SE ea z Pye | hod aaa? cals Zita Specification for the optintized management of physical Cte) geen ed enue eg}PAS 55-1:2004 Acknowledgement The development of this Publicly Available Specification has been led by the Institute of Asset Management (IAM), with the assistance of the following co-operating organizations and individuals: Sponsors AWG ple EDF Eneray FaberMaunsell Ltd National Grid Transco ple Northumbrian Water Lid Severn Trent Water plc ‘The Woodhouse Partnership Ltd Co-ordinating and Drafting Group and their responsibilities John Woodhouse Project chairman David Ford Project secretary and contractual matters Martin Cottam Technical issues Moss Mustafa Producing draft and subsequent revisions Photographs Review Panel In addition to the above, representatives of the following organizations were also part of the review panel and steering committee for the development of this PAS: CIPFA (The Chartered institute of Public Finance and Accountancy) DfT (Department for Transport) Halliburton KBR Health & Safety Executive Interbrew London Underground Lid Ministry of Defence (Defence Logistics Organisation) Network Rail (Ofgem (The Office of Gas and Electricity Markets) OFWAT (The Office of Water Services) ORR (Office of the Rail Regulator) UK National Air Traffic Services Ltd Yorkshire Electricity Group ‘The IAM gratefully acknowledges the contribution of photographs from the following organizations: Health and Safety Executive Lloyd's Register National Grid Transco ple Ofgem UK National Air Traffic Services Ltd ‘The Woodhouse Partnership Ltd ‘The reproduction of any of these photographs is not permitted, This Publidy Available Specification comes into effect on 30 April 2004 © BS! 30 April 2004 ISBN 0-580.42765 X (©5130 apr 2008i ‘Acknowledgement fi Foreword Introduction ‘ Clause 1 Scope ususe Clause 2 Notmative references Clause 3. Terms and definitions Clause 4 Asset management system elements -- Clause 4.1 General requirements Clause 4.2 Asset management policy and strategy Clause 4.3 Asset management information, risk assessment and planning 7 _---. Clause 4.4 implementation and operation " Clause 4.5 Checking and corrective action R -. Clause 4.6 Management review and continual improvement B sven Bibliography Scope and business context of this Publicly Available Specification in relation to the other critical categories of assets vill Figure 2 The relationship between the asset ‘management system, the organizational strategic plan and stakeholders 3 - Figure 3 Asset management system elements PAS 55-1:2004 (©5130 Ap 2008 =PAS 55-1:2004 Foreword This Publicly Available Specification has been developed in response to demand from industry for @ standard for carrying out asset management. It is applicable to any organization where physical assets are @ key or critical factor in achieving its business objectives and in achieving effective service delivery. ‘Asa response to this level of interest, the decision to develop a formal reference document for asset management as @ Publicly Available Specification, rather than a traditional BS or SO standard, was taken in order to meet this demand at the earliest opportunity ‘To ensure consistency with other related business system standards and to facilitate its alignment or integration, it was considered that asset management would be best standardized as a specification, with the information on implementing asset management distilled into key requirements. The criterion for including such requirements has been ‘that, without them, the asset management system would be regarded as deficient. ‘This Publicly Available Specification has been based on the familiar BS ISO format comparable with widely adopted standards such as ISO 14001 and OHSAS 18001. ‘This approach would help to facilitate the conversion of this Publicly Available Specification into a BS or an ISO if there were a market requirement to do so. ‘A further benefit of this approach is that it enables organizations to more readily assess their asset management systems, in a similar manner to assessments using ‘existing BS ISO management systems, e.g. 150 14001. ‘This Publicly Available Specification is published in two parts: Part 1: Specification for the optimized management of physical infrastructure assets; Part 2: Guidelines for the application of PAS 55-1. Itis anticipated that further parts will be added in future, Consultation ‘This Publicly Available Specification has been developed in consultation with a large number of major organizations and individuals that are active and proficient in the field of asset management (see acknowledgement). It has also been made Widely available for general public comment. ‘This Publicly Available Specification has been prepared and published by BSI, which retains its ownership and copyright. BSI reserves the right to withdraw or amend this Publicly Available Specification on receipt of authoritative advice that itis appropriate to do so. This Publicly Available Specification will be reviewed at intervals not exceeding two years, and any amendments arising from the review will be published as an amended Publicly Available Specification and publicized in Updlate Standards. This publication does not purport to include all the necessary provisions of a contract. Users are responsible for its correct application, ‘This Publicly Available Specification is not to be regarded as a British Standard. Compliance with a Publicly Available Specification does not in itself confer immunity from legal obligations. — © 88130 Aa 2004PAS 55-1:2004 4 0.1 What is asset management? ‘Asset management is simply the optimum way of managing assets to achieve a desired and sustainable outcome. ‘The practice is