A Capital Planning and Prioritisation Map Process Description

SAMF Area: A.
Capital Planning and Prioritisation

Process Name: Overview Process Code: A
Sub-Process Name: N/A Sub-Process Code: N/A
Process Map Framework Mapping

(Star indicates process location)
Capital Expansion
Maintenance Asset Retirement
and Improvement
Management Plan Plan
Plan
Consult with Determine

stakeholders to Maintenance Identify Assets for
determine capital Demand retirement
requirements
Perform Feasibility Prioritise

Assessment and Maintenance works Seek approval to
define Business against budget retire Assets
Case allocation
Assess and update

Prioritise projects backlog in Manage retirement
and seek funding response to budget process
approval allocation
Deliver maintenance
Enter delivery program and account Account for
phase and account for maintenance retirement revenue
for capital revenue revenue
AA AB AC Monitor and review Monitor and review Monitor and review

performance performance performance
Long-term Conceptual Asset Medium-term Programme Short-term Project Level Asset
Management Plan Level Asset Management Plan Management Plan
Compliance and Governance
Process Description
AA-010 AB-010 AC-010
Long-term Conceptual Medium-term Short-term Project This process represents the Planning
Plan Programme Level Plan Level Plan and Prioritisation area within the
Strategic Asset Management
Framework.
Each chevron represents a block in

the SAMF diagram above. Blocks
underneath the chevrons are sub-
processes within the main process in
the area.
Legend
Process Start Process Step
Process End Information or

Template
Linked Process
Decision
Communication
Rule Multiple Concurrent

Process Steps
SAMF Area: A. Capital Planning and Prioritisation
Process Name: Long-term Conceptual Plan Process Code: AA-010

Capital Expansion
and Improvement
Plan

External Stakeholders
requirements

Macro economic, external Case allocation
stakeholders input.
Assess and update
approval allocation
Feasibility Assessment
Deliver maintenance
Develop an initial phase and account for maintenance retirement revenue
Perform strategic concept Feasibility
Assessment paper
Monitor and review Monitor and review Monitor and review
Owner / Planner / F&S
Perform current- and Generation of

Start desired-state projected needs Long-term Conceptual Plan Process Description
analysis
This process relates to the development of
Update long term new concepts, as well as the review of
conceptual AMP existing concepts. It should be conducted
in 3- to 5-year intervals. Generally, the
timeframe of the concepts identified
YES should be such that the expected starting
3-5 Yearly review
Approval to include on date is around 20 years from the current
plan? date. Consultation with external
stakeholders is important.
Review concepts for
approval to include Concepts should be identified in alignment
on Long-term with the strategic direction of the
Approver
Conceptual Plan University. No financial information is

NO recorded for concepts due to the low level
of forecasting reliability.
DB-010
Medium-term Legend
Programme Level Plan

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Medium-term Programme Level Plan Process Code: AB-010

Capital Expansion
and Improvement
Plan
Internal Stakeholders

requirements
Information: Needs Assessment Perform Feasibility

Assessment and
Prioritise
Maintenance works Seek approval to
Case allocation
Assess and update

Perform Needs and seek funding
approval
response to budget process
allocation
Assessment
Deliver maintenance
Information:
Risk & Prioristisation Tool Monitor and review Monitor and review Monitor and review

Owner / Planner
Create Final
Generate list of
Rate and prioritise Medium-term
Programmes /
list of Programmes Programme Level
Initiatives / Portfolios Process Description
DA-010 Long-term Plan
Conceptual Plan
This process relates to the refinement of
existing concepts as well as the
identification of new programmes of work.
The process should be conducted
annually. The timeframe of the identified
programmes should be such that the
expected starting date is around 10 years
from the current date. Consultation with
internal stakeholders is important at this
Annual Review level.
Programmes should be identified in

alignment with the strategic direction of
Approve Medium-
the University. Financial information could
term Programme
Level Plan be recorded at this stage, but would rely
Approver
RULE: Long Term

heavily on estimates.
University Plan approved
Legend
DC-010 Short-term Process End Information or

Project Level Plan Template
Linked Process
Decision
Communication

Process Steps
Process Name: Short-term Project Level Plan Process Code: AC-010

Capital Expansion
and Improvement
Plan
These steps to occur concurrently

requirements
Perform Gap Analysis Perform Feasibility Prioritise

Business Case Short-term define Business against budget retire Assets
Case allocation
Project Level Plan
Assess and update

approval
Owner / Planner
Complete Conceptual allocation
Review Existing Feasibility Update Short-term Move to Detailed

Programme Plan Assessment Project Level Plan Planning if applicable Deliver maintenance
phase and account for maintenance
Medium-term Stop for capital revenue revenue
retirement revenue
Programme Level Plan

