cmms for your community - mi-wea.org for your community.pdfcmms for your community do we need cmms,...

CMMS ForYour

CommunityDo we need CMMS, and if so, WHAT DO WE REALLY NEED?

Computerized Maintenance Management System

• Why do we need a CMMS?– To answer questions

• Cost tracking• Task schedules

– Performance tracking• Equipment• Personnel

– Legislated Reporting (MDEQ)• Track Compliance with regulations• Administrative Consent Order

How much do we need?

• How much stuff do you have?• How many people work for the organization?• How many Departments do you have?

CMMS is the family tree of your assets

• The city is the parent of the Collection System.• The Collection System is the parent of the

WWTP.• The WWTP is the parent of the buildings on the

site.• Each building is the parent of the floors or rooms

that are part of it.• The floors or rooms are the parents of the

equipment in them.• Each parent is also a child.

CMMS is the family tree of your assets

• New assets may be “Born” into the family tree as the system is developed.

• Planned parenthood is a must.

Some programs contain a drawing feature to help you

Let’s Talk About Choices…

• Spreadsheets– MS Excel or equal

• Databases– Are you big & small enough to use a small

database like MS Access?– Are you so big that a commercial CMMS is

necessary?• Canned• Customized

Spreadsheets…

• Useful for tracking small systems• Ability to compare trends and graph tendencies• Ability to maintain totals• Information can be examined in a variety of ways

but only within the spreadsheet• Links to other spreadsheets are possible, but

more difficult than a relational database designed to pull large amounts of information together

Example of spreadsheet

Databases…

• Able to tie multiple tables together and print customized reports– Personnel hours– Parts cost– Vehicle costs– Contractor information

• Capable of tying inventory to work orders– Parts attached to work orders– Notification of time to re-order– Details of cost and who to buy from

Databases…

• Access or SQL by Microsoft• Commercially Available Pre-Designed

Maintenance Software – Wide range of cost– Wide range of capabilities

• How do we compare databases?– Search the web– http://www.pcmag.com/category2/0,28

06,4177,00.asp

“Big-Dog Software”

• “dQuery” - about $800• “Crystal Reports” – about $2K• “Sybase Adaptive Server Enterprise” -

about $4K• “DB2 Universal Database” – about $20K• “Oracle 9i Database” – about $40K

Access by Microsoft (or other db program from an office suite)

• Requires an employee or a contractor to be skilled in the program.

• Hours of work to build tables, forms, queries, macros, and reports

• Years to develop “In-House”• Not “User-Friendly” because Help files are

not for the CMMS, they are for the database programmer, not the CMMS user.

Database Window

Work Order

Queries

Reports…

Commercially Available CMMS

• As little as $495.00 from “Mapcon”– Completely “canned”– User cannot make changes other than data

entry• Or as much as your needs require

– $$$ Buy-In to legally use the program– $$$upport and licen$ing fee$ annually

How is the commercial CMMS different from Homemade?

• Massive amounts of data• Server based with a “Front-End”

– MS Sequel-Server with a Web based display screen for navigation.

– Oracle or another powerful database engine.• Support Company to transition old information to

their software.– All past records can be entered into the new database

so that complete history of any item is available.– New fields and ways of storing information to make

reports and analysis of data.

Is there anything for a small system that doesn’t have a lot of resources?

• Web search for FREE CMMS– http://www.maintenanceassistant.com/– http://www.aspcmms.com/– http://www.cworks.com.my/– http://www.omegagroups.com/– http://www.plant-

maintenance.com/freestuff/1069.shtml– http://www.cmmsglobal.com/

• CUPSS

CUPSSCUPSS

• Check-• Up• Program for• Small• Systems

CUPSS

• Approved and promoted by the US EPA• Free downloadable software• Complete instructions and support manuals• www.epa.gov/cupss• Everything you need to get started with

your own asset management program.

CUPSS and Us

Getting Started in Asset Management Using

Prevent this!

Guatemala Sewer Pipe Explosion, February 2007

Credit: Associated Press

And this!

Leaking reservoir

Credit: Rural Community Assistance Corporation

Agenda

Bad Problem – Not having a backup plan

Good Solution – Asset management

What is Asset Management?

“A process for maintaining a desired level of customer service at the best appropriate cost.”

How Will it Help?

• Asset management has many benefits– “Make investment decisions – large and

small – based on understanding of life cycle costs and benefits.”

