Product Overview

Summary: This SOP provides a clear, step-by-step framework for setting up and using tree inventory and management software across your organisation. It standardises how tree data is captured, validated, updated and reported, helping Australian councils, arborists and land managers improve asset management, compliance, and decision-making.

This Standard Operating Procedure is designed for organisations that rely on accurate, up‑to‑date tree data to manage risk, plan maintenance and demonstrate compliance with Australian WHS and asset management obligations. Whether you are a local council, a utility provider, a university campus, or a large property portfolio manager, tree inventory and management software is only as good as the processes that support it. This SOP sets out a consistent, repeatable method for configuring the system, collecting field data, managing updates, and generating reports that stand up to internal audit and external scrutiny.

The document addresses common pain points such as inconsistent data entry by different contractors, gaps in inspection records, difficulty tracking risk ratings and works history, and the challenge of integrating tree data with GIS and broader asset registers. It defines clear roles and responsibilities, minimum data standards, naming conventions, and quality checks so that every tree record—from a new planting to a high‑risk street tree—can be trusted. By implementing this SOP, organisations can streamline their workflows, better prioritise tree works, support defensible risk decisions, and provide transparent reporting to executives, insurers, regulators, and the community.

Developed for the Australian context, the procedure aligns with contemporary asset management principles and supports your duty of care under WHS and civil liability frameworks, without being tied to a single software vendor. It is suitable for both new software implementations and for tightening up existing, ad‑hoc practices around tree inventories and ongoing tree risk management.

Key Benefits

• Standardise tree data collection and entry across staff, contractors and sites.
• Improve visibility of tree risk, maintenance history and upcoming works for better decision‑making.
• Streamline inspection, work order and reporting workflows within your tree management software.
• Demonstrate robust governance and due diligence in managing tree‑related risks and public liability exposure.
• Enhance data quality and integration with GIS, asset registers and corporate reporting systems.

Who is this for?

• Arborists
• Consulting Arborists
• Urban Forest Managers
• Parks and Gardens Managers
• Local Government Asset Managers
• Environmental Officers
• GIS Analysts
• Horticulture Team Leaders
• Contract Administrators (Tree Services)
• WHS and Risk Managers in Parks and Open Space
• Infrastructure and Asset Planning Managers
• Data and Systems Administrators (Environmental Systems)

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Abbreviations
• 3.0 Roles and Responsibilities (Arborists, Field Inspectors, Asset Managers, GIS/Data Administrators)
• 4.0 System Access, User Permissions and Security
• 5.0 Software Configuration and Data Standards
• 6.0 Tree Inventory Data Fields and Mandatory Attributes
• 7.0 Field Data Collection Procedure (Mobile and Offline Use)
• 8.0 Data Entry, Validation and Quality Assurance
• 9.0 Tree Risk Assessment and Rating Entry in the System
• 10.0 Work Orders, Maintenance Scheduling and Close‑Out Processes
• 11.0 GIS Integration, Mapping and Spatial Data Management
• 12.0 Reporting, Dashboards and Performance Metrics
• 13.0 Data Governance, Back‑ups and Record Retention
• 14.0 Training, Competency and User Support
• 15.0 Change Management and System Updates
• 16.0 Audit, Review and Continuous Improvement of the SOP

Legislation & References

• AS ISO 55001:2014 Asset management – Management systems – Requirements
• AS/NZS ISO 31000:2018 Risk management – Guidelines
• Local Government Act 1993 (NSW) and equivalent state and territory local government legislation
• Work Health and Safety Act 2011 (Cth) and harmonised state and territory WHS Acts
• Work Health and Safety Regulation 2011 and equivalent state and territory regulations
• Civil Liability Acts in relevant Australian jurisdictions (for public liability and duty of care considerations)