Mandatory Process for Infrastructure Projects on Built Assets
Mandatory Process for Infrastructure Projects on Built Assets
The Housing, Property and Communities – Asset Management Department has introduced a new internal process that must be followed by all users of MC Built Estate.
Purpose
This process applies to any user who has been assigned responsibility by their line manager for infrastructure projects involving new or existing built assets.
It has been identified that the Asset Management Department is often not informed of such projects at the correct stage. This lack of early notification impacts our ability to:
- Update the Asset Management System accurately for any asset changes.
- Plan through-life requirements for new builds, including maintenance and lifecycle management.
To address this, the new process ensures early engagement and proper governance.
What You Must Do
- Complete a Statement of Need (SON)
- As soon as you become responsible for an infrastructure project, you must complete a short Statement of Need (SON) form.
- This enables the Asset Management team to:
- Assess the likelihood of the request being accepted.
- Identify early constraints or other relevant considerations.
- Prepare for any required updates to the Asset Management System.
- Begin planning for through-life maintenance requirements.
- Submit the SON to Asset Management
- Once submitted, a member of the Asset Management Department will contact you to gather further details.
- This information will be used to prepare a report for the Asset Management Working Group (AMWG).
Decision Process
• The AMWG will review the report and make a decision.
• Your Departmental Head, who attends the AMWG, will communicate the decision to you.
Next Steps
- If the decision is positive, a member of the Asset Management team will contact you to discuss the next steps in the process.
- If the decision is negative, you will be informed of the reasons and any alternative options.
Why This Matters
Early engagement with Asset Management ensures:
- Accurate and timely updates to the Asset Management System.
- Proper planning for maintenance and lifecycle requirements.
- Compliance with governance standards.
- Reduced risk of delays or project issues.
For any assistance or queries please contact the Asset Management Team at PropertyAssets@moray.gov.uk