Receive approved ad
hoc Requests Information: Long
Term Plan satisfied
Process Description
This process relates to the refinement of
Information: existing programmes as well as the
Approved Ad Hoc
Project Requests
identification of new projects. The process
Annual Review
should be conducted annually. The
Process timeframe of the projects identified should
be such that the expected starting date is
less than 5 years from the current date.
Both internal and external stakeholders
Short-Term Plan to be reviewed are important. Detailed financial planning
to ensure alignment with Mid- Approve Short-term and prioritisation activities are conducted.
Project Level Plan
Approver
Term Plan. This review cycle

should be completed every 12 Projects should be identified and reviewed
months
in alignment with the strategic direction of
the University. Detailed financial
information should be recorded if required.
Legend

Template
Linked Process
Decision
Communication

Process Steps
SAMF Area: B. Capital Expansion and Improvement
Process Name: Overview Process Code: B

Capital Expansion
and Improvement
Plan

requirements

Case allocation
BA BB BD Assess and update

BC BE Prioritise projects backlog in Manage retirement
Consult with Stakeholders Perform Feasibility Enter delivery phase and and seek funding response to budget process
Prioritise projects and Monitor and review approval allocation
to Determine Capital Assessment and develop account for capital
seek funding approval performance
Requirements Business Case revenue Deliver maintenance
BB-010 BC-010 BE-010 Monitor and review Monitor and review Monitor and review
BA-010 performance performance performance
Feasibility Assessment Review and BD-010 Performance
Capital Requirements
& Business Case prioritisation of Project Definition Management and Compliance and Governance
Analysis
Development submitted cases Review
Process Description
This process represents the Capital
BC-020 Expansion and Improvement area
BD-020 within the Strategic Asset
Capital Funding
Project Delivery Management Framework.
Review process

underneath the chevrons are sub-
processes within the main process in
BD-030 the area.
Capital Expenditure
Control
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Consult with Stakeholders to Determine Capital Requirements Process Code: BA
Sub-Process Name: Capital Requirements Analysis Sub-Process Code: BA-010

Capital Expansion
and Improvement
Plan

AB-010 Feasibility Assessment AC-010 Review
Faculty / Service Head

& Business Case and prioritisation requirements
Development of submitted cases

Case allocation
Identify and Receive short- Receive approved

Receive rejected Business Case
document capital form Business template and submit Prioritise projects
Assess and update
Business Case and seek funding
backlog in Manage retirement
requirenments Case for prioritisation approval
response to budget
allocation
process
Information: Template: Template:

Service Level Business Case Business Case
Capital Enter delivery
Deliver maintenance
program and account Account for
Requirements Conduct meeting for capital revenue revenue
to determine
capital expansion
requirements performance performance performance
Arrange periodic
planning meeting Compliance and Governance
with Faculty /
Service Head YES
N
Planning Manager
O Process Description
This process involves the creation /
collection of projects from the various
Start
stakeholders within the University.
Record Rejection Record status in Record Statusin
Complete
Does ad-hoc request for capital in Asset Asset Asset
required section After projects have been identified
expansion exist? Management Management Management
of Business Case
Asset Plan (AMP) plan Asset Plan Asset through communication with Faculty
Management Management Management and Service Heads, a small area of
Plan Plan Plan
Template: the Business Case template is
Business
Case
Are high-level strategic populated with the project details.
requirements met? NO
NO
If required, the detailed Business
Case phase is entered, otherwise the
Commit funding
for detailed project could be rejected or delivered
Business Case straight away, depending on the
Information: development
Y outcome of the Assessment.
Strategic Is High Level Feasibility
Approver
Requirements E satisfied? Y
Criteria S E
S Legend
Review for high level Approve project
Issue Updated Feasibility and for capital Process Start Process Step
YES NO
Business Case service delivery funding review
requirements phase Process End Information or
Template
Linked Process
Is a detailed Feasibility Decision
Assessment and Communication
Business Case required? Multiple Concurrent
Rule
Process Steps
Perform Feasibility Assessment & develop Business
Process Name: Case
Process Code: BB
Sub-Process Name: Feasibility Assessment & Business Case Development Sub-Process Code: BB-010

Review Business Capital Expansion

and Improvement
Case Template Plan
approved for
Service / Faculty Head
Feasibility Template: BC-010 Review and

Consult with
Assessment Template: Feasibility prioritisation of stakeholders to
Determine
Maintenance Identify Assets for
BA-010 determine capital retirement
Business Case Assessment submitted cases requirements
Demand
Capital Requirements
Analysis
Case allocation
Plan and resource Review Approved Plan and resource Submit Business
Review Service Level Assess and update
Feasibility Feasibility Business Case Case for prioritisation Prioritise projects backlog in Manage retirement
Requirements and seek funding response to budget process
Assessment Assessment development approval allocation
Deliver maintenance