– “Set Service Levels and make investments needed to meet them – now and into the future.”

– “Reduce asset risk through capital investments, or changed maintenance practices and response protocols.”

In Other Words…• Back up budget

talks with solid facts

• Boost utility efficiency

• Save staff time• Understand that a

utility is running a customer service business

• Keep customers happy

Booster station with above ground piping


Worried that AM is a maze?

Inventory O&M

Finances

Utility

Your Fear Reality

Check Up Program for Small Systems

• Free, easy-to-use software• Asset Management 101 for water/wastewater systems• Prepare an asset management plan in 7 steps

Credit: City of North Bend, Washington WWTP; Sewer Division

Why Manage Assets?Remember Aging Infrastructure

NYC pipe explosion, July 2007

Credit: Mario Tama, Getty Images

NYC pipe explosion, July 2007

Credit: Robert Stolank, New York Times

Why Manage Assets? Remember the Condition of Assets

Rusted iron water pipe

Credit: Timothy Ford, Montana State UniversityPoorly maintained reservoir


Why Manage Assets?Remember Importance of Redundancy

MN bridge collapse, August 2007

Credit: Jim Gehrz, Associated Press

Why Manage Assets? Remember the Community

Ruptured Wooden Water Tower, March 1999

Credit: Charles Myers, Rolla, MO

Leaking valve


Why Manage Assets?Remember Surrounding Watersheds

Fuel tank leaking diesel next to wellhead


Asking the Right Questions

• What is the current state of the assets?

• What is the desired “sustainable” level of service?

• What assets are critical to sustained performance?

• What are the best minimum life-cycle-costs and O&Mstrategies?

• What is the long-term financing strategy? Failed booster pump results in well house flooding


Identifying Areas of Improvement

Leaking reservoir wall


Wellhead that needs to be replaced Credit: Rural Community Assistance Corporation

Spring Box with open access


Lessons LearnedTracking Fire Hydrants

An out of service fire hydrant in DC

Credit: Dave Statter, WUSA9 NewsFire at DC’s historic Eastern Market

Credit: Arthur Delaney, Washington City Paper

Lessons LearnedHurricane Katrina Response

Fallen water tower in Biloxi, Mississippi caused by Hurricane Katrina, August 2005

Credit: Andrew Richards

Flooding in Louisiana caused by Hurricane Katrina, August 2005

Credit: Wikimedia Commons

Communities Using Asset Management

• Elkhart County, Indiana– Unaccounted for water exceeded 40%. – Meters were the problem – adding the proper meter

in the proper location showed that they didn’t have water loss at all.

– “By incorporating an asset management program the system was able to locate the problem and correct the problem. By incorporating [maintenance] costs into the annual budget, the utility recoups the most value out of its assets and has the financial resources to rehabilitate and replace assets as needed.”

How can CUPSS Help?

• Communicate effectively with decision makers!• Decisions will be predictive, not reactive!• Ensure funds are spent in the most appropriate manner!

Small system wellhead with hydrotank Credit: Rural Community Assistance Corporation

What Will CUPSS Do?• Track:

– Inventory – Tasks– Finances

• Develop a personalized Asset Management Plan!

How Is CUPSS Easy to Use?

• CUPSS is tailored for small systems:– Simple interface– Less jargon– Baby-step

approach– Features enable

easy data entrySmall drinking water treatment plant

Credit: Village of Forsyth, IL

How Will We Get Started?

• Organize records• Form a team• Reach out to

others• Identify level of

service goals

Small wastewater treatment plant


Support For UsersAsset Management

Supporting Materials

• STEP Guides• Best Practices Guides• Web cast training• AM Web site

CUPSS Supporting Materials

• CUPSS User’s Guide• CUPSS Workbook• Tutorials/training• User E-mail List• CUPSS Web site

(www.epa.gov/cupss)

TrainerNetwork

Who is CUPSS For?

• CUPSS is for small drinking water and wastewater utilities that want to:– Apply proactive decision making– Prevent surprises or worse– Establish, reach or maintain Level

of Service goals– Comply with financial reporting

procedures (GASB 34 or FASB) for a good credit rating

– Implement long range planning

Contact

For more information:www.epa.gov/[email protected]

Accounting For Your Assets

• The Governmental Accounting Standards Board's Statement #34 (GASB 34) revises several accounting and financial reporting practices for state and local governmental entities including publicly-owned water systems.

