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Facilities and Services Division Process Definition: Engineering and Technical Services

QMS-FS-PRO-62-001 Revision 2

Page 1 of 19

UNCONTROLLED WHEN PRINTED

Process Definition:

Engineering and Technical Services

1. SUMMARY

1.1. This document defines the processes provided by the Engineering and Technical Services

(E&TS) business unit in detail.

1.2. The relationship between this Business Unit process and the other Business Unit

processes within the Facilities and Services Division (F&S, or the Division) management

system is illustrated in the process flow map included in the Quality Manual.

2. REVISION AND APPROVAL

Rev. Date Nature of Changes Approved By

0 24/11/2016 Final for Publication Mark Pritchard

1 03/02/2017 Added new Process Flow (QMS-FS-PRF-62-011) Mark Pritchard

2 23/03/2017 Revised E&TS TAR Process Flow (QMS-FS-PRF-62-006) Mark Pritchard

3. PROCESS DEFINITION

3.1. The Engineering & Technical Services Planning (E&TS) team have an integral role to play

in managing the asset life cycle and asset management plans (AMPs) across the ANU.

The E&TS team provide specialist advice, technical expertise and strategic planning in the

fields of building engineering services (eg. Civil, structural, electrical, mechanical,

hydraulic, fire) and building management systems for assets across the University.

3.2. Campus facilities and infrastructure are key enablers in the delivery of teaching, learning

and research outcomes. The linking of the capability and management of the campus

infrastructure is informed by a comprehensive understanding of the conditions,

performance and functionality of the asset and infrastructure.

3.3. Effective management of these assets occurs through a strategic asset management plan

which provides the framework for measuring and recording the condition and performance

of existing assets as well as identifying future requirements and funding strategies for the

various assets, consistent with the intended future use.

3.4. E&TS team outcomes cover the following:

Investigation and scoping of projects including energy efficiency program

Management of specific technical projects

BMS building management

Asset Management Planning for Buildings, colleges, and estate wide

Condition assessments for buildings

Provide technical input into the ANU CBRM

Technical advice to the service delivery team and other internal and external

stakeholders



Page 2 of 19


Supporting processes and practices for Asset Management

Support to incident response

Emergency preparedness and evacuation procedure training

4. BUSINESS UNIT PROCESS OBJECTIVES AND METRICS

4.1. The E&TS business unit process objectives and metrics have been derived from, and align

with, the Goals detailed in the F&S 2016 Strategic Business Plan.

4.2. The objectives for the E&TS processes are defined in detail below and reviewed during the

conduct of quarterly management reviews; see the documented procedure Management

Review.

4.3. In addition, each process objective has at least one metric (or KPI) with which

management can measure the effectiveness of the Business Unit process. These are also

defined below and reviewed quarterly in records of management reviews.

Objective 1 – Establish energy consumption baseline per building to enable the achievement of

energy reduction targets (Meets F&S Divisional Goals 1, 3, and 5)

Team Tasks KPI Lead By By When

Energy audits Top 50 Mechanical

Engineer

Ongoing

Building Tune-ups Top 50 Mechanical

Engineer

Ongoing

Capital works to improve energy

efficiency

Use energy audit to develop

program

Mechanical

Engineer

Ongoing

Objective 2 – Provide technical input to the preventative and statutory maintenance programs

(Meets F&S Divisional Goals 2, 3 and 5)


Optimize preventative and

statutory maintenance programs

Review monthly PM and SM

reports

Discipline Leads

Ongoing

Identify potential capital works to

address PM or SM issues

Provide technical specifications

for implementation

Discipline Leads

Ongoing

Development and evaluation of

tender packages

Provide technical input and

scope

Discipline Leads

Ongoing



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Objective 3 – Capital renewal and backlog maintenance programs (Meets F&S Divisional Goals 2, 3 and 5)


Identify assets and infrastructure

requiring replacement

Conduct and review condition

assessments

Discipline

Leads

Ongoing

Ensure availability of relevant and

accurate asset attributes with the

provision of technical advice

Provide asset data to program

team

Discipline

Leads

Ongoing

Objective 4 – Client focused outcomes (Meets F&S Divisional Goals 1 and 5)


