Discipline: Engineering Category: Procedure

Engineering Management Policy

and Structure
PP-101

Applicability
ARTC Network Wide  Western Jurisdiction

New South Wales Victoria

Document Status

Version Date Reviewed Prepared by Reviewed by Endorsed Approved

1.2 21 Dec 06 Standards and Standards & Standards & Manager Stds &
Systems Systems Technical Services Systems
Engineer 21/12/2006

Amendment Record

Version Date Reviewed Clause Description of Amendment

1.1 09 Aug 04 First published

1.2 21 Dec 06 Minor editorial corrections/updates to other engineering process
procedures and Australian Standards referenced

Document Distribution List

Copy # Position Title Location

N/A N/A ARTC Intranet

© ARTC. This document is the confidential property of Australian Rail Track Corporation.

Disclaimer
This document is for internal use by the Australian Rail Track Corporation LTD (ARTC) only and may not be relied upon by any other party.
ARTC: 1. does not accept any liability or responsibility whatsoever for this document in respect to any use or reliance upon it by any other party;
and 2. does not provide any warranty as to the accuracy or reliability of this document.

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Engineering Procedure
PP-101 Engineering Management Policy and Structure
Contents

Contents
1 Purpose .................................................................................................. 3

2 Scope ...................................................................................................... 3

3 Reference Documents ............................................................................. 3

3.1 Australian Standards .......................................................................... 3
3.2 ARTC Documents ............................................................................... 3

4 Responsibility ......................................................................................... 3
4.1 Overall Responsibility ......................................................................... 3
4.2 Implementation Responsibility ............................................................. 3

5 Engineering Management Policy ............................................................. 4

5.1 Engineering Goals and Key Performance Indicators ................................ 4
5.1.1 Customer Service Goal ............................................................. 4
5.1.2 Capable Infrastructure Goal....................................................... 4
5.1.3 Cycle Time Reduction Goal ........................................................ 4
5.1.4 Contractor Performance Goal ..................................................... 4
5.1.5 Competent Engineering Management Goal .................................. 4
5.1.6 Competent Engineering Staff Goal.............................................. 4
5.1.7 Continuous Improvement Goal................................................... 5

6 Engineering Management Structure........................................................ 6

6.1 Engineering Sections .......................................................................... 6
6.1.1 General Management and Administration .................................... 6
6.1.2 Strategic Planning .................................................................... 6
6.1.3 Engineering Performance Section ............................................... 6
6.1.4 Engineering Standards and Systems Section ............................... 7
6.1.5 Contracts and Supply ............................................................... 7
6.1.6 Asset Management ................................................................... 7

7 Engineering Process Procedures (PP-1XX) ............................................. 7

7.1 General Management and Administration .............................................. 7
7.2 Strategic Planning .............................................................................. 7
7.3 Engineering Services .......................................................................... 8
7.4 Asset Management ............................................................................. 8
7.5 Contracts and Supply ......................................................................... 9

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Engineering Procedure
PP-101 Engineering Management Policy and Structure
Purpose

1 Purpose
The purpose of the ARTC Engineering Management Policy and Structure is to describe the
methods by which it will achieve the strategic business objectives of the ARTC Corporate Plan
and the system safety of the railway infrastructure

2 Scope
The Engineering Management Policy and Structure covers the methods by which the following
Engineering Departments will contribute directly to meeting the Engineering goals
 General Management and Administration
 Infrastructure Strategy and Performance
 Asset Management
 Major Projects

3 Reference Documents

3.1 Australian Standards

AS 4292.1 Railway Safety Management – General Requirements
Section 2.3 Management and Governance

3.2 ARTC Documents

100 Series Engineering Process Procedures

4 Responsibility

4.1 Overall Responsibility

The General Manager Infrastructure Strategy and Performance is responsible for the
development, implementation and improvement of the Engineering Management Policy and
Structure