Delegated Resource
Combine Justification Write detailed

with Feasibility Business Case Compliance and Governance
Assessment
Prepare Feasibility Template: Template:
Conduct Feasibility YES Feasibility Business
Assessment
Assessment Assessment Case
Template
Template:
Process Description
If a project requires a detailed
Template:
Business Feasibility Assessment and Business
Case Case, this process is followed. It is
Is the project feasible? possible for some projects to bypass
this sub-process.
Approver
Review Feasibility Review Business A Feasibility Assessment is

Assessment Case for approval performed. If a project is considered
feasible, the detailed Business Case
is then written.
NO
Business Case
Following processes are the
Approved? prioritisation and approval of funding
of submitted Business cases.
Planning Manager
Receive rejected YES

Terminate project and
Feasibility
reflect in AMP
Assessment
Asset Legend
Management
Plan Process Start Process Step

NO Template
Linked Process
Decision
Communication

Process Steps
Process Name: Prioritise projects and seek funding approval Process Code: BC
Sub-Process Name: Review and prioritisation of submitted cases Sub-Process Code: BC-010

Capital Expansion
and Improvement
Plan
Resource
Update Asset Consult with Determine

Management Plan stakeholders to
determine capital
Maintenance
Demand
Identify Assets for
retirement
(AMP) with status requirements
Asset
Management Perform Feasibility
Assessment and
Prioritise
Plan define Business
Case
against budget
allocation
retire Assets
Assess and update

approval allocation
Deliver maintenance
Template:
Business Case Monitor and review Monitor and review Monitor and review
BB-010 performance performance performance
& Business Case Compliance and Governance
Development
Delegated Authority
Business Prioritise Proposed

Confirm funding and Submit for Capital
Case Capital Expansion or
cash flow requirements Funding Approval
received Improvement Projects
BC-020 Process Description
Capital Funding
Review process This process deals with prioritising
Committees submitted Business cases and
submitting for funding approval.
BA-010
Capital
Requirements Information:
Analysis Prioritisation
Criteria
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Prioritise projects and seek funding approval Process Code: BC
Sub-Process Name: Capital Funding Review process Sub-Process Code: BC-020

Capital Expansion
and Improvement
Plan

requirements
Review submission Perform Feasibility Prioritise

Receive capital Assessment and Maintenance works Seek approval to
and Approve or define Business against budget retire Assets
funding request Case allocation
Reject
BC-010 Information: Assess and update
Review and Budgetary Prioritise projects
and seek funding
Committees
prioritisation of Is funding approved? Process Criteria approval allocation
submitted cases
Deliver maintenance
YES
performance
Template: performance performance
Business
Case
N
O
Process Description
Planning Manager
This is the approval process for

Terminate project Reflect project submitted Business cases. Approved
and reflect in AMP status in AMP project proceed to the project
Asset Asset delivery phase.
Management Management
Plan Plan
Delegated Authority
Receive Approved
Budget Request
BD-010
Project
Definition
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Enter delivery phase and account for capital revenue Process Code: BD
Sub-Process Name: Project Definition Sub-Process Code: BD-010


Planning Manager
Capital Expansion
and Improvement
Plan
Reflect Status in AMP Consult with Determine

requirements
Asset
Management
Plan Assessment and Maintenance works Seek approval to
Case allocation
Assess and update

approval allocation
Delegated Authority
Deliver maintenance
Plan and resource Communicate plans with Commit Resources and for capital revenue revenue
definition phase stakeholders establish accountability
BC-020 Information: Monitor and review Monitor and review

performance
Monitor and review
performance performance
Capital Funding Accountabilities
Review process Compliance and Governance
Process Description
This is the project definition phase of
Development Manager
delivering the work.
Review Planning
Develop Detailed Documentation and
Planning Documentation Proceed with Project
Delivery
Information: BD-020
Detailed Planning Project Delivery
Documentation
Approver
Review and approve

planning documentation
Legend

Template
Linked Process
Decision
Communication

Process Steps
Sub-Process Name: Project Delivery Sub-Process Code: BD-020

Capital Expansion
and Improvement
Plan

requirements
Review
Review and Perform Feasibility Prioritise
established Assessment and Maintenance works Seek approval to
communicate define Business against budget retire Assets
delivery Case allocation
delegations
BD-010 milestones
Project Manager
Project Prioritise projects

Assess and update
and seek funding
Definition approval
response to budget
allocation
process
NO
Manage work Enter delivery
Deliver maintenance
phase and account
Is milestone achieved? for capital revenue
for maintenance
revenue
retirement revenue
Information:
Detailed
Planning Monitor and review Monitor and review Monitor and review
Documentation Capital Expenditure
Control Sub-Process Compliance and Governance

BD-030
Information: +
Financial Y
Plan E
S Process Description
Perform This is the project delivery phase of
Delegated
Resource
delegated tasks Reflect status in the project.

