scope:

This Procedure applies to:

Contracts & Procurement

• Director, Contract & Procurement

Engineering

• Professional Heads of Engineering

• Head of Business Engineering

Information Management

• Director, Information Management

• Head of Maintenance & Engineering Delivery Unit

• Asset Knowledge Business Support Manager

Maintenance

• Director Maintenance

• Territory Maintenance Director / NST

• Territory Infrastructure Maintenance Managers

• Territory Maintenance Managers

• Contracts & Procurement Manager

Major Projects & Investment 

• Director, Major Projects and Investment

• Territory Programme Directors

• Senior Programme Managers

Operations & Customer Services

• Area General Manager

Property Operations

• Route Estate Manager

• National Stations Manager

All their staff with responsibilities for asset maintenance, renewals and enhancements, including the management and reimbursement of contractors providing such services as maintaining asset databases and the production and procurement of new contracts. It also covers the management and future development of the MIMS system.

Currently MIMS has been designed to apply comprehensively to the IMC2000 infrastructure maintenance contracts and this is reflected in this issue of the procedure. At the time of going to release a functional re-organisation of the Company is taking place, this involves a re-drawing of the boundary lines in relation to contract areas that the MIMS database was configured on. A programme of work is under way to review impacts and risks surrounding this re-organisation and also analyse the affects bringing maintenance in-house will have on this procedure and any related systems. Any future releases of MIMS to extend its application, changes that affect the system or processes will result in a re-issue of this procedure.

The MIP (MIMS Implementation Programme) should have completed all works as of 31st March 04. All responsibilities and workloads should have been through controlled handover to the business, and responsibilities will be split between Maintenance, Engineering and Information Management.

Significant parts of MIMS (predominantly work and asset management) will also be applied to any existing RT1A and IMC2 infrastructure maintenance contracts.

Purpose

An integrated asset management system and associated set of processes which facilitates key planning and work management activities performed on assets and includes a register of maintenance and track renewal assets and their attributes.

As part of MIMS Implementation Programme (MIP), MIMS was introduced as a system for managing and recording asset maintenance and track renewal activities undertaken by Infrastructure Maintenance Contractors.

For the configuration and use of MIMS a suite of Process Operating Policies (POPs) and MIMS Operating Policies (MOPs) have been produced. The Asset Data Management (ADM) Manual, which is a suite of procedures, has been produced to hold together processes required for the management of Asset Knowledge Systems including MIMS.

This Procedure mandates the use of MIMS and its associated processes and procedures that sets out the roles and responsibilities for its management, use, maintenance and upkeep of Asset Knowledge tools, including the Knowledge Base, Asset Data Dictionary etc and revision of the enshrined task schedules to take account of changed, deleted or new maintenance assets or standards.

The System Owner and Custodian of MIMS shall be the Information Management Head of Maintenance & Engineering Delivery Unit. Information Management shall provide technical system and business support to its customers. Responsibility for the timely collection, validation, maintenance, integrity and audit of the data rests with the Maintenance and Engineering departments in the Territories.

This Procedure also mandates that, where responsibility for the collection of data is to be delegated to a contractor, the relevant Network Rail department must include suitable clauses in the contract to ensure that asset data is provided in a timely and accurate way as specified in the Asset Data Management Manual (ADM).