4.2 Implementation Responsibility

The General Managers Infrastructure Strategy and Performance; Asset Management and Major
Projects are responsible for policy development and implementation in their respective areas
The GM ISP is responsible for integration and coordination of the activities when required

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Engineering Procedure
PP-101 Engineering Management Policy and Structure
Engineering Management Policy

5 Engineering Management Policy

The ARTC Engineering Management policy is to use the ARTC Engineering Goals, and their
associated Key Performance Indicators (KPI) as the major drivers of maintenance performance
at all stages of the maintenance program.
The ARTC Engineering Goals, Key Performance Indicators, Measures, and Targets are
summarised below in Table 5.1

5.1 Engineering Goals and Key Performance Indicators

5.1.1 Customer Service Goal

The Key Performance Indicators for the Customer Service Goal are System Availability and
System Safety to meet the daily timetables and access requirements of the Rollingstock
Operators.

5.1.2 Capable Infrastructure Goal

The Key Performance Indicator for the Capable Infrastructure is Reliability

5.1.3 Cycle Time Reduction Goal

The Key Performance Indicator for the Cycle Time Reduction Goal is Maintainability which is
specified as Maintenance Down Time for RCRM sessions. Maintenance Down Time includes the
Administration, Logistics and Repair Times associated with Maintenance Tasks

5.1.4 Contractor Performance Goal

The Alliance Agreement for the maintenance of the infrastructure is a performance based
agreement with Contractor Productivity, Efficiency and Effectiveness as the Key Performance
Indicators Productivity is measured by the amount of acceptable work performed in accordance
with the Annual Work Program. Efficiency is measured by comparing the actual cost of the
acceptable work with the budget for the work. Effectiveness is measured by comparing
productive time with available time. Productivity, Efficiency and Effectiveness improvements will
be achieved through the progressive increasing of session work content as well as the reduction
of cycle time and the number of Contractor staff required to perform the work. ARTC will ensure
that the Contractors’ workforces’ performance is directed to achieving Productivity, Efficiency
and Effectiveness targets through continuous monitoring and improvements of the maintenance
function during the period of the Alliance Contracts

5.1.5 Competent Engineering Management Goal

The Key Performance Indicator for the Engineering Management Competency Goal is the
effectiveness with which ARTC Managers deliver the Annual Work Program. Engineering
Effectiveness is a measure of how well Engineers achieve the quantifiable System Performance
Measures for Safety, Availability, Reliability and Maintainability, and the Maintenance
Contractor’s Productivity, Efficiency and Effectiveness

5.1.6 Competent Engineering Staff Goal

The Key Performance Measures for the Competent Engineering Staff Goal is the demonstrated
Core Personal Competencies and the Particular Engineering Discipline Competencies

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Engineering Procedure
PP-101 Engineering Management Policy and Structure
Engineering Management Policy

5.1.7 Continuous Improvement Goal

The Key Performance Indicator for the Continuous Improvement Goal is the Alliance’s ability to
change adverse trends in the variation of the measured Key Performance Indicators for:
 Infrastructure Safety
 Infrastructure Availability
 Infrastructure Reliability
 Infrastructure Maintainability (Maintenance Down Time)
 Contractor’s Productivity, Efficiency and Effectiveness and
 Engineering Competence in achieving the above KPI’s
Table 5.1

Engineering Key Performance Measures Targets

Goals Indicators

Customer Availability Train delays caused by Speed <80 minutes delay per
Service Restrictions month
Train delay time due to Train <50 mins/month
Control Report faults
Safety Number of Safety Incidents Zero
caused by Infrastructure
Capable Reliability TQI Timber Sleepers 60%>TQI=30
Infrastructure
TQI Concrete Sleepers 30%>TQI=30
Cycle Time Maintainability Speed Restriction caused Delays <80 minutes delay/month in
Reduction Western + Victorian
Jurisdictions. NSW TBA
TCR Close Out Time 100% Close-Out within 90
days of issue

