TL;DR (generated · confidence: high)

The City of Portland is developing a Citywide Asset Management Office to improve coordination of asset management across bureaus responsible for over $80 billion in physical assets. A 2023 maturity assessment identified inconsistent adoption of best practices. By October 2024, leadership was tasked with proposing a detailed plan for FY 2025-26. As of December 2024, CAMG proposed functions and positions, but the Leadership Team deferred Current Appropriation Level changes and assigned a Senior Strategic Project Manager starting March 2025 to develop funding strategies.

Key points (each cites a PDF page):

City is responsible for over $80 billion in physical assets covering almost one-quarter of Portland's land area. (p. 518)
OMF completed a citywide asset management maturity assessment in 2023, identifying inconsistent adoption of asset management best practices across bureaus. (p. 518)
Resolution 37635, adopted November 1, 2023, includes a central asset management function in the new city organization chart but without specified authority or funding. (p. 518)
By October 2024, the interim City Administrator was tasked with bringing forward a detailed proposal for FY 2025-26 establishing a Citywide Asset Management Office with a Current Appropriation Level request. (p. 518)
As of December 2024, CAMG proposed functions, positions, and organizational chart for the office, but Leadership Team decided against proposing Current Appropriation Level changes for FY 2025-26. (p. 519)
A Senior Strategic Project Manager will start with City Operations in March 2025 to lead development of the CAMG proposal and recommend funding strategies. (p. 519)

💰 $80 billion · 📋 Citywide Asset Management Office · Citywide Asset Management Group (CAMG) · 🏛️ Office of Management and Finance (OMF) · City Operations · City Budget Office

Recommendations-for-Citywide-Asset-Management-Office-Budget-Note

Source: PDF pp. 517-519 · raw: 517 · 518 · 519

Breadcrumb: 3 city ops › Recommendations-for-Citywide-Asset-Management-Office-Budget-Note

To: Ruth Levine, City Budget Office Director From: [Service Area Lead], [Title] CC: Mike Jordan, City Administrator Deputy City Administrators Mayor & Council Date: February 14, 2025 Re: FY 2024-25 Adopted Budget Note Updates Budget Note Title Recommendations for a Citywide Asset Management Office Primary Service Area City Operations Due By Fall 2024 Mike Jordan Lead Tate White - project manager Mike Jordan Sara Morrissey Jonas Biery Staff to include Maty Sauter Aaron Beck Ruth Levine In Budget Concept? Budget Concept DP # Page 6

Budget Note Full Text The City has invested in improving asset management techniques in multiple bureaus for over fifteen years, with much of the coordination through a monthly Citywide Asset Management Group (CAMG). Over the years, applying these techniques have revealed the true costs of infrastructure as described in annual asset reports. The City of Portland is responsible for over $80 billion in physical assets covering almost one-quarter of Portland’s land area. Services from these assets impact the daily lives of Portlanders and shape our future environment. In 2023, the Office of Management and Finance (OMF) completed a citywide asset management maturity assessment, which identified an inconsistent adoption of asset management best practices with many bureaus needing dedicated assistance to implement these practices. With the implementation of Charter Reform, city leadership has an opportunity to improve citywide consistency and maturity in asset management through a centralized function – to steer all city asset services to equitable provisioning and sustainable performance by managing the balance between cost of service, levels of service, and the business risk around asset lifecycle. A centralized function also has the potential to better integrate longer term comprehensive planning objectives across City bureaus. Resolution 37635, adopted on November 1, 2023, includes a central asset management function in the new city organization chart, but without specifying authority nor funding implementation. In addition, CAMG should work with the City Budget Office to review capital set-aside as a funding mechanism for capital maintenance, and provide options for financial policy changes to better align the funding process with needs. By October 2024, the interim City Administrator, with the assistance of the CAMG, should bring forward a more detailed proposal for FY 2025-26 that establishes a Citywide Asset Management Office. This proposal should include a Current Appropriation Level request informed by the functional objectives and specific positions needed to set up the new office. Page 7

Deliverable The interim City Administrator, with the assistance of the CAMG, should bring forward a more detailed proposal for FY 2025-26 that establishes a Citywide Asset Management Office. This proposal should include a Current Appropriation Level request informed by the functional objectives and specific positions needed to set up the new office. Next Steps (from June 2024) CAMG going to the DCA group in July. Status Update (from August 2024) NoTeam including BPS, BTS, and CBO staff have been meeting regularly to formulate updates. recommendations re: org structure and funding. Direction received from DCAs Morrissey, Biery, and Oliveira to place Data Services function under City Operations. Status Update (from December 2024) The City Asset Manager’s Group (CAMG) proposed functions, positions, and an organizational chart for a Citywide Asset Management Office. The Leadership Team decided not to propose Current Appropriation Level changes for FY 2025-26 and instead assigned a dedicated staff person to continue to develop the CAMG proposal and recommend funding strategies first. A Senior Strategic Project Manager will start with City Operations in March 2025 to lead this work in consultation with the CAMG, City Budget Office, City leadership, and additional subject matter experts across and external to the City of Portland. Page 8

Parent: 3 city ops · PDF: pp. 517-519