Annual Report 2014–15

5Managing resources and assets

Assets management

The AEC manages a range of assets which incorporate both physical and information assets. Physical assets consist of property and equipment utilised by offices across Australia. Information assets, provided by a combination of in-house and external resources, include information and ICT hardware and software.

Overview

Asset management for the AEC consists of the ongoing management of leased property, applications software, ICT hardware, office fit-outs, office machines and equipment. While an external commercial property manager assists with the management of the property portfolio, AEC staff within the Finance and Business Services Branch are responsible for managing the assets database (Financial Management section), property (National Property Team) plus office equipment and non-networked machines (Workplace Services and Security section).

Physical assets

The physical assets of the AEC include equipment located at offices throughout Australia. ICT infrastructure, machines, equipment and office fit-outs are managed on an ‘end of life’ or ‘end of lease’ schedule. Service and maintenance agreements ensure all assets are fully functional and perform at optimal levels.

In 2014–15, the AEC managed the move of the national office assets from West Block Offices in the Canberra suburb of Parkes to 50 Marcus Clarke Street in central Canberra. Divisional office staff from the electoral divisions of Canberra and Fraser were also moved into the new premises.

Office fit-outs

The National Property team manages accommodation and fit-outs based on the AEC’s Strategic Property Plan, which incorporates an ‘end of life’ or ‘end of lease’ schedule.

Throughout 2014–15, there were two office fit-outs for AEC offices – one in Geelong (Victoria) and the other in Joondalup (Western Australia).

The move of the national office to 50 Marcus Clarke Street did not require the purchase of any new assets, as the majority of the fit-out was already in existence and only small modifications were made to some areas. The fit-out remains the property of the Department of Education and Training.

Office machines and equipment

The existing fleet of multi-function devices, such as photocopiers and printers (updated in 2012), were successfully transferred to the new national office. Desktop resources such as computer terminals were moved across for approximately 320 employees.

Information assets

The work of the Information Technology (IT) Branch is integral to the AEC’s activities within the government’s digital transformation strategy, particularly leadership, digital engagement, organisational management and service delivery partnerships. A combination of in-house resources and external providers support the delivery of AEC outcomes.

ICT hardware assets

In addition to a range of technical support services, the AEC’s IT Branch is responsible for the strategic direction and operational management of the AEC’s physical ICT infrastructure.

These physical assets include servers, desktop computers, laptops, printers, mobile phones, tablets and operational software. As required, the AEC invests in the maintenance and upgrade of ICT assets to deliver operational outcomes and efficiencies.

Achievements

In 2014–15, the AEC successfully managed the upgrade of physical and virtual servers across both data centres and state offices. The upgrade provided the AEC with improved system performance, redundancy, cost benefit and additional business capacity.

During 2014–15 the AEC extended its use of mobile device capability and improved its security monitoring across election systems.

In early May 2015, the IT Branch of the AEC moved to the new national office premises a week ahead of all other branches to ‘set the stage’ for all staff and establish the IT infrastructure. The process involved moving 145 km of network fibre, patching 425 computer terminals, moving 500 telephones, the relocation of 18 multi-function devices and the installation of an estimated 4 km of new copper cabling.

As a result of the May 2015 move into a shared building with the Department of Education and Training, the national office now utilises the Shared Services Centre1 integrated desktop technology for all telephony solutions.

  1. Established in early 2014, the Shared Service Centre is an experienced Australian Public Service provider of high quality, cost-effective corporate and IT services.