NO
to achieve AMP
milestones Asset
Management
Capital expenditure review (Sub-
Plan process BD-030) is completed
throughout the project delivery
phase.
Approver
Authorise next Approve delivery

delivery phase YES completion
status
Is the project finished?

Finance
Capitalise
Reflect status in
completed
AMP
delivery
Legend
Asset BE-010
Management Performance Management Process Start Process Step
Plan and Review
Template
Linked Process
Decision
Communication

Process Steps
Sub-Process Name: Capital Expenditure Control Sub-Process Code: BD-030

Capital Expansion
and Improvement
Plan

This process is a sub- requirements
process Perform Feasibility Prioritise

Case allocation
End
Assess and update
NO and seek funding
approval
response to budget
allocation
process
Does out-turn exceed Enter delivery

Deliver maintenance
Information: phase and account

program and account
for maintenance
Account for
retirement revenue
available resources? for capital revenue revenue
Financial Plan /
Exception Report Monitor and review
Monitor and review Monitor and review
Finance
YES Highlight outturn in performance performance performance
AMP and report to Compliance and Governance
Executive
Identify and report
exceptional
variances Process Description
Start Information:
Project This is the capital expenditure review
Financials Information: Asset sub-process within the Project
Exception Management Delivery process, BD-020.
Report Plan
Financial information for the project
is reviewed for exceptional variances
and action taken to manage the
Delegated resource
budget. If a reforecast indicates that

the financial outturn is expected to
Identify the cause Manage budget exceed the allocated funding, an
of exceptional and/or adjust exception report is distributed to the
variance financial out-turn appropriate authority.
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Monitor and review performance Process Code: BE
Sub-Process Name: Performance Management and Review Sub-Process Code: BE-010

Capital Expansion
and Improvement
Plan

requirements

Information: Information: Information: Case allocation
Key Performance Key Performance Financial Plan /

Drivers and Metrics Drivers and Metrics Exception Reports Assess and update
and seek funding
Delegated resource

approval allocation
Deliver maintenance
Identify Performance Enter delivery
phase and account
Measures, Targets & Review strategic Maintain financial for capital revenue
for maintenance
revenue
retirement revenue
Accountabilities effectiveness control

Is delivery completed?
Start
Track and record

performance
Process Description
NO The process for monitoring and
YES reviewing performance applies to the
entire area of the SAMF and is a
consistently applied conceptually
Information: throughout the execution of all
Financial
Information stages.
Update AMP and

Finance
Capitalise completed
project
End
Asset
Management
Plan
Legend

Template
Linked Process
Decision
Communication

Process Steps
SAMF Area: C. Maintenance Management
Process Name: Overview Process Code: C

Capital Expansion
and Improvement
Plan

requirements

CB CC CD define Business against budget retire Assets
CA CE Case allocation
Prioritise Maintenance Assess and update Deliver Maintenance
Determine Maintenance Monitor and Review
Works against Budget backlog in response to Program and account for
Demand Performance Prioritise projects
Assess and update
backlog in
allocation budget allocation Maintenance Revenue and seek funding
approval
response to budget
Manage retirement
process
allocation
Deliver maintenance
CD-010 for capital revenue revenue
CB-010 CC-010 CE-010

CA-010 Develop proposed
Determine Information: Backlog Performance
Condition Monitoring Annual Maintenance Monitor and review Monitor and review Monitor and review
Maintenance Budget Impact Assessment Management performance performance performance
Planning Program
CB-020 Process Description

CA-020 CD-020
Prioritise Maintenance This process represents the
Strategic Maintenance Arrange provision of
Projects against Maintenance Management area
Review Maintenance Services
allocated funding within the Strategic Asset
Management Framework.

CD-030 underneath the chevrons are sub-
Maintenance processes within the main process in
Expenditure Control the area.
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Determine Maintenance Demand Process Code: CA
Sub-Process Name: Condition Monitoring Sub-Process Code: CA-010

Capital Expansion
and Improvement
Plan

requirements

Originator
Review outcomes from Assessment and

define Business
Maintenance works
against budget
Seek approval to
retire Assets
previous works programs Case allocation
Start Assess and update

approval allocation
Deliver maintenance

Review Condition Audit Issue Condition Based

Undertake Condition
database to ensure Reports to Strategic
Audit for current year
integrity of data Maintenance Review Process Description
CA-020
Resource
Strategic This is the process for performing

Maintenance condition monitoring activities.
Review
Information: Information: Information:

Annual 3 yearly Condition
Desktop Condition Audit Based
Review Reports
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Determine Maintenance Demand Process Code: CA
Sub-Process Name: Strategic Maintenance Review Sub-Process Code: CA-020

Capital Expansion
and Improvement
Plan
Assign priority weighting Determine Breakdown