Enhance and maintain

communications with other units in

the Maintenance Portfolio

Regular fortnightly trade based

meetings between SDT, CRT and

E&TS

Discipline

Leads

Ongoing

Enhance and maintain

communications with parties

external to F&S

Participate in monthly

contractor meeting

Discipline

Leads

Ongoing

Develop and maintain project

related communications with ANU

stakeholders

Project dependent Discipline

Leads

Ongoing

Objective 5 – Maintain AMP process for the ANU (Meets F&S Divisional Goals 1 and 5)


Maintain governance documents

and framework for AMP

Review governance documents

and framework for AMP in line

with review dates

Asset

Planning

Officer

Ongoing

Maintain levels of service “ins &

outs” document

Annual review of levels of

service “ins & outs”

documentation

Asset

Planning

Officer

Ongoing

Develop and maintain estate and

building asset management plans

Annual review of estate and

building asset management

plans

Asset

Planning

Officer

Ongoing

Develop and maintain

communications with ANU

stakeholders

Ongoing meetings held with

stakeholders

Asset

Planning

Officer

Ongoing

Develop and manage the backlog

and capital renewal work programs

Develop and review backlog and

capital renewal work programs

6 monthly

Asset

Planning

Officer

Annually /

6 monthly



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Objective 6 – Manage the BMS and EMS systems for the ANU (Meets F&S Divisional Goals 1 and 5)


Receive, manage and undertake

BMS works

Respond to BMS work orders

within Maximo priority

timelines

BMS team Ongoing

Develop and manage BMS

improvements and upgrade

programs

Provide a program for continual

improvement of the BMS at

ANU

BMS

Engineer

Ongoing

Electrical metering Manage all aspects of the

electrical metering program

BMS

Engineer

Ongoing

Objective 7 – ETS input into CBRM (Meets F&S Divisional Goals 1 and 5)


Manage, update and review CBRM

owned by ETS

Review annually, provide input

when necessary

ETS

Manager

Ongoing

5. PROCESS OWNERS AND RESPONSIBLE PARTIES

5.1. The owner of this process is the E&TS Planning Manager (Technical).

5.2. The ETS Planning Manager reports to the Associate Director – Maintenance and is a key

member of the leadership group within the Maintenance portfolio. The ETS Planning

Manager is responsible for the line management of the specialist electrical and mechanical

engineers, building and fire officers, the BMS engineer and technicians within the team.

5.3. The ETS Planning Manager uses initiative and technical expertise to establish, negotiate,

innovate, implement and provide proactive communication, advice, services and

strategies, consistent with the values and priorities of the Division, University and relevant

government legislation and statutory frameworks.

5.4. The ETS Planning Manager develops and maintains professional and effective working

relationships, and is responsive and works closely with campus tenants, Facilities and

Services staff, external clients and contractors to ensure all engineering and technical

services meet requirements.

5.5. The ETS Planning Manager also works closely with the Associate Director – Maintenance,

Client Relationship Manager, Program Manager and Service Delivery Manager to ensure

an excellent standard for all aspects of maintenance services provision across the

Maintenance portfolio, with a focus on strategic planning and continuous improvement.



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6. TYPICAL PROCESS INPUTS

6.1. The typical required inputs for the E&TS process are:

6.1.1. Technical information needed:

OM Manuals, drawings and technical specifications

Commissioning documentation

Standards and codes

Post-occupancy evaluations

BMS and Asset data

Fire monitoring

MAXIMO Technical Assistance Requests

Procurement documentation

Asset Renewal Values

Building data

Maintenance funding models

6.1.2. Resources needed:

BMS laptops

Basic trade-specific tools and PPE

Cameras

Monitoring and measuring instruments

Specialised software (IES, Camel, AutoCAD, MAXIMO, Archibus)

Mobile phones and tablets

Templates and metadata

6.1.3. Personnel needed:

The E&TS Planning section comprises ten full-time positions, as detailed below:

