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
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:
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.
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.
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.
The main objectives of this policy are to:
Asset Inventory and Documentation
TAHMO aims to:
Maintenance and Calibration
Rechargeable Batteries (e.g., AA-Energizer Batteries or Lead Acid Batteries)
Non-Rechargeable Batteries (AA-Energizer Batteries)
Data Logger Issues
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.
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
Training and Capacity Building
Compliance and Regulations
Regular Updates of Asset Management Tools and Reports
Review and Continuous Improvement
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:
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.
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.
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.