COMMITMENT & INTEGRITY DRIVE RESULTS

Building a Best-Fit Asset Management System

June 12, 2020

Key TopicsChallenges in Utility ManagementAsset Management Plan ComponentsImportance of Data ManagementPlanning ConsiderationsCase StudiesTakeaways and Resources

Challenges in Utility ManagementFunding is tightInstitutional knowledge leaving the workforcePressure to improve efficiencyAging infrastructurePublic advocacy/involvementMany choices in the marketplace for software and solutions

A comprehensive plan for managing and using data can improve overall asset management and improve utility efficiency

Asset Management VisionTracking your assets

What – Where – When – Condition – CapacityImprove performance of existing equipment and prolong life expectancyTrack maintenance and corrective actions

Retain institutional knowledgeReduce operating costsBetter tools for capital planning and budgeting

Can you answer the question: Where is the best place to spend my next dollar on infrastructure?

Components of an Asset Management PlanLevel of Service and Strategic GoalsAsset InventoryAsset Condition and CapacityRisk Assessment - Critical AssetsRenewal/Capital Improvement PlanMaintenance PlanFinancial PlanWork Tracking SystemExecution Plan

Considerations for the Execution PlanIdentify advocates and obstaclesFoster long-term and utility-wide commitment to the planIdentify who needs input into the plan - Internal and external stakeholdersHave a plan for how to manage the dataIdentify who is going to analyze the data and who needs the data to make decisionsFind ways to streamline this process to make it sustainable

Data Management OptionsSpreadsheet or

Written

+ Quick, easy+ Low investment

+ May already exist+ Staff likely has the skills

- Can’t easily be queried- Hard to update/static

- Difficult to expand- Difficult to export data for other uses

(i.e. – GIS)

Generic Database(Access, SQL, Oracle)

+ Customized for the utility+ Low investment

+ Data can be exported to other programs (if set up correctly)

+ Can be a start towards AMS

- Needs to be developed from scratch- Needs some expertise to manage

- Everything is custom- Office use only, not field (usually)

Asset Management Software

+ Already developed for this purpose+ Field and office users

+ Some packages have CIP, work order, CMS, and other features

+ Integrates with other utility software

- Larger upfront and ongoing investment

- Requires more training- Rely on outside entity

Poll Question #1Do you use an asset management-specific

software package?

Planning – So How Do We Get There?

Consider technology needs not just infrastructure needsLong-term success depends on efficient data management

Core QuestionsDiscuss strategic goals, levels of service, stakeholders, processes, reporting needs, etc.

Workflows and Process

Review of current work order procedure, data recording, asset inventory, audit trail, reporting, etc.

Technology Gaps

Review of current technology used, functionality, departmental use, opportunity for expansion, Needs for enhancement

Implementation Plan

Documenting findingsProcess recommendationsScope, Schedule, and Budget for Implementation

Utility Technology Assessment

Technology isn’t the answer, but it can help make your asset management process more sustainable

Improving Integration and Data Management Between Field and Office

Work Management and Reporting

Improving Visibility of Data for Decision Making and Optimization

Data Managenent Technology SelectionCompare existing packages with future vision and needs (Core Questions)Review available software packages or in-house solutions

CapabilitiesAbility to phase in usage (cost, by department, functionality, data availability)

Weighted criteria to narrow fieldInterviews and ReferencesProcurementImplementation

Separate systems for infrastructure mapping, public information, assessor, purchasingLack of integration across departments and functionsNeed to phase in project over timeWanted local firm for implementation support

Case Study #1 – Town of 40,000Key Issues

Technology needs assessment, focused on GIS for each department/divisionCustom inter-departmental systemLeverage County dataPhased in over 8 years, ongoingOne portal for employees and publicWork Order Management System for DPWEmergency Operations CenterEffective tool for managing infrastructureExpanding to inspections, public uses

Solution

Case Study #1 –Custom GIS and Work Order System

Used to track maintenance on assets and open work itemsLocation, scheduling, classification, and staffing tools.

Widespread adoption and use35k+ WO’s since inception7k+ CSR’s since inception

Reporting tools include:Summary by date rangeAnnual summaryWork Orders by CreatorWork Order duration

Large operation covering sewer, drinking water, and stormwater systemsComplex dispatch functionality to specialized work crewsDifficulty tracking status of issues between work crewsSignificant manual effort to develop reports to MayorFledgling GIS systemNeed rapid implementation at low cost

Case Study #2 – City of 100,000Key Issues

City selected software without detailed needs assessmentSelected Off-the-shelf fully customizable asset management softwareStarted with 3 key “workflows”Tablets for crews in fieldCustomized reporting using Google SheetsImplementation and training over 3 monthsStarting to outgrow software capabilities after 6 monthsOngoing investment required to meet their needs

Solution

Case Study #2 –Rapid Implementation using Custom AMS

Used to track key activities on assets and open work itemsCustomer service requests, hydrant flushing, and sewer inspection/jetting.

Quickly adopted by field staff15,000+ workflows since inceptionStaff have emails & tablets

Motivation to clean up GISNext steps include:

Refinements to reporting• Dashboard toolsInventory toolPermit tracking tool

Poll Question #2What is the key obstacle you have in improving

your asset management program?Time

Lack of management supportOther budget priorities

Comfort/skill with technologyOther

Challenges SolutionResistance to change Develop an inclusive plan with staff at all levels, train early and often.Operators retiring and institutional knowledge lost Use mobile device and custom forms to capture informationToo many technology options – What’s the right solution Partnership will help direct you on the choices that are right for you.SCADA operations data is siloed Reporting solution to address plant and manager needs Paper data (inspection forms, operator log, Station data, etc.) Mobile Device/ custom forms

Improving operations efficiency Make O&M data more visible to find trends and opportunities to improve

Poor maintenance process and documentation CMMS Database (automated work order system)Finding & naming assets Mobile Maps and GPSReporting to elected officials, regulators, and the public Automate and improve ability to display statistics

Capital Planning Use more accurate and defensible data; integrated CIP tools in software

allenges Solution

Challenges and Asset Management Solutions

Takeaways…Have a long-term vision

Set realistic and achievable short-term goalsSet yourself up for sustainable success by thinking about data management

Be Inclusive Get buy-in from all groups: field workers to administrators

Empower your employeesTrain early, train often

Partnership with outside technology specialists can helpContinue to improve the system

ResourcesEPA: https://www.epa.gov/sustainable-water-infrastructure/asset-management-water-and-wastewater-utilities

including “Asset Management: A Best Practices Guide”WEF: https://www.wef.org/resources/topics/browse-topics-o-z/utilityasset-management/AWWA: https://www.awwa.org/Resources-Tools/Resource-Topics/Asset-ManagementSouthwest Environmental Finance Center: https://swefcamswitchboard.unm.edu/am/

Including, “A Gide to Asset Management for Small Water Systems”

COMMITMENT & INTEGRITY DRIVE RESULTS

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