Project :

VicSES Asset Management System

The Victorian State Emergency Services (VicSES) is a Government-funded agency responsible for coordinating responses to emergencies or major disruptive events such as storm damage, floods, landslides, earthquakes and tsunamis. VicSES also works alongside emergency services such as police, ambulance and fire services to provide additional support when requested. When not dealing with emergencies, VicSES crews provide support to their local communities and raise community awareness on issues such as safer driving. They also provide education to youth on what to do in an emergency. VicSES services all of Victoria through 15 staffed offices and a huge network of emergency equipment assets that must be catalogued, maintained and regularly upgraded or replaced. Each of the 15 offices contain standard emergency equipment as well as equipment that is tailored for the region they are located. For example, coastal VicSES offices have a fleet of emergency water rescue boats, while Alpine VicSES offices have specialist firefighting and tree clearing equipment suited to remote and steep terrain that is a feature of the Alpine National Park. In addition to this equipment, each VicSES office manages equipment associated with supporting their communities, for example with providing rest stop resources on busy highways or in supporting local community events. This means the equipment list and maintenance schedule is complex and unique to each VicSES office. Traditionally, each VicSES office has been individually responsible for maintaining and managing their own emergency equipment. This has led to each office developing their own system for doing this, making it difficult to share data between offices or collate summary information across the State. Each office is also fiercely protective of their way of doing things, with some offices very resistant to change. Despite this, a recent review of the way tracking, monitoring, and maintenance of equipment is undertaken concluded that a new management system was required to replace all the individual and outdated systems in use.

Problem Statement:

VicSES requires a new State-wide asset management system to help monitor, maintain and schedule replacements for VicSES equipment. This asset management system requires tailored and individual access for each of the 15 staffed offices, while the head office requires access to view and assess Statewide requirements and funding for the maintenance and replacement of assets. Your team is required to provide all the planning documentation for this project and present this to the State Government project sponsor during week 12 for approval of the planning documentation prior to the future roll out of the project.

Specifications:

The platform has 2 interface components.

1. Head Office

The VicSES head office must be able to access the collective information stored on VicSES assets as well as the asset profiles for each of the 15 offices. A web interface will be required to support head office access to specific data insights and to prepare reports and forecasts on asset management budget requirements. All data on assets will be encrypted for security reasons.

2. Staffed Office module

Each of the 15 staffed offices will have their own platform that provides details on their own assets. Staff at these offices will be able to add detail on this platform around planned and actual maintenance activities, report serious defects, update maintenance forecasts, and provide advice on future equipment requirements.

Software requirements:

Front-end: Javascript Framework (React or Angular)

Server-side/Backend: Nodejs

Database: Postgres-SQL

Cloud hosting: AWS

Your tasks are to

Use the template to complete the communication management plan

Template Here

1. Purpose

[Purpose, introduction, scope of document.]

2.Definitions, Abbreviations, Acronyms

Term	Definition
Application	The software component of the system
Software	An electronic program consisting of algorithms, control logic, data structures, data sets, operating system, user interface. Software may consist of critical and non-critical components and may be used as a part or as an accessory of a medical device to perform pre-defined and approved operations on medical devices. Software may itself be a medical device. Software may be used in the production of a device (e.g. programmable logic controllers used in the manufacturing of equipment.) Software may be used in implementation of the device manufacturer's quality system (e.g. Software that records and maintains the device history record.
SOP	Standard Operating Procedure
[ex.]	[these are examples. Remove above, or add below.]

3.References

FDA Guidance for the Content of Premarket Submissions for Software Contained in Medical Devices Draft Guidance for Industry and Food and Drug Administration Staff Mobile Medical Devices FDA 21 CFR Part 820 Quality System Regulation [above are examples. add or remove as needed. Note: all management plans must reference the Project Management Plan. Additionally, the Project Management Plan must reference all other management plans. These references reflect the relationship between the Integration KA and all other KAs]

4.Stakeholder communications requirements

[text-here]

5.Communications summary & Responsibilities

Stakeholders	Communications Name	Delivery Method/Format	Producer	Due/Frequency
Project steering committee
Sponsor and champion
Affected employees
Project team

6.Comments & Guidelines

[text-here]

7.Escalation procedures for resolving issues

[text-here]

8.Revision procedures

[text-here, describes the procedure that will control revisions to this document. Drafting, reviewing, approving, releasing, distributing]