surprisingly modern and it has roots in many disciplines, methods, industries and countries. Much of its value stems from the universal and unifying principles on which it is founded and this has enabled it to be increasingly applied ‘across a wide range of industries and organizations covering assets as diverse as financial portfolios, digital data, public utility networks and oll production/processing ‘As the application of asset management has evolved, its focus and usage has varied considerably, not only between different industries, but also between organizations within the same industry. The development of this Publicly Available Specification isa reflection on the level of maturity that asset management is reaching in some sectors where the need for common specifications and standards is recognized. ‘With a subject that has such @ wide application, it is necessary to set out the scope and context in which any standard for asset management is intended to apply. This Publicly Available Specification is specifically intended to cover: the management of physical infrastructure assets (hereinafter referred to as asset(s), see 3.1), and in particular the assets that form the main element of our built environment such as utility networks, power stations, railway systems, oil and gas installations, manufacturing and process plant, buildings, airports, etc. ‘asset management from an organizational perspective. Itisintencled to apply in cases where an organization is primatily dependent on the function of its assets in the delivery of services or products, and where the success of an ‘organization is significantly influenced by the stewardship of the assets. In such cases, a formal approach to asset management will contribute directly to the business capability and performance of the organization. ‘The objective of asset management in this context is to ensure (and to be able to demonstrate) that the assets deliver the required function and level of performance in terms of service or production (output), in a sustainable manner, at an ‘optimum whole-life cost without compromising health, safety, environmental performance, or the organization's reputation. For the purposes of this Publidy Available Specification, asset management is defined as: systematic and coordinated activities and practices through which an organization optimally manages its assets, and their associated performance, risks and expenditures over their lifecycle for the purpose of achieving Its organizational strategic plan (see 3.2) and organizational strategic plan is defined as: sm action plan for the organization that is derived from and embodies its visior mission, values, business policies, objectives and the management of its risks (see 3.13)PAS 55-1:2004 ‘The principal benefits of asset management, in no particular order, are: enhanced customer satisfaction from improved performance and control of product or service delivery to the required standards; improved health, safety and environmental performance; ‘optimized return on investment and/or growth through efficient stewardship of assets; the ability to demonstrate best value for money within a constrained funding regime; evidence, in the form of controlled and systematic processes, to demonstrate legal, regulatory and statutory complian improved risk management and corporate governance, and a clear audit tral for the appropriateness of decisions taken and their associated risks; improved corporate image, the benefits of which may include enhanced shareholder value, improved marketability of productservice, greater staff satisfaction and more efficient and effective procurement from the supply chain; the ability to demonstrate that sustainability is actively considered as part of asset utilization and selection, ‘The physical asset is only one of the five broad categories of asset that have to be managed holistically in order to achieve the organizational strategic plan. These other categories are: human assets, information assets, intangible assets {reputation, etc) and financial assets. The scope of this Publicly Available Specification has been limited to physical infrastructure assets. The management of physical assets is inextricably linked to the other categories of assets; however within this Publicly Available Specification the other categories are only considered where they have a direct impact on the ‘optimized management of the physical assets. The scope of this Publicly Available Specification in relation to these categories of assets silustrated in Figure 1. Figure 2 provides an illustration of the relationship between the asset ‘management system, the organizational strategic plan and stakeholders. Figure 3 illustrates the asset management system elements specified in this Publicly Available Specification. It should be noted that although human factors such as leadership, motivation and culture are largely outside the scope of this Publicly Available Specification, they are critical to the successful achievement of asset management and require due consideration. This is applicable to the organization's managers, employees, contractors and suppliers. Figure 1 - scope and business context of this Publicly Available Specification in relation to the other critical categories of assets ‘aesrepontny nis ae. ASSETS This Publicly Available Specification is applicable to any asset intensive business, such as is found in the energy, transport, ‘manufacturing and utilities industries, where the greatest expenditure, effort, dependency and risks are associated with assets. {tis applicable to any organization that has, or intends to manage or invest in, a significant portfolio of assets where the ‘management of the