Capital and Facilities Maintenance information systems are used to track and provide information on community infrastructure such as fire protection, electrification, water and sewage systems, roads, and schools and other community buildings. Infrastructure data collected from communities is used to demonstrate that resources have been allocated to regions, and subsequently to First Nations, in a fair and equitable manner. Since First Nations communities are essentially the managers of these assets, the information they report (for inventory and asset condition) also serves as a key indicator of the extent of protection of existing assets, population growth, backlog pressures, and heath and safety requirements, as well as the impact of policy adjustments.

Collection of infrastructure data is specified in the annual First Nations National Reporting Guide. The respective forms, with definitions for reporting changes to the infrastructure database, are provided to the First Nations for input, and are then collected by regions. Under the data management regime implemented by the Corporate Information Management Directorate (CIMD), data provided to headquarters is signed off by the respective Regional Director General. As part of this data regime, CIMD also collects and publishes completeness indicators for elements of the Capital Asset Management System (CAMS) data submissions. Regions and headquarters verify data submissions on a macro level by flagging sudden variations in asset trends (i.e., large swings in asset condition or quantity), while on-site inspections through the Asset Condition Reporting System (ACRS) provide a type of periodic "audit" of the asset inventory.

In order to support INAC's strengthened capital management regime, the department is implementing the following proposed improvements over the planning horizon to its data management systems:

• At a minimum, increasing the frequency of ACRS inspections for major asset categories (3 year cycle);
  
  
• Rigorously updating the Asset Condition Reporting System on an on-going basis; and
  
  
• Developing an Asset Recapitalization Calculator (ARC) which will be able to gauge where assets are in their life cycle and the financial implications of maintaining the current level of service. This will mean an increased use of asset condition ratings, and provide for a more formalized life-cycle approach to meeting infrastructure needs.

These improvements will enable long-term work plans and investment plans for assets based on industry standards and departmental life-cycle, maintenance and costing data.

The Capital and Facilities Maintenance component of the capital program uses the following information systems:

1. Capital Asset Management System (CAMS): The department collects capital asset and housing data from First Nations/Tribal Councils for the purposes of operational (funding), planning and program monitoring.

CAMS consists of three existing and one proposed module:

• Capital Asset Inventory System (CAIS);
• Asset Condition Reporting System (ACRS);
• Capital Management Data Base (CMDB); and
• Asset Recapitalization Calculator (ARC) (proposed).



Capital Asset Inventory System (CAIS)

• First Nations report any changes to assets through data submitted annually as part of the terms and conditions of funding agreements.
• New capital assets are entered into the database via Project Completion Reports.
• Coupled with costing data and departmental service standards, asset information is used to gauge operation and maintenance (O&M;) requirements and adequacy of infrastructure given the community population.
• Reports that can be generated from CAIS include national annual infrastructure reports, reports on gross funding and net funding requirements for O&M;, ad hoc reporting of service levels and asset replacement values for determining adequacy of infrastructure in communities.

Asset Condition Reporting System (ACRS)
• Inspectors assess condition, and recommend health and safety requirements and other maintenance projects to extend the useful life of assets on a three-year cycle.
• Data on the condition of assets is used for recapitalization decisions, also as a long-term indicator for adequacy of O&M;.
• At the national level, the annual condition report for infrastructure is used for policy support and performance measurement of capital O&M; funding. At the regional level, inspectors provide recommendations for health and safety, and maintenance of projects — these recommendations are entered along with the asset condition.

Capital Management Data Base (CMDB) — Housing and Infrastructure (H&IA;) Web Site
• Site-level information is gathered on housing and adequacy of basic community services such as fire protection, water and sewage systems, solid waste disposal, road access and electrification. This element is now web-based, enabling communities to enter and retrieve information pertinent to their operations.
• Joint capital agreements with provincial schools are tracked.
• Data is combined with CAIS infrastructure data to form part of the annual housing and infrastructure reports, in addition to providing ad hoc data for determining high-level measurement for general condition of housing stock and adequacy of municipal services.

Asset Recapitalization Calculator (ARC) (proposed)
• The proposed model is based on using ACRS asset condition, industry standards and departmental costing data to estimate long-term investments including recapitalization and major maintenance projects for a portfolio of assets.
• The calculator will include an asset performance indicator that is able to gauge where assets are in their life cycle and the financial implications of maintaining the current level of service and the effects of varying the level of O&M; on a facility or portfolio.
• The model will provide cash flow analyses for a given asset portfolio, initially to include schools and other major classes of infrastructure (larger water/sewage systems). Later versions will include a rudimentary model on financial implications of shortened asset life due to reduced O&M.;


2. Environmental Stewardship Strategy Information Management System (ESSIMS):
• ESSIMS is a dynamic, web-based tracking and reporting system.
• ESSIMS tracks environmental liabilities through data entered at the regional level; plans are to include community-level participation.
• Operational modules include contaminated sites and fuel storage tanks.
• Developmental modules include environmental assessment and waste/landfill sites.
• System produces a variety of hard-coded internal reports.
• Generates external report(s) to satisfy central agency requirements (i.e., contaminated sites inventory).

Custodial Assets

Custodial Assets information systems are used to track and provide information on real property, vehicles, machinery and equipment within the department.

1. Automated Real Property Management System (ARMS):
• System holds basic information on each real property site, such as type of asset, location, legal description, number of buildings and use, as well as information on environmental issues associated with the property.
• Regions update the assets database on an ongoing basis.
• Ad hoc reporting supports recapitalization, divestiture, and planning and budgeting activities of custodial real property.


2. OASIS Fixed Assets Module:
• System tracks moveable assets valued at over $1,000.
• System provides information on the description, group and class of assets, acquisition cost, year of purchase, serial number and location.
• Assets valued at $10,000 and over are depreciated over the life of the asset. Regional Assets Managers update the assets database on an ongoing basis.
• Ad hoc reporting provides information on age of assets, depreciated value for planning and budgeting activities.


3. Access 2000:
• System records acquisition and maintenance costs associated with vehicles and heavy equipment.
• ARI Financial Services Incorporated captures maintenance information through credit card purchases on an ongoing basis.
• New acquisitions are reported to ARI Financial Services Incorporated by regional Fleet Managers.
• Ad hoc reporting monitors operating, maintenance and accident costs, depreciated value, etc. to support planning and budgeting for replacement of vehicles and equipment.

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