Position Level Position Title

SM1 E&TS Planning Manager

SM1 Mechanical Engineer

ANU08 Mechanical Engineer

SM1 Electrical Engineer

ANU08 E&TS Officer - Hydraulic

ANU08 E&TS Officer - Building

ANU08 E&TS Officer

ANU07 E&TS Officer - Asset Planning

ANU08 BMS Engineer

ANU07 BMS Technician





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6.1.4. Special training needed:

Use of specialist software platforms (IES, MAXIMO, AutoCAD, ArchiBUS, BMS Platform Training)

Review PDR’s and PDs for special training

Attending technical conferences and workshops

7. TYPICAL PROCESS STEPS

7.1. E&TS processes cover the following functional activities, and are captured in the process

flow charts attached herein:

QMS-FS-PRO-20-004 Indoor Thermal Comfort Evaluation Procedure

QMS-FS-PRF-62-002 Bushfire Assessment or Fire Safety Audit

QMS-FS-PRF-62-003 New Building Fire Monitoring System Connection

QMS-FS-PRF-62-004 Building Emergency Training and Exercises

QMS-FS-PRF-62-005 Fire Systems Impairment

QMS-FS-PRF-62-006 E&TS Technical Assistance Request

QMS-FS-PRF-62-007 Commissioning Utilities Meter

QMS-FS-PRF-62-008 Verifying Meter Data

QMS-FS-PRF-62-009 Patch Utilities Meter Data Points

QMS-FS-PRF-62-010 Decommission Utilities Meter

QMS-FS-PRF-62-011 E&TS HVAC Issue and/or Assessment

Conduct Energy Audits (to be drafted)



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Indoor Thermal Comfort Evaluation Procedure

AN

USt

aff

/ St

ud

ent

Man

ager

/

Sup

ervi

sor

Bu

ildin

g C

ust

od

ian

CR

TE&

TS B

MS

QMS-FS-PRF-20-004 Rev B

Raise Thermal Comfort (TC)

issue

EndFollow Indoor TC

GuidelineTC issue

resolved?Yes

Monitor / Log TC levels

TC outside

recommended levels?

No No

Raise Service Request

Yes

Schedulers Raise WO and assign to

E&TS BMS for resolution

Investigate

Defective Control?

Rectify, then close WO

Yes

CRT inform Users TC issue resolved

Plantoperating as

intended?

No

Yes

NoCorrective

Maintenance / TAR process

Reassign WO to

Sustainability Office



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E&TS - Bushfire Assessment or Fire Safety Audit

Clie

nt

Fire

Saf

ety

Off

icer

Ass

ista

nt

Dir

ecto

r

QMS-FS-PRF-62-002_Revision 0_20161124

Start(Fire Safety Audit or

Bushfire Assessment)

Prep for site visit (documents, past

data)

Organise access to the site

Engagement with site staff

Access site

Compile all necessary data

Assessment handed to the Associate

Director for review

Apply changes

Changes required?

YES

NO

End

Prepare Fire Safety Audit or Bushfire

Assessment documentation

Cross-reference F&S Fire Safety Audit

Register or Bushfire Management Plan

Send final copy to the Site manager,

F&S Senior Management Team,

Relevant College and the ANU

Insurance Office

YESApprove

NO



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E&TS – New Building Fire Monitoring System Connection

Clie

nt

Fire

saf

ety

Staf

f A

DT

Del

egat

e


Start

Email ADT for processing

ADT process the form

Invoice received from ADT

Delegate Approves payment

Cost recovery End

Update Master List of fire monitoring

Complete application form

1.Name of building,2.Building no.

3.Building Custodian 4.Projects

5.Fire system details



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E&TS – Building Emergency Training & Exercises

Ch

ief

War

den

sE&

TS F

ire

Safe

tyW

ork

En

viro

nm

ent

Gro

up


Start

Chief Warden(s) requests training

Work order raised

Notify Work Environment Group

Schedule training session in HORUS

Room booked, date scheduled

Deliver training session with

building wardens(2 hours)

Execute Drill

Invoicing END

1.WHS Registration2.ANU Policy

3. AS 3745

Post Drill Debriefing/Report

Written report with respect to

improvments

Training or Exercise?