• If your water system is publicly owned, you will need to follow GASB 34 requirements to obtain a "clean opinion" (i.e., a good credit rating) from anauditor. Without a clean opinion, you may face higher interest rates on loans and bonds and may be more closely scrutinized by regulators and public officials.

Accounting For Your Assets

• Following GASB 34 standards will require publicly-owned water systems to report the value of infrastructure assets and the cost of deferred maintenance.

• An accurate and up-to-date asset management plan will help you comply with this requirement.

Building anAsset Management Team

• Asset management requires an investment in time and resources. Asset management is not a 1-year project, or even a 5-year project. It is a continual, fundamental change in the way infrastructure assets are managed. Successful asset management programs are characterized by a commitment to:• Spending time and money to implement the program.• Focusing on making cost-effective asset decisions.• Providing a sustainable level of customer service for the community.

• To achieve this level of commitment, asset management is implemented by a team that is:• Supported by political leaders who have the authority and willingness to commit public resources and personnel.• Made up of key decision makers who represent the departments involved with asset management.

• Thinking about your assets differently can be the first step towards having a sustainable system. With the limited resources of most systems, shifting away from reacting to events and towards making strategic plans can lead to real savings.

• Asset management focuses on the long-term life cycle of an asset and its sustained performance, not on the day-to-day aspects of the asset. It involves a shift in a water system’s philosophy characterized by:– Changing the management culture.– Understanding that all asset decisions are investment decisions.– Focusing on continual improvement driven by results

(sustainability).– Changing the culture requires champions who use a team approach

to promote and articulate the benefits of asset management. The champions are the motivating force behind the team that can consist of operators, managers, elected officials, and stakeholders.

– Each team member fulfills a role and function in implementing anasset management program.

Components of a Successful Asset Management Team

• The team should have the authority and resources to answer the core questions that lead to asset investment decisions. An assetmanagement team:– Is flexible and encourages critical thinking.– Creates opportunities for sharing ideas and information

through open and transparent debate.– Works through problems and shares the success, not the

blame.– Fosters an atmosphere that builds trust and develops

partnerships.– Uses existing elements of asset management as a basis for

the program.– Starts implementation during planning to achieve early gains.

Key Team Members

• Water & Wastewater system operators and engineers

• Local and elected officials• Accountants• IT Specialist• Treasurer

Water & Wastewater system operators and engineers

• Knowledge of the current state of water system assets.

• Ability to describe the costs and benefits of changes to infrastructure assets.

• Experience with the current capital improvement plan and the operations and maintenance strategy.

Local and elected officials

• Authority to commit resources.• Knowledge of the political landscape.• Ability to create new financing mechanisms.

Accountants

• Ability to help estimate the replacement cost of assets.

• Knowledge of the existing financing strategy, potential financial resources and challenges, and the need for rate changes.

IT Specialist

• Ability to determine the most practical way to collect, store, and present the information needed to make strategic decisions.

• IT’s the “C” in CMMS

Treasurer

• Ability to implement new financing mechanisms (e.g., bonds, loans, and other debt instruments) and create dedicated reserve accounts.

5 Core Questions

What is the Ultimate CMMS?

• Does it incorporate GIS (mapping) into the CMMS?– Collection system data and

history– Distribution system data and

history– Street repair tracking and

history– Buildings and grounds repairs

and history


• Is it “User Friendly”?– Set up so that users cannot corrupt data– Easy to make data entry– Easy to add equipment– Easy to create reports and track tendencies

What is the Ultimate CMMS?• Is it easy to write work orders?

– Repairs– Preventive Maintenance

• Does it interact with inventory?– Attach parts to work orders– Track when parts need to be re-ordered

• Is it easy to analyze data and write reports?– Job and personnel efficiency analysis– Cost analysis


• Does it help your organization build a 5 or 10 year Capital Plan?

• Does it provide enough information to plan your annual budget?– Personnel costs– Parts and materials costs– Energy costs

What is the ultimate CMMS?

• The one YOU can use• The one YOU will use• The one YOU can understand• The one YOU like• The one YOU can afford

What is the ultimate CMMS?

• Your choice will be guided by:–Employee talent &

commitment.–How many assets are included

in the system.

Questions?

cmms for your community - mi-wea.org for your community.pdfcmms for your community do we need cmms,...

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