TAHMO Asset Management Policy

Introduction

This Asset Management Policy outlines the procedures and guidelines for managing the assets of the TAHMO’s network of automatic weather stations (AWS) and hydrological monitoring stations (HMS) across Africa. The AWS and HMS in the network are from different manufacturers and are located in various countries. The AWS component may have different models or versions of the same component from the same manufacturer. The major assets tracked include automatic weather stations, hydrological monitoring stations (radar sensors, IP cameras, ultrasonic water level sensors, modems, loggers), rechargeable batteries (Lead Acid Batteries), AA-rechargeable batteries (AA-Energizer Batteries), and other environmental sensors. Major station components include Data Loggers, Sensors, and telemetry or Radio Systems.

Definition of Assets

For the purposes of this policy, assets shall refer to tangible and intangible items such as automatic weather stations, hydrological monitoring stations, soil moisture sensors, proprietary software tools, and any other equipment or tools deemed relevant to TAHMO’s operations. The useful life of assets may vary, and while some assets like batteries may have a one-year lifespan, others such as software and certain hardware may have a lifespan beyond one year. In most cases, the lifespan of assets shall be determined based on the manufacturer’s defined lifespan or recommended service life for each asset type.

Ownership and Management

The Network Manager is responsible for overseeing the asset management system, which includes both web and mobile applications. This system serves as the central repository for asset data and information.
Each country representative/manager is accountable for ensuring that the TAHMO asset management system has quarterly updates regarding the assets in their respective countries. This includes providing accurate and up-to-date information on asset status, maintenance activities, and any changes or additions to the assets.
The QAQC Manager is responsible for verifying and confirming all asset status reports submitted through the asset management system (app). This includes ensuring that the data in the system is accurate and reflects the current condition of the assets.
The IT Manager is responsible for the maintenance and management of all software assets and IT infrastructure within the organization. This includes overseeing software licenses, ensuring compliance with licensing agreements, and maintaining an up-to-date inventory of software tools and applications used by TAHMO. The IT Manager shall also be responsible for the regular updates and security of IT infrastructure components.
Hardware replacement decisions will be made following a conclusion reached via the TAHMO Issue Tracker (ticketing system) for non-IT infrastructure assets. However, the Issue Tracker will not be used for IT infrastructure issues; instead, IT-related issues shall be reported and tracked using a dedicated IT support system.
The Network Manager and QAQC Manager will jointly compile quarterly asset reports and updates to present to the management team. These reports will provide a comprehensive overview of the assets’ condition, forecast resources needed for maintenance and replacements, and ensure that the required network performance is sustained.

Reporting

A reporting mechanism shall be implemented to track all assets within the TAHMO network. This includes the use of the asset management application (Mobile app), Asset Dashboard (Web app), and the TAHMO Issue Tracker (ticketing system web app) for the following precise purposes:

Asset Tracking: The asset management applications (TAHMO Maintenance Mobile App and https://assetdashboard.tahmo.org/) shall serve as the central repository for comprehensive details of all assets, including specifications, location, acquisition details, and any changes, additions, or disposals.
Maintenance and Service Requests: The TAHMO Issue Tracker (ticketing system) shall be utilized exclusively for logging and tracking maintenance and service requests related to assets, ensuring prompt responses to technical issues, repairs, and replacements.
Compliance and Auditing: Both the asset management application and the TAHMO Issue Tracker shall maintain detailed records for compliance and auditing purposes, including maintenance schedules, calibration procedures, and asset changes.
Asset Inventory Updates: The asset management application shall be regularly updated to reflect any changes, additions, or disposals of assets. Country representatives/managers shall provide quarterly updates to maintain accurate and up-to-date information.

Asset Procurement

In the context of TAHMO’s procurement process, supply chain management will ensure that the necessary governance, processes, working practices, and tools are in place within the vendor organization to provide the required assurance.

This might be managed through several phases, such as supplier assessment to become a preferred supplier, supplier bidding to provide a specific solution and the validation of that solution during delivery and deployment.

The evaluation process will consider commercial terms, technical specifications, the functional capability of the solution, and the vendor’s ability to support the solution. For data transmission and software-related solutions, security will be given specific emphasis, while for Automatic Weather Stations (AWS) and hydrological monitoring stations (HMS) related procurements, accreditation, and certification will be key considerations, especially when conforming to standards set by the World Meteorological Organization (WMO) and other relevant industrial regulators.

The procurement process may involve a bidding or tendering process where security requirements and expectations for data transmission and software solutions must be clearly articulated. Additionally, vendors will need to provide the necessary assurance through their accreditations and certifications to meet the required standards for AWS and HMS-related solutions.

The evaluation will include all aspects of the design, development, delivery, support, and decommissioning of the solution, with a particular focus on security for data transmission and software solutions, as well as compliance with industry standards and certifications for AWS and HMS-related procurements. Transparent governance, processes, qualified personnel, and appropriate documentation related to security and accreditation will be considered to provide the necessary assurance.