Determine Staffing Issue Maintenance Consult with Determine
to Condition Audit or Unplanned stakeholders to Maintenance Identify Assets for
Requiremetns Business Case determine capital Demand retirement
requirements Requirements requirements
Template:
Business Perform Feasibility
Assessment and
Prioritise
Case define Business
Case
against budget
allocation
retire Assets
Originator
Assess and update

approval allocation
Determine Maintenance Review Short and Mid- Determine Planned, Pass Total Volume of
Requirements with Term Plans and identify Preventative and Maintenance to Enter delivery
Deliver maintenance
Condition Standards 'big ticket' items Routine Requirements FINANCE for capital revenue revenue

Process Description
Receive Condition Develop Annual Works This is the process for performing
Based Reports Program based on Financial Review strategic maintenance review and
funding allocation
Information: communicating with Finance.
Issue Notice
of Funding
Grant
Resource
Update Asset Submit to Finance for

Update Maintenance Management Plan Project Coding
Backlog (AMP)
CA-010
Condition
Monitoring
Asset CB-010 Legend

Management Determine
Plan Maintenance Budget Process Start Process Step

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Prioritise Maintenance Works against Budget allocation Process Code: CB
Sub-Process Name: Determine Maintenance Budget Sub-Process Code: CB-010

Capital Expansion
and Improvement
Plan

requirements

Case allocation
Assess and update

Receive report on Issue Notice of approval allocation
Apply Appropriate Perform Variance Determine funding
current Maintenance Award to relevant
Funding Model Analysis allocation (Award)
Requirements Department Deliver maintenance
Enter delivery
CA-020 CB-020 phase and account
program and account
for maintenance
Account for
retirement revenue
Finance

Strategic Prioritise
Maintenance Maintenance
Review Projects against Monitor and review
Monitor and review Monitor and review
allocated funding performance performance performance
Information: Information: Information: Information:

Total Maintenance Capital Replacement Internal Issue notice of
Liability Business Valuation Report Budgetary funding grant
Case Constraints Process Description
This is the process for determining
the allocated maintenance budget.
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Prioritise Maintenance Works against Budget allocation Process Code: CB
Sub-Process Name: Prioritise Maintenance Projects against allocated funding Sub-Process Code: CB-020

Capital Expansion
and Improvement
Plan

requirements

Case allocation
Assess and update

approval
CC-010 allocation
Information:
Information:
Allocated
Backlog Deliver maintenance
Budget
Maintenance Planning Resource

Impact phase and account
for capital revenue
for maintenance
revenue
retirement revenue
Assessment
Update backlog
with un-allocated
Review Annual projects performance performance performance
Maintenance Allcoate funding for

Receive Notice of Prioritise program
Requirements unplanned Compliance and Governance
Award maintenance work
against budget maintenance
CB-010 allocation
Determine Establish / Finalise
Maintenance Annual
Budget Maintenance
Process Description
Works Program
This is the process for prioritising
Allocate funding for
Allocate staffing maintenance works against the
compliance related
costs
projects allocated budget.
Project codes
Finance
allocated by
Finance
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Assess and update backlog in response to budget allocation Process Code: CC
Sub-Process Name: Information: Backlog Impact Assessment Sub-Process Code: CC-010

Capital Expansion
and Improvement
Plan
Information: Information: Information:

Findings Findings Backlog Report Consult with Determine
requirements

Maintenance Resource

Case allocation
Develop short report on Actively communicate Prioritise projects

Assess and update
Assess backlog with and seek funding
backlog with Finance on report approval
strategic point of view allocation
findings
CB-020
Deliver maintenance
Prioritise Maintenance Enter delivery
phase and account
program and account
for maintenance
Account for
retirement revenue
Projects against for capital revenue revenue
allocated funding

Information:
Backlog Report
Process Description
This is the process for performing the
maintenance backlog impact
Assessment.
Report to relevant
Receive
stakeholders (ie.
Backlog Report
TEFMA)
Finance
Information: CD-010
Backlog Report Develop proposed
Annual Maintenance
Planning Program
Information:
Backlog Report
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Deliver Maintenance Program and account for Maintenance Revenue Process Code: CD
Sub-Process Name: Develop proposed Annual Maintenance Planning Program Sub-Process Code: CD-010

Capital Expansion
and Improvement
Plan

requirements

Information: Case allocation
Information: Information:
Project Codes
Cash Flow Plan Cash Flow Plan
from Finance Prioritise projects

Assess and update
approval allocation
Deliver maintenance
CD-020
Receive allocation of Devlop CFS based on Distribute Cash Flow Arrange provision
codes expected delivery time plan to Finance of Maintenance Services Monitor and review Monitor and review Monitor and review
Process Description
This is the process for developing
the proposed annual maintenance
works program, based on the
allocated funding..
Finance
Distribute Maintenance
Receive Cash Flow Plan
codes
CC-010 Information:
Backlog Cash Flow Plan
Impact
Assessment
Legend