Contractor Productivity Contractor’s Acceptable Work 100% Planned work complete

Performance Output to schedule and acceptable
Efficiency Actual versus Budget Year to Date
5% Variation
Effectiveness No of unplanned delays due to 1/contractor/year
track-work

Competent Broad-band in work Plan : Produce : Evaluate and Above Targets 100% achieved
Engineering cycle Improve
Management
Multi-skilled in Strategic Planning: Management exposure to all
Engineering work Engineering Services: Engineering activities
activities Asset Management
Contracts Management

Competent Core Competence Courteous : Friendly : Participation in group

Engineering Staff Self Directing : Analytic activities and tasks
Communicative : Proactive :
Participative : Problem Solving
Engineering Track & Civil Participation in field work with
Competence Signalling Alliance partner’s staff
Communications
Structures
Continuous Changeability Trends in Metric KPI’s Above targets within tolerance
Improvement
Flexibility Competency of Engineers Demonstrated improvement

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Engineering Procedure
PP-101 Engineering Management Policy and Structure
Engineering Management Structure

6 Engineering Management Structure

6.1 Engineering Sections

6.1.1 General Management and Administration

The General Managers:
 Are members of the ARTC Executive Committee
 develop and establish engineering policy and the organisation structure required to meet
the Engineering goals
 sets directions and precedents which act as a reference for future engineering decision
making
 endorses which ARTC engineering standards and formal documented procedures are
required
 provides tasking and work review for the Section Managers
The Administration Officer provides the following support to all Engineering Staff
 Personal Assistance to the General Manager
 Clerical Assistance
 Invoice Control
 Travel and Accommodation
 Administration Records Management
 Time Sheets
 On-Call Roster and Resources
 Office Consumables
 Meetings Management

6.1.2 Strategic Planning

The Strategic Planning Section provides the strategic long and short term plans outlining the
Investment options and Capital Works, Major Periodic Maintenance, Routine Corrective and
Reactive Maintenance and Special Projects requirements for the infrastructure. The Strategic
Planner is also the custodian of the Annual Asset Management Plan.

6.1.3 Engineering Performance Section

The Engineering Performance Section provides a range of technical support services to the other
E&I functions viz
 Technical Investigations
 Data Analysis and Reports
 Incident Investigation and Reports
 Engineering Audits
 Train Condition Monitoring
The Engineering Performance section also provides the analysis and presentation of
infrastructure condition data for the purposes of assessing the overall health of the ARTC
infrastructure, and is presented in quarterly Asset Condition Reports for determining and
planning intervention actions.

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Engineering Procedure
PP-101 Engineering Management Policy and Structure
Engineering Process Procedures (PP-1XX)

6.1.4 Engineering Standards and Systems Section

The Engineering Standards and Systems Section of the Infrastructure, Strategy and
Performance Division supports:
 Engineering Asset Management Systems and Data
 Data Analysis and Reports
 Standards Specifications and Drawings
 System and Equipment Approvals
 Infrastructure Configuration Management

6.1.5 Contracts and Supply

The Contracts and Supply Section provides the legal framework for the outsourcing work
environment in which ARTC Engineering operates as a business unit of ARTC
The Contracts function also provides Budget and Cost Control Services to Asset and Project
Managers who supervise contract Maintenance, Monitoring, and Project works
The Supply section also provides Materials Procurement and Inventory Management services for
Infrastructure items which ARTC is required to supply to contractors

6.1.6 Asset Management

The Asset Management Division provides the day to day direct supervision of the Maintenance
Contractors in the delivery of the Annual Work Program for Capital Works, Major Periodic
Maintenance and Routine, Corrective, and Remedial Maintenance
Project Management of smaller projects outside the scope of work of the major maintenance
contractors is also provided.

7 Engineering Process Procedures (PP-1XX)

Below is the set of Engineering Process Procedures which describe the major tasks of the
Engineering function within ARTC. Click on “Engineering Process Procedures” above to view
these procedures.