While accreditation and certification with an appropriate framework or standard may be desirable for AWS and HMS-related procurements, specific emphasis on security will be given for data transmission and software-related solutions during the procurement process.

Suppliers and sub-contractors providing data transmission or software components will be thoroughly evaluated for their ability to meet security requirements. Similarly, for AWS and HMS-related procurements, suppliers will be prioritized based on their accreditations and certifications, ensuring adherence to WMO and other industrial regulators’ standards.

Due diligence will be performed to ensure that all suppliers and subcontractors have necessary security controls in place for data transmission and software solutions, as well as the required accreditations and certifications for Automatic Weather Stations (AWS) and hydrological monitoring stations (HMS) related procurements.

Depreciation Methodology

A suitable depreciation methodology shall be incorporated to accurately account for the reduction in the value of assets over time. This will be based on manufacturers’ recommendations and industrial standards in addition to stated procedures in Memorandums of Understanding (MoUs) for each project.

Asset Disposal

Clearly defined procedures for asset disposal shall be established, adhering to relevant regulations and donor requirements. Industrial standards in each country and Memorandums of Understanding shall be followed. The established reporting system (Asset Tracking/Issue Tracker) shall also be used to establish exactness for asset disposal.

Objectives

The main objectives of this policy are to:

Establish a comprehensive inventory of all AWS, HMS, and other environmental sensors in the network, including their specifications, location, and acquisition details.
Implement a proactive maintenance and monitoring program to ensure the optimal functionality and accuracy of the AWS and HMS.
Standardize asset tracking and reporting processes across the entire network.
Create contingency plans for potential asset failures or disasters in different regions.
Address specific issues related to data loggers and battery management.

Asset Inventory and Documentation

TAHMO aims to:

Create and maintain a centralized asset register that includes all AWS and HMS and their major components in the network, specifying the type, model, acquisition details, and location.
Regularly update the asset inventory to reflect any changes, additions, or disposals of assets.
Keep detailed documentation for each asset, including manufacturer manuals, maintenance records, and service agreements (e.g. RMAs from METER-GROUP).
Ensure correct metadata at the time of the sensor, AWS, or HMS installation

Maintenance and Calibration

TAHMO aims to:

Develop a routine maintenance schedule for each AWS or HMS model and its components, based on the manufacturer’s recommendations and local environmental factors.
Implement regular calibration procedures for sensors to maintain the accuracy and reliability of AWS and HMS measurements.
Establish maintenance contracts with qualified service providers in each country to ensure timely and standardized maintenance practices.
Keep client or host information up to date in order to ease remote maintenance and support.
Maintain a record of site photos (including date) taken during maintenance to keep track of component physical state and site environment states. This will support troubleshooting in case of any data quality issues or station performance issues.

Firmware Updates

TAHMO aims to:

Ensure that whenever a station is visited by field engineers or technicians, all firmware or software for station components (e.g., Data Loggers, Sensors, telemetry or Radio System) are checked and updated if newer versions or upgrades are available from the manufacturers.
Keep records of all firmware updates to maintain a history of changes and improvements.

Rechargeable Batteries (e.g., AA-Energizer Batteries or Lead Acid Batteries)

TAHMO aims to:

Implement a proactive battery monitoring system to track the health and performance of rechargeable batteries. Specify the expected time of replacement (after one year). If the battery voltage drops to 0% before the expected replacement time, recharge and reuse the battery. If battery time of use exceeds recommended time (e.g., 1 year for AA-Energizer Batteries), don’t use the battery as a replacement, use new batteries instead.
Schedule regular inspections to assess the condition of batteries and replace them, if necessary, based on their life cycle and manufacturer’s recommendations.
Ensure that new batteries are not mixed with old batteries to maintain consistent performance.

Non-Rechargeable Batteries (AA-Energizer Batteries)

TAHMO aims to:

Use non-rechargeable batteries if they are the recommended option for a specific component. (e.g.; Ijinus ultrasonic water level sensors)
Ensure that non-rechargeable batteries (AA-Energizer Batteries) are not used unless they are the only option available and the Network Manager has been notified and provided approval for their use. If the use of non-rechargeable batteries is authorized, create a calendar-based schedule to ensure timely battery replacements for all stations.
Dispose of used non-rechargeable batteries in an environmentally friendly manner, adhering to relevant regulations.

Spare Components

TAHMO aims to:

Maintain a stock of spare components, equivalent to 10% of the total number of installed components, for each AWS or HMS in all countries to support maintenance activities.
Periodically review the spare components inventory and update it based on usage patterns and changes in AWS and HMS deployment.
Ensure that field technicians and country representatives make timely requests for spares through the Network manager and the Quality Control (QC) manager

Data Logger Issues

TAHMO aims to:

Ensure that if a data logger experiences battery draining issues more than four times a year, and only new batteries (AA) were involved, a thorough investigation will be conducted to identify the root cause. If the problem persists, consider replacing the data logger with a new one.
If a data logger begins reporting data gaps despite using new batteries and no other reported or identified system issues have been identified, verify data transmission, communication systems, and configurations. If data gaps persist, the logger will be considered for replacement with a new one.
Decommission equipment after the network manager’s authorization based on both field reports (from Technician) and QC reports (from QC teams’ analysis).