Template
Linked Process
Decision
Communication

Process Steps
Sub-Process Name: Arrange provision of Maintenance Services Sub-Process Code: CD-020

Capital Expansion
and Improvement
Plan

requirements
Prioritise
Perform Feasibility
Case allocation
Assess and update

Procurement of Perform Prioritise projects
and seek funding
backlog in
response to budget
Manage retirement
process
approval
goods and maintenance
allocation
services activities Deliver maintenance

CD-010 CD-030 Enter delivery
phase and account
program and account
for maintenance
Account for
retirement revenue
Develop proposed Maintenance

Annual Maintenance Expenditure
Planning Program Control performance performance performance
Process Description
This is the process for arranging
provision of maintenance services.
Legend

Template
Linked Process
Decision
Communication

Process Steps
Sub-Process Name: Maintenance Expenditure Control Sub-Process Code: CD-030

Capital Expansion
and Improvement
Plan
CE-010 Consult with

stakeholders to
determine capital
Determine
Maintenance Identify Assets for
retirement
Demand
Information: Performance requirements
Finance Reports Management

Manage issues define Business
Case
against budget
allocation
retire Assets
and take action

Assess and update
TEAM level and seek funding
approval
response to budget
allocation
process
expenditure Investigate major

review variances Enter delivery
Deliver maintenance
Advise controlling
group of Monitor and review Monitor and review Monitor and review
significant issues performance performance performance
Process Description
This is the maintenance expenditure
control procedure.
Finance
Generate and
distribute
Financial Reports
CD-020
Arrange provision of
Maintenance Services
Controlling group
Receive
notification of Legend
significant issues

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Monitor and Review Performance Process Code: CE
Sub-Process Name: Performance Management Sub-Process Code: CE-010

Capital Expansion
and Improvement
Plan
Information: Information:
Maintenance Key Performance Information: Information: Consult with Determine
Works Drivers and Metrics Key Performance Financial Plan / determine capital Demand retirement
requirements
Programme Drivers and Metrics Exception Reports
Prioritise
Delegated resource
Perform Feasibility
Case allocation
Identify Performance
Review strategic Maintain financial Prioritise projects
Assess and update
Measures, Targets & and seek funding
effectiveness control approval

Accountabilities allocation
CD-030 Is delivery completed?

Maintenance Enter delivery
Deliver maintenance
Expenditure phase and account
for capital revenue
for maintenance
revenue
retirement revenue
Control

Track and record performance performance performance
performance
Information:
Financial Information
NO YES
Process Description
This is the maintenance performance
management process.
Update AMP and

Finance
Maintenance Works
Programme
End
Asset
Management
Plan
Legend

Template
Linked Process
Decision
Communication

Process Steps
SAMF Area: D. Asset Retirement
Process Name: Overview Process Code: D

Capital Expansion
and Improvement
Plan

requirements
DA DB DC DD DE Perform Feasibility
Assessment and
Prioritise
Identify assets for Seek approval to retire Manage retirement Record retirement Monitor and review define Business
Case
against budget
allocation
retire Assets
retirement assets process events performance

Assess and update
approval allocation
DE-010 Enter delivery

Deliver maintenance
DA-010 DB-010 DD-010 phase and account

program and account
for maintenance
Account for
DC-020 Performance for capital revenue revenue

retirement revenue
Identify assets for Approval for retirement Record retirement

Project Definition Management &
retirement assets events
Review Monitor and review Monitor and review
performance
Monitor and review
performance performance
DA-020 Process Description

DC-030
Economic and
Project Delivery This process represents the Asset
Strategic Analysis
Retirement area within the Strategic
Asset Management Framework.

DC-040 underneath the chevrons are sub-
Retirement processes within the main process in
expenditure control the area.
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Identify assets for retirement Process Code: DA
Sub-Process Name: Identify assets for retirement Sub-Process Code: DA-010

Capital Expansion
and Improvement
Information: Plan
University & Service

Level Asset Information Consult with Determine
requirements
Is the asset being replaced by Perform Feasibility

Assessment and
Prioritise
Identify retiring assets other, new asset(s)? define Business against budget retire Assets
Case allocation
from performance Link with
Asset Owner / Finance
review Capital Expansion and

Assess and update
Improvement Process Prioritise projects
and seek funding
approval allocation
YES
Deliver maintenance
Enter delivery
Start phase and account
program and account
for maintenance
Account for
retirement revenue
Ad-hoc requirement for

asset retirement
NO Compliance and Governance
Process Description
Information:
Ad-hoc asset retirement This process represents the
information
identification of assets for retirement.
The process identifies retirement
assets by way of routine
performance review, as well as ad-
hoc requests or events.
A clear link is established between

this area of the SAMF and the
Delegated Resource
Capital Expansion and Improvement

Document assets in the
Develop Business Case Asset Management area, since retirement of assets
Plan could trigger the acquisition of new
DA-020 ones.
Economic and
Strategic Analysis
Legend
Template: Business Case Asset Management Plan