7.1 General Management and Administration

100 Engineering Glossary of Terms
101 Engineering Management Policy and Structure
102 Engineering Work Management
103 Engineering Administration
104
105
106
107
108
109 Engineering Process Procedure Index

7.2 Strategic Planning

110 Asset Management Planning
111 Asset Condition Report

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Engineering Procedure
PP-101 Engineering Management Policy and Structure
Engineering Process Procedures (PP-1XX)

7.3 Engineering Services

115 Asset Identification
116 Document Register
117 Document and Data Control
117.1 Procedures
117.2 T&C COP
117.3 Specifications
117.4 Drawing Management Systems
117.4.1 Drawing Numbering and Metadata
117.4.2 New & Revised Drawings
117.4.3 CAD Standards

117.4.4 Submission of Approved Drawings

118 Document Change
118.1 Document Change – Standards & Specifications
118.2 Notification of Change to Controlled Engineering Documents
119
120 Development of Infrastructure Standards
121 Verification & Validation of Design for Safety Critical Systems
122 New Equipment & System Approvals
123 Judgement of Significance
124 New Rollingstock Approval
125 Train Condition Monitoring
126 In-Track Train Weighing
127 Rolling stock Maintenance Plan
128 Technical Investigations
129 Control of Configuration for Signalling and Communications Systems
130 Control of Software Configuration for Signalling and Communications Systems
131 Infrastructure, Strategy & Performance Auditing
135
136
137
138
139 (see Safety Procedure RM-01)

7.4 Asset Management

140 Alliance Board Meetings
141 Alliance Management Team Operations
142 Alliance Monthly Report
143 Collection of Track & Civil Condition Data
144 Collection of Signals Condition Data
145 Collection of Communications Condition Data

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Engineering Procedure
PP-101 Engineering Management Policy and Structure
Engineering Process Procedures (PP-1XX)

146 Track Condition Monitoring

147 Track Faults Management
148 Signals Faults Management
149 Communications Faults Management
150 Maintenance Plan Development for Signalling Systems
151 Annual Work Program
152 Train Control Report Close Out
153 3rd Party Access ARTC Property
154 Implementation of Private Sidings
155 Environmental Duty of Care
156 Engineering OH&S
157 Project Management
158 Configuration Management
158.1 Configuration Management for Infrastructure Alterations
158.2 Infrastructure Alteration Notice (IAN)
159 Recovery of Incident Costs
160 Incident After Hours On-Call Roster & Resources
161 Responsibilities of On-Call & Engineer Attending Incident
162 Incident Investigation & Reporting
163 Speed Restriction Management
163.1 Removal of Speed Restrictions involving Level Crossings
164 Structures Faults Management
165 Signal Sighting
165.1 Removal of Signal Post Telephones
165.2 New Signal Locations without Signal Post Telephones
166 Asset Maintenance Works Management
166.1 Asset Maintenance Works Management Procedure
167 Fire Prevention Management
168 Engineering Material Change
169 Engineering Waiver Approval

7.5 Contracts and Supply

170 Roles & Responsibilities
171 Engagement of Consultants and Contractors
172 Consultant’s and Contractor’s Scope of Work
173 Document Preparation (Tenders & Contracts Agreements)
174 Tendering
175 Approvals
176 Safety, Quality & Environmental Plan
177 Scoping, Commissioning & Hand Over of Work
178 Activity Reports

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Engineering Procedure
PP-101 Engineering Management Policy and Structure
Engineering Process Procedures (PP-1XX)

179 Meetings
180 Progress Claims & Variations
181 Monthly KPI Report
182 Monthly Accruals Report
183 Monthly Cost Report
184 Invoice Approval
185
186 Engineering Fixed Asset Register Update & Maintenance
187 Procurement Process
188 Inventory Management
189 Purchasing and Receipt of Materials
190 Budget Reallocations

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