Information Technology (IT) Infrastructure

TAHMO aims to maintain a secure, efficient, and well-managed IT infrastructure that supports its mission of providing reliable and accurate weather and hydrological data across Africa by adhering to the following IT guidelines;

Supervision and Authorization:

All changes and additions to TAHMO’s IT infrastructure must be supervised and authorized by the IT manager. This ensures that any modifications align with the organization’s overall IT strategy and security requirements.

Version Control and Backup:

Code for all IT and Data Science tools must be backed up or have version control using platforms such as Bitbucket and GitHub. This practice helps maintain the integrity and traceability of changes made to the codebase.

Sharing with IT Manager:

All repositories containing IT and Data Science tools must be shared with the IT manager for review and maintenance. This allows for efficient collaboration and ensures that the IT manager is aware of all developments and updates.

Documentation:

All IT and Data Science systems should be well-documented. This includes clear explanations of the system’s architecture, data flow, and code structure. Proper documentation facilitates troubleshooting, maintenance, and knowledge transfer within the organization.

Compliance with Data Policy:

All weather data requests should follow the TAHMO Data Policy. This policy outlines the rules and guidelines for accessing and using weather data. Adherence to the policy ensures that data is used responsibly and in accordance with ethical and legal standards.

Disaster Preparedness and Contingency Planning

TAHMO aims to:

Develop contingency plans to address potential AWS and HMS failures, extreme weather events, or natural disasters in different regions.
Ensure that critical spare components are readily available to minimize downtime during emergencies.
At the time of the site survey, obtain the most secure site that the host can provide.
At the time of site survey and installation, request the client or host to provide a location that is not likely to have any developments or environmental changes for at least the next 5 years.
In case the host needs to shift a station to a new location, provide all the necessary support.
Ensure that employees and stakeholders adhere to Information Technology (IT) guidelines stated in this document in order to maintain a secure, efficient, and well-managed IT infrastructure

Training and Capacity Building

TAHMO aims to:

Conduct regular training sessions for AWS and HMS technicians and staff on proper maintenance, calibration, and data management procedures.
Ensure that technicians are aware of the importance of using the correct batteries and adhering to the battery replacement schedule.
Train station hosts on how to use and access data from the AWS and HMS.
Ensure hosts regularly be given maintenance training by field technicians or field engineers. This is to improve the quality of remote maintenance and support.

Compliance and Regulations

TAHMO aims to:

Comply with relevant laws, regulations, and international standards for AWS and HMS installations, data collection, and battery disposal.
Stay informed about changes in regulations and update the asset management policy accordingly.

Regular Updates of Asset Management Tools and Reports

TAHMO aims to:

Enhance the effectiveness and accuracy of the asset management process, and regularly update the company’s asset management tools and reports, including the asset register, maintenance schedules, inventory reports, and any other relevant documentation.
Update frequently the asset management tools based on asset changes and system improvements at least once every quarter.

Review and Continuous Improvement

TAHMO aims to:

Regularly review the asset management policy to ensure it remains aligned with the company’s objectives and evolving technologies.
Seek feedback from AWS and HMS technicians and stakeholders to identify areas of improvement and implement necessary changes.

Whistleblower policy

Whistleblowing is a vital component of maintaining transparency and integrity within the TAHMO’s asset management processes. Employees and stakeholders are encouraged to report any concerns or suspicions of unethical behavior, non-compliance with regulations, or any other misconduct related to the management of assets within the network of Automatic Weather Stations (AWS) and Hydrological Monitoring Stations (HMS). Whistleblowers play a critical role in identifying and addressing potential issues before they escalate and can contribute to the continuous improvement of the asset management policy.

How to Report:

Online: Visit our website https://tahmo.org/contact-tahmo/ and send anonymous messages.
Email: Send your report to compliants@tahmo.org
Postal Address: Send your report to P.O. Box 25969-00100, Nairobi, Kenya.
Phone: Call us on +254 724 621 066.

Confidentiality and Protection:

Your identity will be kept strictly confidential throughout the investigation process. TAHMO is committed to protecting whistleblowers from any form of retaliation or adverse action as a result of their reporting.

Investigation and Feedback:

All reports will be thoroughly and impartially investigated by competent and unbiased personnel. We will provide updates, where possible, on the status and outcome of the investigation to the whistleblower.

Non-Retaliation:

TAHMO strictly prohibits any retaliation against individuals who report concerns in good faith. Any employee or stakeholder found to be engaging in retaliatory behavior will be subject to disciplinary action, up to and including termination of employment or legal action, as appropriate.

Conclusion

This Asset Management Policy aims to optimize the performance and lifespan of the major assets in TAHMO’s network of automatic weather and hydrological stations across Africa. By adhering to these guidelines and implementing proactive asset management practices, we can ensure the reliability and accuracy of water and weather data collection.