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Identify assets for retirement Process Code: DA
Sub-Process Name: Economic and Strategic Analysis Sub-Process Code: DA-020

Capital Expansion
and Improvement
Plan

requirements
Asset
Assessment and
Prioritise
Plan define Business

Case
against budget
allocation
retire Assets
Retirement
Impact Assessment Prioritise projects
Assess and update
approval allocation
Delegated Resource
Review Asset Deliver maintenance
Perform strategic Enter delivery

phase and account
Management Plan Update Business for capital revenue

for maintenance
revenue
retirement revenue
and economic
for retirement Case
analysis
DA-010 assets DB-010 Monitor and review Monitor and review Monitor and review
Identify assets Approval for
for retirement retirement assets Compliance and Governance
Process Description
Capital Expansion and Template:
This process details the strategic and
Maintenance Management Business Case
economic analysis that is performed
Information
as part of the asset retirement
process. This information is required
for the approval process that follows.
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Seek approval to retire assets Process Code: DB
Sub-Process Name: Approval for retirement assets Sub-Process Code: DB-010

Capital Expansion
and Improvement
Plan

Asset Asset determine capital

requirements
Demand retirement
Management Should the proposal go to Management

Plan approval stage? Plan
Case allocation
Review proposed YES Reflect status in Assess and update

Prioritise projects backlog in
retirements in Asset Asset Management and seek funding response to budget
Manage retirement
process
approval allocation
Reviewer
DA-020
Economic and Asset Deliver maintenance
Enter delivery
Strategic Analysis Management phase and account
program and account
for maintenance
Account for
retirement revenue
NO Plan
Information:
Criteria for Monitor and review Monitor and review Monitor and review
performance
retirement performance performance
Expansion &
Maintenance Reflect status in Reflect Status in Compliance and Governance
Information Asset Management Asset Management
Plan Plan
Asset DA-010 DC-020
Identify assets Project
Management
for retirement Definition
Process Description
Plan
This process represents the approval
process for retirement assets.
Review and approve

asset retirement
YES
Approver
NO
Is the asset approved for

retirement?
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Manage retirement process Process Code: DC
Sub-Process Name: Project Definition Sub-Process Code: DC-010

Capital Expansion
and Improvement
Plan
Reflect Status in Consult with Determine

Finance

Asset requirements
Asset Management Plan

Assessment and
Prioritise
Plan Case allocation
Assess and update

approval allocation
Communicate Enter delivery

Deliver maintenance
Delegated Authority

phase and account
plans with Commit for capital revenue
for maintenance
revenue
retirement revenue
Plan and resource stakeholders Resources and

definition phase establish Monitor and review
performance
Monitor and review
performance
Monitor and review
performance
accountability
DB-010 Information: Compliance and Governance
Approval for Accountabilities

retirement assets
Capital Expansion &
Maintenance Process Description
Management Link
This process represents the project
definition phase of asset retirement.
Development Manager
Resources are established and

Review Planning
committed, and plans are
Documentation
Develop Planning communicated to stakeholders.
and Proceed with
Documentation Delivery DC-030
Information: Project Delivery
Planning
Documentation
Approver
Review and
approve planning
documentation Legend

Template
Linked Process
Decision
Communication

Process Steps
Sub-Process Name: Project Delivery Sub-Process Code: DC-020

Capital Expansion
and Improvement
Plan

requirements
Review and
Review established Perform Feasibility Prioritise
communicate Assessment and Maintenance works Seek approval to
delivery milestones define Business against budget retire Assets
delegations Case allocation
DC-010
Project Assess and update
Prioritise projects
Definition and seek funding
backlog in
response to budget
Manage retirement
process
approval allocation
Manager
Deliver maintenance
Information: Manage work Enter delivery program and account Account for
Planning for capital revenue revenue
documentation Is milestone achieved?

NO

Capital Expenditure Control
DC-030
+
Y
E
Process Description
S
This process represents the project
Delegated Resource
delivery phase of asset retirement.

Perform delegated Reflect Status in
DD-010 Record
tasks to achieve Asset Management
Retirement Events
milestones Plan NO
+ Asset
Management
Plan
Is the project finished?
Approver
Authorise next Approve delivery

YES
delivery phase completion status
Reflect status in
Asset Management
Finance
Plan
DE-010
Information:
Performance
Legend
Asset
Register Management
& Review
Template
Linked Process
Decision
Communication

Process Steps
Sub-Process Name: Retirement expenditure control Sub-Process Code: DC-030

Capital Expansion
and Improvement
Plan

End requirements
NO Perform Feasibility Prioritise

Information: Information: define Business

Case
against budget
allocation
retire Assets
Financial Plan / Project Financials Does out-turn exceed