assets is key to the effective delivery of service, product or other business objectives. tts also applicable to organizations where there is a business or public accountability requirement to demonstrate best value in the safe management of assets, e.g, education and health services. “i = (©8130 Apt 2008PAS 55-1:2004 0.2 Compatibility with other standards ‘The structure of this Publicly Available Specification has been aligned to that of ISO 14001:1996 and OHSAS 18001:1999 and has taken due consideration of the provisions of ISO 9001:2000, in order to enhance the compatibility between these documents and this Publicly Available Specification for the benefit of the user community, This Publicly Available Specification is based on the Plan-Do-Check-Act (PDCA) methodology whichis also fundamental to the process approach Promoted in ISO 9001:2000. The documents are considered to be compatible. The mode! adopted in this Publicly Available Specification is of @ coherent and interconnected set of activities and procedures which collectively constitute the POCA. cycle, with continual improvement being an integral part of that cycle. The requirements can be met by adopting a procedure-based approach as used in the text. Nate that procedures might or might not be documented, Many procedures can be simply written as descriptions of processes and, teken together with other elements of the system, such as defined responsibilities and authorities, trained and competent personnel, provide the control required to meet the needs of the organization. Ii also important to note that the requirements ofthis Publicly Available Specification are prescriptive only to the extent that they define what has to be done, not how to do it, That is for ‘the organization to determine according to their assessed needs. ‘The requirements of this Publicly Available Specification can also be met by organizations adopting a process approach. 150 9001:2000 promotes the concept of a quality management system consisting of activities that can be managed most effectively when organized as interacting processes. Implementing this specification would enable an organization to align or integrate its asset management system with related management systems. Figure 2 -The relationship between the asset management system, the organizational strategic plan and stakeholders Legal and stakeholder requirements and expectations (etme, saree, sults, ene, op WWI / <-> ED z Th = ng ey ce : TITV\ f& aa opens fbn is STITT IIIS (8130p 2006 iPAS 55-1:2004 1 Scope This part of PAS 55 specifies the requirements for an asset management system for physical infrastructure assets including components thereof, e.g generators, pumps, rolling tock, and any software code that is critical to the delivery of the function of the asset. The management of physical infrastructure assets is inextricably linked to the management of all other aspects of a business. These other aspects are only considered where they have a direct impact on the management of physical infrastructure asses. PAS 55 is not applicable to the management of other assets, e.g. reputation, knowledge, finance, This Publidy Available Specification (PAS) i applicable to al sizes of business, ‘rom small to medium enterprises through to multinationals and to any organization that wishes to: 2) implement, maintain and improve en asset management system; assure itself of its compliance with its stated asset management policy and strategy; ©) demonstrate such compliance to others, 6) seek certificationregistration ofits asset management system by an external organization; ) make a self determination and sett-declaration of compliance with this PAS, 2 Normative references ‘There are no normative references at present, 3 Terms and definitions For the purposes of this PAS, the following terms and definitions apply. 3.1 asset(s) plant, machinery, property, buildings, vehicles and other items and related systems that have a distinct and quantifiable business function or service NOTE 1 This definition reflects the scope of this PAS. NOTE 2 This definition includes any software code that is critical to the delivery ofthe function of the asset. 3.2 asset management systematic and coordinated activities and practices through which an organization optimally manages its assets, and their associated performance, risks and expenditures over their lifecycle for the purpose of achieving its organizational strategic plan 3.3 asset management objective specific outcome or achievement required of assets, asset types and/or asset system) in order to achieve the asset management strategy NOTE tis essential that such outcomes are linked ether arecty or inst to providing the products, supply or services delivered by the total busines 0 ts customers or end users - — (©185130 Ape 2008PAS 55-1:2004 3.4 asset management policy overall intentions and direction of an organization, related to the assets and the framework for the control of asset-related processes and activities, that are derived from and consistent with the organizational strategic plan 3.5 asset management strategy ‘overall long-term action plan for the asets, asset types andior asset systemis) that is derived from and consistent with the asset management policy and organizational strategic plan 3.6 asset performance target / asset condition target specific level of performance or condition required of the assets, asset types andlor asset systemis) in order to achieve {an asset management objective 3.7 asset system set of asets that interact andlor are interrelated so as to deliver a required business function or service 3.8 critical assets assets (or subset components thereof) that are identified as being critical (now or in the future) to ac ‘management policy, strategy and objective NOTE The assets can be safety-critical, envronment-citcal andlor performance-crtcal, and can relate to legal, regulatory andlor statutory requirements jeving the asset 3.9 information data in context 3.10 infrastructure system of core assets, facilities and/or equipment 3.11 life cycle time interval that commences withthe identification of the need for an asset and terminates with the decommissioning of the asset of any liabilities thereafter 3.12 optimize achieve by a quantitative or qualitative method, as appropriate, the best value compromise between conflicting factors such as performance, costs and retained risk within any non-negotiable constraints NOTE “Within constraints” does not absolve the organization from meeting all of the requirements of this specification e.g. insufficient resources fo achieve an asset management requirement (stpulated in PAS 55-1) would net be considered to bea valid constant 3.13 organizational strategic plan ‘overall long-term action plan for the organization that is di Policies, objectives and the management of its risks NOTE Some organizations cal this a Corporate Plan, Corporate Strategic Plan, Busvess Plan, etc 3.14 stakeholder pperson or group having an interest in the organization's performance, success or the impact of its activities NOTE 1. Examples include customers, shareholders, financiers, regulators, statutory bodies, employees, contractors, suppliers, unions, or society NOTE 2 A group can comprise an organization, a part thereof, or mare than one organization. from and embodies its vision, mission, values, business (85130 Api 2004 — ‘zPAS 55-1:2004 4 Asset management system elements Figure 3 - asset management system elements 4.1 General requirements ‘The organization shall establish, document, implement and maintain an asset management system and shall continually improve its effectiveness in accordance with the requirements set out in the whole of Clause 4. ‘The organization shall define the scope of its asset management system. Where an organization chooses to outsource any process that affects conformity with these requirements, the organization shall ensure control over such processes. Control of such outsourced processes shall be identified within the asset management system. 4.2 Asset management policy and strategy 4.2.1 Asset management policy ‘The organization's top management shall authorize an overall asset management policy ‘The policy shal: 2) be derived from, and be consistent with, the organizational strategic plan; b) be consistent with other organizational policies; © provide the framework which, together with the organizational strategic plan, enables the asset management strategy ‘and specific asset management objectives, targets and plans to be produced; ¢) be consistent with the organization's overall risk management framework: €@) be appropriate to the nature and scale of the organization's assets and operations; 3 (© 85130 Apa 2008PAS 55-1:2004 1) clearly state the overallfbroad asset management objectives; g) clearly state that asset management shall be directed to achieve the organizational strategic plan; h) include a commitment to continual improvement of the asset management process; 1) include a commitment to comply with current applicable legislation, regulatory and statutory requirements and with other requirements to which the organization subscribes; 1). be visibly endorsed by top management; ) be documented, implemented and maintained; 1) be communicated to all relevant employees and relevant third parties including contractors with the intent that these persons are made aware of their individual asset management-related obligations; m)be available to stakeholders where appropriate; 1) be reviewed periodically to ensure that it remains relevant and consistent with the organizational strategic plan. NOTE 1 Organizations may choose to have a detailed asset management policy for interna use which would provide sufficient information and dlection to drive the asset management system (parts of which may be confidential) and have a (oon-contfcentia) version containing the brosd objectives for dissemination fo its stakeholders, NOTE 2 There may also be functional asset management policies for the key asset management related tasks to provide guidance {to managers and a clear framework in which decisions can be made e.g, functional policy for capital investment. 4.2.2 Asset management strategy ‘The organization shall establish and maintain a long-term asset management strategy. “The strategy shall 2) be derived from and be consistent with the asset management policy and the organizational strategic plan; b) be consistent with other organizational strategies; ©) identify and clearly state the function(s), performance and condition requirements ofits assets, asset types or asset systems as appropriate. These function(s), performance, and condition requirements shall include the consideration of the provision of services) andlor products to its customers. t shall also identify and consider the requirements of al other relevant stakeholders including health, safety, sustainability and environmental performance requirements; ) take account of the risk assessment (see 4.3.2) and identify those assets or asset systems that are critical; €) be optimized; 1) provide suficient information and direction, including an action plan with defined timescales and responsibilities, to enable effective asset management objectives, targets and plans to be produced; 9) consider the lifecycle of the assets, asset types or asset systems; ft) be reviewed periodically to ensure that it remains effective and consistent