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Maximo Data Collection Manager (G236-18CA)

National Facilities, Operations, International and University Registrar

For more than 80 years, Massey University has helped shape the lives and communities of people in New Zealand and around the world. Its forward-thinking spirit, research-led teaching, and cutting-edge discoveries make Massey New Zealand's defining university. The Operations, International and University Registrar portfolio is responsible for leading Facilities Management across the University.

Location:Palmerston North
Term:Fixed Term of 12 Months
Grade:Grade G
Salary:$57,806 - $82,182 pa
Applications close:11:45 p.m. on 29 July 2018

Position overview

For more than 80 years, Massey University has helped shape the lives and communities of people in New Zealand and around the world. Its forward-thinking spirit, research-led teaching, and cutting-edge discoveries make Massey New Zealand's defining university. The Operations, International and University Registrar portfolio is responsible for leading Facilities Management across the University.

We are seeking an experienced Project Manager to join the facilities management team on our Palmerston North Campus. Reporting to the Manager - Asset Information and Systems you be entrusted to develop a plan for the asset data collection within the Asset information Management System (aka Maximo) to ensure that the data records are uniform and consistent across all three of Massey's campus.

To be successful with your application, you will have at least 5 years’ experience in a project manager role and/or qualification in Project Administration with experience in data management and it would be helpful if you also had an understanding in facilities management.
If you are ready to join us in making a difference apply now!

Job description

Purpose statement

To co-ordinate and manage the mass-collection of asset data and condition assessment information nationally, in order to populate the Asset Information Management System (Maximo).

Responsible to

Manager - Asset Information and Systems

Key accountabilities

Massey core capabilities:

At Massey we are Tiriti-led, upholding Tiriti o Waitangi principles through our practice, We:
• Demonstrate awareness of Tiriti o Waitangi and its contribution to New Zealand culture and society.
• Understand the relevance of Tiriti o Waitangi in relation to the work of the University and the people we serve.
• Embrace the principles of partnership, participation, and protection and apply these principles in our workplace through manaakitanga, rangatiratanga, and kaitiakitanga.
• Embracing Te Reo in relevant and practical ways in our work place interactions and engagement with external stakeholders, giving expression to Tikanga Māori and protocols that demonstrates that we respect and value Māori conventions in appropriate settings.
At Massey we work together with mutual respect and caring. We:
• Act with integrity and trustworthiness and give credit to others for the work they do.
• Work cooperatively and inter-dependently to foster and promote the One University approach.
• Share knowledge and communicate professionally with courtesy and mutual respect.
• Are ethical in all transactions, working within the parameters of our policies and procedures.
• Are direct, truthful and maintain confidentiality.
• Seek to understand and appreciate our differences.
• Keep ourselves and others safe, working with the University’s health, safety and wellbeing policies, procedures and programmes.
At Massey we are future-focused, results-oriented and strive for excellence. We:
• Take ownership and responsibility for delivering results to support achievement of University objectives.
• Provide the best quality services to our customers (internal and external) ensuring our students/stakeholders are at the heart of everything we do.
• Deliver or support world-class research, teaching and learning and citizenship.
• Take personal responsibility for our performance, take pride in doing our job well, and commit to ongoing personal and professional development.
• Are motivated and create a positive working environment where our values are reinforced.
• Anticipate and respond with agility and resilience to the changing needs of the University and the communities we serve.
• Seek ways to improve our services to deliver in an efficient and effective way.
• Embrace technology and apply this innovatively to better meet the needs of those we serve.
• Challenge ourselves to reach our potential and help bring out the best in others.
• Understand how what we do contributes to the objectives of the University.

  1. Project Planning
    There will be two work-streams for data collection. One will be for buildings, internally and externally, and the other will be for plant and mechanical equipment.
    • Prepare a detailed project plan to cover all aspects of the mass data collection project for Massey University assets across its three campuses with the aim of completing the exercise by the end of December 2018. The project plan is to be approved by the Capital Asset Management (CAM) Group.
    • Prepare a budget for approval to support the schedule of work.
    • Execute the Project Plan and prepare regular reports on progress for consideration by the CAM Group, making recommendations to address any issues highlighted during the plan’s execution.
    • Coordinate any travel and accommodation arrangements needed to execute the plan.

  2. Asset data collection and condition assessment
    • Identify and extract data available on room locations and numbers to be used by data-collectors to guide the collection process.
    • Determine the most effective way to identify and engage the resources needed to mass-collect the required data for buildings across three campuses simultaneously, determine the budgetary requirements needed, and obtain approval to proceed from the Facilities Services Manager.
    • Develop a schedule of buildings to be assessed for each campus, allocate resources and timeframes to complete the exercise within the shortest timeframe without compromising data integrity or consistency issues.
    • Pilot the process of collecting asset data and condition assessment and use the outcome from this to reconfigure/guide the project.
    • Appoint a champion for each campus as the liaison person for data-collectors
    • Monitor the progress of data collection to ensure that it is on schedule and highlight any issue to management that may impact the timeframes and targets established.
    • Liaise with engineering and technical staff to determine to most effective methodology to capture asset information and condition assessment data for plant and mechanical equipment:

    • determine how the 360-degree photos of plant rooms can inform this process
    • determine how the knowledge of contractors who maintain plant and mechanical equipment might be used to enhance the process ie can this done as a desk-top exercise between contractors and engineering and technical staff using the plant room photos to identify the assets and determine their condition
    • trial and evaluate this approach to test its effectiveness as a methodology
    • develop a plan based on the trial to cover Plant Rooms.
      • Schedule and execute the data collection exercises so that they are being conducted in the shortest possible timeframe, without compromising data integrity or consistency issues.
      • Review the data collected, in consultation with the Maximo Data and Quality Analyst, and determine if any quality assurance process is required. If necessary, reinforce the processes to data-collectors or develop and implement a QA process.
  3. Communications
    • Develop a communications plan for each campus to inform them of the activities that are underway.

  4. Data upload
    • Arrange for the uploading of data into Maximo on a regular basis, liaising with the Maximo Data and Quality Analyst to ensure that this is working as anticipated.
    • Address any issues identified as the data collection process is progressing such as the quality of data or information or any consistency issues that become apparent.

  5. Training
    • Identify the training required, prepare appropriate material and resources and schedule and run the training sessions to educate data-collectors on the use of the data collection application.
    • Determine how to ensure that data-collectors consistently assess asset condition so that standardised asset condition data is collected across the three campuses and incorporate this into the training for data-collectors.

Project Management
• Monitors major projects for critical path and actual status versus planned.
• Manages and monitors multiple high risk, high cost projects involving multiple stakeholders.
• Monitors industry for fresh approaches and tools for project management.
• Champions organisation's project management methodology, tools, and techniques.
• Consults on project planning and management of high risk, high impact projects.

Facilities Management
• Monitors and updates processes and procedures to develop and maintain security in the workplace.
• Evaluates placement results of staff and equipment according to space planning and requirements.
• Participates in co-ordinating the design and construction of new or enhanced facilities.
• Interacts with customers and vendor support staff to resolve complicated problems.

Data Gathering and Reporting
• Reviews and verifies data and reports for accuracy.
• Participates in developing criteria for selecting data gathering and reporting tools and techniques for various projects.
• Analyses complex reports as revealed by the data.
• Oversees multiple data gathering and analysis initiatives.
• Prepares cost benefit analyses of alternative approaches.
• Builds and edits reports based on stakeholder and organisational specifications.

General Computer Proficiency
• Working knowledge and confidence in using core systems Massey University.
• Demonstrates intermediate levels of knowledge and experience in the use of Microsoft Office software.
• Intermediate experience in the use of SharePoint, can coach others in the use SharePoint
• Uses preferences and other tools to customise computer software / hardware appropriate for function.
• Identifies and resolves common software and usage problems.

Person specification


Relevant experience and/or qualification in Project management


At least 5 years experience in a project manager role

Personal attributes and behaviours

Interpersonal Skills
• Contributes as a member with multiple teams
• Establishes and maintains productive working relationships with key stakeholders internally and externally and maintains credibility and appropriate confidentiality
• Identifies and addresses potential issues with stakeholders.

Continous Transformation
• Integrates emerging industry best practices into current working processes.
• Works with stakeholders to deal with, respond to and actively seek changes and innovative opportunities.
• Develops KPIs and training materials to assess, build and nurture continuous transformation.
• Generates new ideas, approaches and solutions in response to changing demands or environment.

• Develops a clear, complete understanding of needs and problems through careful listening, probing, reflecting, and summarising.
• Delivers written and oral communications that engage audience participants, respond to their questions and concerns, and produce specific outcomes and impact.
• Able to present information clearly, concisely and logically. Varies content, style and form to suit the subject.

Results Orientation
• Mobilises group to anticipate likely results expected in future process cycles.
• Escalates unusual findings that could have an impact on future process cycles.
• Sets critical work standards and expectations for a group or unit.
• Coaches others to develop effective techniques for producing expected results.

Business Acumen
• Participates in business task to get things done in own unit or area.

Priority Setting
• Clarifies and handles multiple concurrent and diverse activities.
• Addresses potential conflicts that impact current delivery commitments.
• Works with or leads others to re-prioritise work and reschedule commitments as necessary.
• Responds to shifting priorities while maintaining progress of regularly scheduled work.
• Demonstrates an expectation that there will be ongoing shifts in demands and priorities.

Problem Solving
• Contributes to standard practices for problem solving approaches, tools, and processes.
• Develops alternative resolutions / successful resolutions to critical or wide-impact problems.
• Ensures capture of lessons to be learned from a problem solving.
• Uses varying problem-solving approaches and techniques as appropriate.

Additional Pre-employment Checks

Requirement to pass a Criminal and Traffic Convictions (Security) Check performed by the Ministry of Justice.
Requirement to pass a Credit History Check performed by Veda Advantage Personal Information Services.


Massey Contact Centre Mon - Fri 8:30am to 5:00pm 0800 MASSEY (+64 6 350 5701) TXT 5222 Web chat Staff Alumni News Māori @ Massey