Exception Report available resources? Prioritise projects
and seek funding
Assess and update
approval allocation
Finance
Deliver maintenance
Identify and report Highlight out-turn Enter delivery program and account Account for
YES phase and account
for capital revenue
for maintenance
revenue
retirement revenue
exceptional and report to Exec

variances
Start Monitor and review
performance
Monitor and review
performance
Monitor and review
performance
Information: Asset
Exception Management
Process Description
Report Plan This is a sub process of the Project
Delivery process within the asset
retirement area of the SAMF.
Delegated resource
Control Costs and/ It represents the expenditure control

Identify the cause that is to be exercised throughout the
or adjust financial
of exceptional delivery phase.
out-turn as
variance
required
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Record retirement events Process Code: DD
Sub-Process Name: Record retirement events Sub-Process Code: DD-010

Capital Expansion
and Improvement
Plan

requirements
Delegated Resource
Case allocation
Track and record Prioritise projects

Assess and update
and seek funding
retirement events approval
response to budget
allocation
process
Start
Deliver maintenance


Finance
Update Asset Process Description

Management Plan
This process represents the tracking
Asset End
and recording of retirement events n
Management the Asset Management Plan.
Plan
Legend

Template
Linked Process
Decision
Communication

Process Steps
Process Name: Monitor and review performance Process Code: DE
Sub-Process Name: Performance Management & Review Sub-Process Code: DE-010

Capital Expansion
and Improvement
Plan

requirements
Template: Information: Information:
Business Information:
Key Performance Key Performance Financial Plan /
Case Drivers and Metrics Exception Reports
Perform Feasibility
Assessment and
Prioritise
Drivers and Metrics define Business against budget retire Assets
allocation
Delegated resource
Case
Assess and update

approval allocation
Identify Performance
Review strategic Maintain financial and
Measures, Targets &
effectiveness operational control Deliver maintenance
Accountabilities Enter delivery
phase and account
for maintenance retirement revenue
Start Is delivery completed? for capital revenue revenue

Track and record

performance Compliance and Governance
Information:
Financial Information
Process Description
NO YES
This process represents the tracking
and recording of retirement events n
the Asset Management Plan.
Finance
Update Asset
Management Plan
Asset End
Management
Plan
Legend

Template
Linked Process
Decision
Communication

Process Steps
SAMF Area: INSERT TITLE HERE
Process Name: INSERT PROCESS NAME HERE Process Code: PROCESS CODE
Sub-Process Name: INSERT SUB-PROCESS NAME HERE Sub-Process Code: SUB-PROCESS CODE

Capital Expansion
and Improvement
Plan

requirements

Case allocation
Assess and update

approval allocation
Deliver maintenance

Process Description
Sample Description. Enter the
description of the process on the
page here.
This will make it easy for the user to

interpret what they are looking at.
Legend

Template
Linked Process
Decision
Communication

Process Steps

A Capital Planning and Prioritisation Map Process Description

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SAMF Area: A.

Capital Planning and Prioritisation

Process Map Framework Mapping

Capital Planning and Prioritisation

Consult with Determine

Perform Feasibility Prioritise

Assess and update

AA AB AC Monitor and review Monitor and review Monitor and review

Each chevron represents a block in

Process End Information or

Rule Multiple Concurrent

Process Map Framework Mapping

Capital Planning and Prioritisation

Consult with Determine

Perform Feasibility Prioritise

Compliance and Governance

Perform current- and Generation of

Conceptual Plan University. No financial information is

Process End Information or

Rule Multiple Concurrent

Process Map Framework Mapping

Capital Planning and Prioritisation

Consult with Determine

Information: Needs Assessment Perform Feasibility

Assess and update

Compliance and Governance

Programmes should be identified in

RULE: Long Term

DC-010 Short-term Process End Information or

Rule Multiple Concurrent

Process Map Framework Mapping

Capital Planning and Prioritisation

These steps to occur concurrently

Perform Gap Analysis Perform Feasibility Prioritise

Assess and update

Complete Conceptual allocation

Review Existing Feasibility Update Short-term Move to Detailed

Programme Level Plan

Monitor and review Monitor and review Monitor and review

Term Plan satisfied

Term Plan. This review cycle

Process End Information or

Rule Multiple Concurrent

Process Map Framework Mapping

Capital Planning and Prioritisation

Consult with Determine

Perform Feasibility Prioritise

BA BB BD Assess and update

Each chevron represents a block in

Process End Information or

Rule Multiple Concurrent

Process Map Framework Mapping

Capital Planning and Prioritisation

Consult with Determine

stakeholders to Maintenance Identify Assets for

Development of submitted cases

Identify and Receive short- Receive approved

Information: Template: Template:

Process Map Framework Mapping

Capital Planning and Prioritisation

Review Business Capital Expansion

Feasibility Template: BC-010 Review and

Monitor and review Monitor and review Monitor and review