with the asset management policy and organizational strategic plan, Where necessary the strategy shall be amended accordingly.PAS 55-1:2004 4.3 Asset management information, risk assessment and planning 4.3.1 Asset management information system The organization shall establish and maintain (an) asset management information system(s). The systemis) shall be designed and maintained to provide adequate support and information to the organization in meeting all ofthe requirements set out in Clause 4 of this specification. It shall include provision to support the development and implementation/achievement of the asset management policy, strategy, risk identification, assessment and control, objectives, targets, plans. It shall also support all of the requirements related to implementation and operation (see 4.4), checking and corrective actions (see 4.5) and the management review (see 4.6). ‘The information shall be accesible to all relevant employees and other relevant third parties including contractors as appropriate. Where separate asset management information systems exis, the organization shall ensure that the information provided by these systems is consistent. 4.3.2 Rsk identification, assessment and control ‘The organization shall establish and maintain procedures for the ongoing identification and assessment of asset and asset management-related risks, and the identification and implementation of necessary control measures. Risk identification, assessment and control methods shall be appropriate to the level of risk under consideration. ‘The risk assessments shall consider the probability of an event and all of its consequences and shall include: 2) physical failure risks, such as functional failure, incidental damage, malicious damage or terrorist action; ) operational risks, including the control of the asset, human factors and all other activities which affect its performance, condition or safety; natural environmental events (storm, floods, etc.) ) factors outside of the organization's control, such as failures in externally supplied materials and services; €) stakeholder risks such as failure to meet regulatory performance requirements or reputation damage; 4) asset-related design, specification, procurement, construction, installation, commissioning, inspection, monitoring, maintenance, refurbishment, replacement, decommissioning and disposal risks as appropriate. ‘The organization shall ensure that the results of these assessments, and the effects of these controls, are considered and Where appropriate provide input into: 1) the asset management strategy; 2) asset management objectives and targets; 3) asset management plans; 4) the determination of requirements for the design, specification, procurement, construction, installation, commissioning, inspection, monitoring, maintenance, refurbishment, replacement, decommissioning and disposal of assets; 5) identification of adequate resources including staffing levels; 6) identification of training needs and skills (see 4.4.2); 7) development of operational controls (see 4.4.6); 8) the organization's overall risk management framework. ‘The organization shall document and keep this information up to date. The organization's methodology for risk identification and assessment shall: 1) be defined with respect to its scope, nature and timing to ensure itis proactive rather than reactive; i) include, where appropriate, the assessment of how risks change or can change over time and usage; il)provide for the classification of risks and identification of those that are to be avoided, eliminated or controlled by asset management objectives, targets and plans (see 4.3.4 , 4.3.5 and 4.3.6); iv) be consistent with the organization's operating experience and the capabilities of risk control measures employed; V) provide for the monitoring of required actions to ensure both the effectiveness and the timeliness of the implementation Gee 4.5.1). pst 20 apt 2008PAS 55-1:2004 43.3 Legal, regulatory, statutory and other asset management requirements ‘The organization shall establish end maintain a procedure for identifying and accessing the legal, regulatory, statutory and other asset management requirements that are applicable to it. ‘The organization shall keep this information up-to-date. It shall communicate relevant information on legal and other requirements to its employees and other relevant third parties including contractors. 4.3.4 Asset management objectives ‘The organization shall establish and maintain documented asset management objectives at each relevant function and level within the organization. The objectives shall be derived from and consistent with the asset management strategy. ‘When establishing and reviewing its objectives, an organization shall consider its: 2) legal, regulatory, statutory and other asset management requirements; b) asset-related risks; ©) technological and other options; 4) financial, operational and business requirements; ©) the views of appropriate stakeholders, ‘The asset management objectives shal be: 1) consistent with the organization's commitment to continual improvement; 2) quantified (where practicable) 3) communicated to all relevant employees and relevant third parties including contractors with the intent that these persons are made aware of their individual obligations; 4) reviewed periodically to ensure that they remain relevant and consistent with the asset management strategy. ‘Where necessary the asset management objectives shall be amended accordingly. 