Exercise

Training



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E&TS - Fire Systems ImpairmentC

lien

tFi

re T

ech

nic

al O

ffic

erM

ain

ten

ance

sta

ff /

C

on

trac

tors


Start

Advise a Fire System Impairment Imminent

Issues Fire Impairment Form

Completes part 1 of Fire Impairment

Form

Notify building custodians, insurers

and fire brigade

Fire System Impairment Ends

Completes part 2 of Fire Impairment

Form

Notify building custodians, insurers

and fire brigade

Form deriving of entire assessment

End

Emergency Control Organisation and

Building Staff notified

High Risk Activities Cease

(if applicable)

Emergency Control Organisation and

Building Staff notified

High Risk Activities Re-commence (if applicable)



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E&TS – Technical Assistance

E&TS

Tec

hn

ical

Off

icer

Clie

nt

Co

nsu

ltan

tC

RT

/ SD

TC

on

trac

tor

QMS-FS-PRF-62-006_Rev 0A_20170323

Analyse TAR & determine

appropriate course of action

Client review / accept TAR

End

Formulate Advice?

Yes

No

Analyse Request for Technical Advice

Formulate Technical Advice

Response

GenerateTechnical Advice

Conduct analyses, research and make recommendations

Seek Independent

TechnicalAdvice?

Yes

No

Analyse Scope of Work (SOW)

Provide Tender Response (Quote)

Identify Technical Solution

Cost Technical Solution

Quote for Corrective

Maint

Develop Scope of Work (SOW)

No

Review Independent

Technical Advice

Accept Quote?

No

Generate Purchase Order/Work Order

Complete Scope of Work (SOW)

Raise Invoice & Work Completed

Report

Yes

External

Review and approveInvoice

Commence Scope of Work (SOW)

No

Yes

Client review / accept TAR

Client review / accept WO

E&TS TOto raise Child WO

Yes

Clarification

Raise TAR iawQMS-FS-PRF-63-005

Manage WO iawQMS-FS-PRF-61-002

Internal



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E&TS – Commission Utilities Meter

BM

S Te

chn

icia

nC

on

trac

tor

Sust

ain

abili

ty

Team

Fin

ance

Tea

mP

PM

QMS-FS-PRF-62-007_Rev 0_20161124

No

Yes

YesStart

Organise new utilities meter

installation

Engage contractor to verify meter

data

Engage contractor to

patch data points

Provide PPM commissioned meter details

Update Reporting System

Reporting system

updated?

Validate data between reporting tool and SkySpark

Is thedata valid?

No

Update Master Spreadsheet, inform

Sustainability & Finance

Update energy usage data

Update invoicing

Install new utilities meter and datapoints

End



Page 14 of 19


E&TS – Commission Utilities Meter – Verify Meter Data

BM

S Te

chn

icia

nC

on

trac

tor

(th

ird

par

ty)

Met

er

Inst

alla

tio

n

Co

ntr

acto

r

Pro

ject

D

eliv

ery

Dat

a P

atch

C

on

trac

tor


YesNo YesYes

No

Start

End

Provide GL Code to pay for testing and

commissioning

Engage third party contractor to verify

data to meters

SubmitCommissioning

Sheets?

Verify data and submit

commissioning sheets

Check addressing and verify meter

hierarchy

Commissioning Sheet with port

addressing

Addressing& hierarchy

verified?

Engage contractor to integrate meters into SkySpark and

SQL database

Integrate meters into SkySpark and

SQL database

Verify data from meter to SkySpark

Datato SkySpark

verified?No



Page 15 of 19


E&TS – Commission Utilities Meter – Patch Data Points

BM

S Te

chn

icia

nD

ata

Pat

ch

Co

ntr

acto

rIT

SP

roje

ct D

eliv

ery

Team

QMS-FS-PRF-62-009_Rev 0_20161124

Yes

Start

End

Provide GL Code to pay for testing and

commissioning

Engage ITS approved contractor

Patch Data Points & submit

Commissioning Sheets

Commissioning sheet?

No YesLog IT Service

Request to activate ports

Activate ports

NoPorts

active/correctVLAN?



