification and delivered in the import format of the system you already run. You sign off the data structure before fieldwork and the pilot output before rollout.

People walking and picnicking in a public park at sunset

Asset data services for council portfolios

We deliver all three from one mobilisation, so the register, the condition ratings and the renewal data come from the same site visit.

Asset data capture

We build your register from scratch or verify the one you already hold and log the differences. Every asset is located, recorded, classified to your framework, labelled where you want labels and delivered in your system’s bulk import template.

Building condition assessments

We rate every element in a building against your scale and record its defects, rectification cost and remaining life. Every rating carries the auditor, the date and the photograph behind it, so you can see the basis for each one.

Lifecycle and capital planning

We turn condition and asset data into a ten year renewal and maintenance programme with costs, priorities and funding scenarios. Major and minor renewal programmes are reported separately where your template asks for that.

Working to your specification

We configure the capture to your written requirements before anyone goes to site, so the dataset you receive is the one you specified.

Capturing to your data framework

We capture to the levels your framework defines, from the building down to the component and sub-component. Your hierarchy, code lists, naming conventions and mandatory attributes are mapped with you in an alignment workshop before fieldwork starts.

Hierarchy and code lists
Naming conventions
Mandatory attributes
Floor plan verification against site conditions

The scale you report against

We rate on the scale your specification names. You sign off the pilot output against that scale before we audit any of the rest of the portfolio.

IPWEA 0 to 10, under the Knowledge Management System
IIMM 1 to 5
Your own criteria
Overall condition by engineering judgement, not an average of components
Useful life and remaining useful life

Defects, risk and priority

We record, cost and prioritise every observed defect against your own risk matrix and response times. High and extreme risk defects are reported to you the day we find them.

Likely cause and recommended treatment
Repair cost estimates at current rates
Risk and maintenance priority
Components needing specialist investigation or a Level 2 assessment
Immediate action reports

Getting onto your sites

We book inspections around your service hours, and arrange childcare, kindergarten and maternal and child health sites in advance, outside service hours where possible. Roofs are inspected by drone where safe access is not available.

Police checks and Working with Children Checks for every one of our field employees
Arrival confirmed 48 and 24 hours before each visit
Out of hours and shutdown windows
Drone roof inspections

Fair value at component level

Fair value to AASB 116 and AASB 13 is scoped separately and delivered with our specialist valuation partner, managed by us. Replacement cost, written down value, depreciation and the methodology behind them are documented for your external audit.

Current replacement cost
Written down value
Annual and accumulated depreciation
Documented methodology and cost sources

Deliverables and turnaround

We submit each building’s data within five business days of finishing that building, and return QA rework within ten business days. Deliverables come in editable Excel and your system’s import format, so you can review as the programme runs rather than at the end.

Asset and condition dataset
Defect register
Ten year renewal and maintenance programmes
Indexed photographs
Condition assessment report

Prequalification evidence

We provide insurance certificates, safe work method statements and our OHS and quality management system documents with every submission. Our modern slavery statement and employment and social procurement statement are published.

Public liability insurance $20 million
Professional indemnity $5 million per event, $10 million aggregate
WorkCover registration
SWMS for auditing, roof inspections and working alone

Melbourne skyline seen across public parkland from the Shrine of Remembrance

Asset classes covered

We capture, condition rate or both, for any class below, to the scope your specification sets. Findings are from visual and functional observation, with no destructive testing and no removal of panels or linings.

Buildings and facilities

Municipal offices, town halls and depots
Libraries, community halls and community centres
Childcare, kindergarten and maternal and child health centres
Aquatic and leisure centres, sports pavilions and grandstands
Public toilets, workshops, sheds and residences
Heritage buildings

Fabric and fit-out

Structure and footings
Roof cladding and roof drainage
External walls, cladding, windows and doors
Ceilings, wall linings and floor coverings
Joinery, sanitary fixtures and paint finishes
Accessibility features

Building services

Mechanical and HVAC
Electrical, emergency and exit lighting
Fire detection and suppression
Hydraulics and hot water plant
Solar photovoltaic systems
Security, access control and building management systems
Lifts and hoists

Open space and recreation structures

Shelters, shade structures and barbecues
Playgrounds, skate parks and sport courts
Scoreboards, ticket boxes and bus shelters
Seats, tables, bins and bollards
Signage and lighting
Fencing, gates, retaining walls and stairs
Memorials

Aquatic and coastal

Pool shells and concourses
Aquatic plant and hydraulics
Jetties, piers and boat launching facilities
Boardwalks and lookouts
Sea walls, rock revetments and breakwaters
Groynes

Site infrastructure and drainage

Paths and tracks
Car parks and driveways
Pits, culverts and outfalls
Open channels and swales
Gross pollutant traps
Retarding basins

Some councils we have worked with

We audit council portfolios across Australia and New Zealand.

Contact Us To Find Out More

It’s never too early to understand how precision data capture can enhance the effectiveness of your asset management strategy. Complete the form below and we’ll be in touch as soon as possible.