4.3.5 Asset performance and condition targets The organization shall establish and maintain documented performance andior condition targets appropriate to the needs Of the organization. The targets shall be derived from and be consistent with the asset management objectives. These targets shall be: 8) optimized to an appropriate level of detail; ») specific, measurable, achievable, relevant and time-based (where practicable); 9 communicated to all relevant employees and relevant third parties including contractors with the intent that these persons are made aware of their individual obligations: {) reviewed periodically to ensure that they remain relevant and consistent with the asset management objectives. Where necessary the targets shall be amended accordingly, NOTE Performance andor condition tangets can be set for individual assets, asset types andlor asset systems 4.3.6 Asset management plans The organization shall establish and maintain asset management plans for achieving its asset management strategy, objectives and targets including design, capital works, maintenance, decommissioning, availability of spares and work delivery plans. The plans shall be optimized and then prioritized, and the organization shall provide for the efficient and cost effective delivery of these plans. This shall include documentation of: 2) the designated responsibility and authority for achievement of asset management objectives and targets at relevant functions and levels of the organization; »b) the means and time-scale by which asset management objectives and targets are to be achieved. The asset management plans shall be reviewed periodically to ensure that they remain effective and consistent with the asset management strategy, objectives and targets. Where necessary the plans shall be amended accordingly. NOTE Asset management plans can be for individual assets, asset types andlor asset systems). However it essential that the plans «are linked to the asset management policy, strategy, objectives and targets thet they are intended to achieve. (© 120 Ape 2008 ay 6PAS 55-1:200 4.4 Implementation and operation 4.41 Structure, authority and respon: for asset management ‘The organization shall establish and maintain an organizational structure of roles, responsibilities and authorities, consistent with the achieverient of its asset management policy, strategy, objectives, targets and plans. These roles, responsibilities and authorities shall be defined, documented and communicated to the individuals. NOTE There is no need to establish a Separate organizational structure provided the organization’ exsting structure is consistent with achieving the requirements set out in Clouse 4 ‘Top management shall provide evidence of its commitment to the development and implementation of the asset management system (processes) and continually improving its effectiveness by: 2) appointing a member of top management who, irrespective of other responsibilities, shall be responsible for the overall design, maintenance, documentation and improvement of the organization's assat management system (orocesses); ») appointing (a) member(s) of management whose responsibilty is to ensure that the assets or group of assets forming an asset system or business unit deliver the asset management strategy, objectives and targets (in accordance with the asset management policy), and who hasfhave been given the necessary authority to achieve this; ©) identifying and monitoring the requirements and expectations of all of the organization’s stakeholders and taking ‘appropriate and timely action, to the extent that these have implications for the organization's management of its assets «) ensuring that the asset management policy and strategy are consistent with the organizational strategic pian; ) ensuring the availability of adequate resources; 1) considering the adverse impact that the asset management policy, strategy, objectives, targets, plans, etc. might have on other aspects of the organization. Conversely, considering whether plans generated from other parts of the organization might have an adverse affect on asset management; ‘9) communicating to the organization the importance of meeting its asset management requirements in order to achieve its organizational strategic plan; 1) ensuring asset-relate risks are evaluated and included in organizational risk assessments and risk registers as appropriate; i) ensuring the viability of the asset management strategy, objectives, targets and plans. 4.4.2 Training, awareness and competence ‘The organization shall ensure that personnel responsible for the design, construction, operation and management of assets are appropriately qualified in terms of education, training and/or experience. The organization shall establish and maintain procedures to ensure that Its employees or any relevant third parties including contractors working at each relevant function and level are aware of: ®) the importance of compliance with the asset management policy and procedures, and to the requirements of the asset management system; ») their roles and responsibilities in achieving compliance with the asset management policy and procedures and with the requirements of the asset management system (processes), including emergency preparedness and response requirements; ©) the potential consequences of departing from specified operating procedures. ‘The organization shall consider its long-term asset management training requirements and plan for them accordingly. (© 85130 apr 2008PAS 55-1:2004 4.4.3 Consultation and communication ‘The organization shall have procedures for ensuring that pertinent asset management information is communicated to and from employees and other relevant stakeholders. 