Page 16 of 19


E&TS – Decommission Utilities Meter

BM

S Te

chn

icia

nC

on

trac

tor

Sust

ain

abili

ty

Team

Fin

ance

Tea

mP

PM

QMS-FS-PRF-62-010_Rev 0_20161124

Yes No

Start

End

Organise meter decommissioning

Decommission utilities meter

Remove and return meter to BMS

Complete and submit job paperwork

Meter decommissioned?

NoProvide PPM

decommissioned meter details

Update Reporting System

Update Reporting system?

Yes

UpdateMaster Spreadsheet

& inform Sustainability &

Finance

Update energy usage data

Update invoicing



Page 17 of 19


E&TS - HVAC Issue or Assessment

Engi

nee

rin

g &

Tec

hn

ical

Ser

vice

sO

ther

s(I

nte

rnal

or

Exte

rnal

)

QMS-FS-PRF-62-011 Rev. B

HVACWork Order (WO)

Corrective Maint or TAR

QMS-FS-PRF-63-005

EndE&TS - TAR

QMS-FS-PRF-62-006

BuildingType?

EquipmentFailure?

BMS

ELECor

MECH?

Yes

Assess No. ofCHILD WO s

Required

ElectricalStand Alone

TARrequired?

Mechanical

No

Raiserequired No. of

CHILD WO s

Review and assess BMS Controls

No

DetermineScope of Work

for TAR

DetermineScope of Work

for BMS

Yes

Delivery?

RaiseCHILD WO

External

Contractorcompletes WO

Raise WO Completion Report

E&TS completeWO

Internal

Raise WO Completion Report



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8. TYPICAL PROCESS OUTPUTS

8.1. The typical results (outputs) of the process are as follows:

8.1.1. Product produced:

Reports

Technical drawings

Plans

Specifications

8.1.2. Documents or technical information produced:

Technical Advice Reports

Condition and assessment reports

Energy management reports

Incident investigation reports

Project Management documentation (Tender SOR/SOW/Specs)

Business cases and project briefs

Asset Management Plans and associated capital works

8.1.3. Records produced:

Technical specifications and drawings

Project Management documentation (SOR/SOW/Specs)

Incident investigation reports

8.1.4. Services produced:

Review external consultants technical drawings and specifications

Liaison with external specialist consultants

Verbal and written technical advice

Internal consultancy services

Review technical deliverables associated with Capital works projects

9. RELATED RISKS

9.1. The following risks are identified related to this process.

9.2. Management may elect to conduct a formal risk assessment for any of these risks; the

preferred method of risk assessment is the ANU Risk Management Framework.



Page 19 of 19


Risk

Like

liho

od

Co

nse

qu

ence

Ass

essm

en

t Sc

ore

Mitigation

No or limited information

in O&M manuals and

project documentation to

be able to make educated

decisions

Like

ly

Maj

or

Hig

h

- F&S project officer s to ensure all O&M manuals

and specifications are received by the ANU.

- F&S Drawing Office to ensure documents are

stored appropriately.

- Contribute to CBRM requirements

ANU drawings not being

updated

Alm

ost

cert

ain

Mo

der

ate

Hig

h

- Provide F&S drawings for updating

- Incorporate drawing updates as part of

deliverable of the project.

No access to the latest

standards, codes or

specifications

Po

ssib

le

Mo

der

ate

Mo

der

ate

- Ensure the ANU maintains its login to Australian

Standards

- Ensure professional memberships with AIRAH,

Engineers Australia etc.

Dynamic procurement

documents and no central

repository of documents Like

ly

Mo

der

ate

Mo

der

ate

- F&S to set up a central repository for documents

- Must be part of the QMS

Project delays due to NCA

approval process

Po

ssib

le

Maj

or

Mo

der

ate

- Provide NCA the required information in a timely

manner

- Plan projects well in advance

No information on

condition or age of assets

for the AMP Like

ly

Min

or

Mo

der

ate

- F&S Program team to manage asset data

- Provide Program Team data required

- Undertake audits and assessments

Aging BMS infrastructure

Like

ly

Mo

der

ate

Mo

der

ate

- Develop ongoing program to manage the ANU

BMS system

Increase of heating and

cooling calls at peak times

Like

ly

Mo

der

ate

Mo

der

ate

- Ensure leave is minimal

- Develop service level agreement with a supplier