4.4.4 Documentation The organization shall establish and maintain information, in a suitable medium such as paper or electronic form, that: a) describes the core elements of the management system (processes) and their interaction; b) provides direction to related documentation, NOTE tis important that documentation is kept to the minimum required for effectiveness and efficiency 4.4.5 Document, data and information control ‘The organization shall establish and maintain procedures for controlling all documents, data and information required by Clouse 4 ofthis specification to ensure that: 2) these documents, data and information can be located and accessed by authorized individuals; b) these documents, data and information are periodically reviewed, revised as necessary, and approved for aclequacy by authorized personnel; ©) current versions of relevant documents, data and information are available at all locations where operations essential to the effective functioning of the asset management system are performed; d) obsolete documents, data and information are promptly removed from all points of issue and points of use, or otherwise assured against unintended use; ©) archival documents, data and information retained for legal or knowiedge preservation purposes or both are suitably identified, 4) these documents, data and information are secure and if in electronic form are adequately backed up and can be recovered. 4.4.6 Operational control The organization shall identify those operations and activities that are necessary for achieving: 2) its asset management policy; b) its asset management strategy; ©) the control of identified risks; ) legal, regulatory, statutory and other asset management requirements; e) its asset management objectives; 4) its performance and/or condition targets; 4) the delivery of its asset management plans; hh) the required function(s) and performance from its assets or asset systems. z a — 185130 Aoi 2008PAS 55-1:2004 The organization shall plan and control these operations and activites in order to ensure that they are carried out under specified conditions. It shall establish and maintain documented procedures to cover situations where the absence of these procedures could lead to failure to achieve the operations and activities listed in 4.4.6 a) to h). These procedures shall include controls for the design, purchasing, construction, commissioning, operating, refurbishment, modifications and disposal of assets as appropriate. The organization shall also ensure that the equipment and tools essential for achieving the required function(s) and performance from its assets or asset systems are maintained and calibrated. ‘Where existing arrangements are revised, or new arrangements introduced, that could impact on asset management ‘operations and activities, the organization shall consider the associated risks before their implementation, The new or revised arrangements to be considered shall include: 1) revised organizational structure, roles or responsibilities; 2) revised asset management policy, strategy, objectives, targets or plans; 3) revised processes and procedures, 4) the introduction of new assets or technology; 5) the introduction of new contractors, supplies or personnel, as appropriate. 4.4.7 Emergency preparedness and response ‘The organization shall establish and maintain appropriate plans and procedures to identify the potential for, and responses. %o, incidents and emergency situations, and for preventing and mitigating the likely consequences that can be associated with them, The plans and procedures shall include information on the provision and maintenance of any identified equipment, facilities or services that can be required during incidents or emergency situations (eg. emergency pumps, generators, temporary shelters, access to back-up information). ‘The organization shall periodically review the effectiveness of its emergency preparedness and response plans and procedures, in particular after the occurrence of incidents or emergency situations, ‘The organization shall periodically test these procedures where practicable, (©0130 ni 2008:PAS 55-1:2004 4.5 Checking and corrective action 4.5.1 Performance and condition measurement and monitoring ‘The organization shall establish and maintain procedures to monitor and measure the performance ofthe asset management sytem (processes). It shall also establish and maintain procedures to monitor and measure the performance andior condition of the assets. andor asset systems (hardware) as appropriate. The organization shall consider the associated risks, including potential deterioration mechanisms and their consequences, when setting the frequency or condition for monitoring and the key performance parameters for measuring, These procedures shall provide for: 2) both qualitative and quantitative measures, appropriate to the needs of the organization; ») monitoring of the extent to which the organization's asset management policy, strategy, objectives and targets are met; ©) proactive measures of performance that monitor compliance with the asset management plans, operational control criteria and applicable legislation, regulatory, statutory, and other asset management requirements; «) reactive measures of performance and/or condition to monitor asset-related deterioration, failures, incidents, non-conformances (including near misses) and other historical evidence of deficient asset management system (processes) performance; @) recording of data and results of monitoring and measurement sufficient to facilitate subsequent corrective and preventative action analysis. H monitoring equipment is required for performance and/or condition measurement and monitoring, the organization shall establish and maintain procedures for the calibration and maintenance of such equipment. Records of calibration and maintenance activities and results shall be retained for sufficient time to comply with legislation and the organization's policy. 4.5.2 Asset-related failures, incidents, non-conformances and corrective and preventive action ‘The organization shall establish and maintain procedures for defining responsibility and authority for: 2) the handling and investigation of asset-related: 1) failures or failure to meet the required function(s), performance andior condition; 2) incidents and emergency situations; 3) non-conformances; ) taking action to mitigate any consequences arising from such failures, incidents or non-conformances, ©) the initiation and completion of corrective and preventive actions; ©) the confirmation of the effectiveness of corrective and preventive actions taken, ‘These procedures shall require that all proposed corrective and preventive actions are reviewed through the risk assessment process prior to implementation Any corrective or preventive action taken to eliminate the causes of actual and potential non-conformances shall be ‘appropriate to the magnitude of the problems and commensurate with the asset management related risk encountered. ‘The organization shall implement and record any changes in the documented procedures resulting from corrective and preventive action and shall include the required training where necessary. 45.3 Records and record management ‘The organization shall establish and maintain procedures for the identification, maintenance and disposition of asset management records, These records shall include the results of audits and reviews. Asset management records shall be legible, identifiable and traceable to the activities involved. Asset management records shall be stored and maintained in such a way that they are readily retrievable and protected against damage, deterioration €or loss. Their retention times shall be established and recorded. Records shall be maintained, as appropriate to the asset management system (processes) and to the organization or to meet the legislative and regulatory needs, to demonstrate compliance with Clause 4 of this specification, — © 05130 Api 200845.4 Audit ‘The organization shall establish and maintain an asset management audit programme and shall establish procedures for periodic asset management system (processes) audits to be carried out, in order to: 2) determine whether or not the asset management system (processes): conform(s) to planned arrangements for asset management including the requirements of the whole of Clause 4 of this specification; has (have) been properly implemented and maintained; 3) is (are) effective in meeting the organization's asset management policy strategy and objectives; ») review the results of previous audits and the actions taken to rectify non-conformances; ©) provide information on the results of audits to management, ‘The auait programme, including any schedule, hall be based on the results of rsk assessments of the organization's ‘activities, and the results of previous audits. The audit procedures shal cover the scope, frequency, methodologies and competencies, as well asthe responsibilities and requirements for conducting audits and reporting results. Where possible, audits shall be conducted by personnel independent of those having direct responsibilty for the activity being examined. No’ 4.6 Management review and continual improvement ‘The organization's top management shal, at intervals that it determines, review the asset management system (processes), to ensure its continuing suitability, adequacy and effectiveness. The management review process shall ensure that the necessary information is collected to allow management to carry out this evaluation. This review shall be documented, ‘The management review shall address the possible need for changes to policy, strategy, objectives and other elements of the asset management system, in the light of asset management system aul results, changing circumstances and the commitment to continual improvement, In the context of continual improvement, the organization shall acquire knowledge on new asset management-related technology and practices, including new tools and techniques, and these shall be evaluated to establish their potential benefit to the organization.PAS 55-1:2004 BiBioorapny Standards publications BS 3811:1993, Glossary of terms used in terotechnology. BS 3843-1:1992, Guide to terotechnology (the economic management of assets). Introduction to terotechnology. BS 3843-2:1992, Guide to terotechnology (the economic management of assets). Introduction to the techniques and applications. BS 3843-3:1992, Guide to terotechnology (the economic management of assets). Guide to the available techniques. BS EN ISO 9000:2000, Quality management systems Fundamentals and vocabulary. BS EN ISO 9004:2000, Quality management systems ~ Guidelines for performance improvement. BS EN ISO 14001:1996, Environmental management systems ~ Specification with guidance for use. (OHSAS 18001:1999, Occupational health and safety management systems ~ Specification, (SAS 18002:2000, Occupational health and safety management systems ~ Guidelines for the implementation of OHSAS 18001. 180 Guide 72:2001(€), Guidelines for the justification and development of ‘management systems standards. Other publications [IMM] International Infrastructure Management Manual, UK edition. ISBN 0-473-09138.0. Printed in New Zealand and published in the UK by the Institute of Asset Management. ‘Successful health and safety management. Sudbury: HSE Books, 1997 (HSG65) —— (© 85130 Ap 2008BSI is the independent national body responsible for preparing British Standards. 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