asset management: planning, strategy and implementation
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Presentation by Allen Ibaugh on Esri European User Conference 2011.
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Welcome #EUC11
Asset Management: Planning, Strategy, and Implementation
Allen Ibaugh, GISP, AICP, CEO, DTS
Same tools Same workflows Same terminology Worse performance
Today’s Agenda
•Introduction •Asset Management Overview •Asset Management Process •Questions and Answers
Allen Ibaugh, GISP, AICP
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Mr. Ibaugh has over 16 years experience in the fields of Asset Management, GIS, GPS and Transportation Studies. He has managed over 100 asset management projects dealing with approximately 40,000 miles of roads, containing over $25 Billion in asset infrastructure.
Part 1
Introduction to Asset Management
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Chances are Asset Management exists in some basic form in every organization. Whether it is organized in a spreadsheet, located in a file cabinet or stored in the maintenance supervisor's head, access to this information is important and could include: � Construction Dates Original Project Costs Features Location Maintenance History Inspections
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Why Manage Your Assets? Performance and cost effectiveness Deliver policy goals and objectives Lower long-term costs for infrastructure preservation Improved performance and service to customers Improved use of available resources Communication, accountability, and credibility Improved communication within agency and with customers Improved credibility and accountability for decisions
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Disaster response: reimbursement for assets lost
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Applying Asset Management at Your Agency Asset management is adaptable to different agency situations: Organizational structure Management culture Funding environment Technological capability Fundamentals of asset management – generally applicable to all agencies Implementing asset management – customization and tailoring to be expected
standards Asset Management
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Common components of asset management
Service Requests
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Service Requests Service requests are the starting point for many work activities that originate internally or from citizen demands. Good service request management requires access to information such as:� Caller History Work Requests Similar Work Requests Pending Work Orders
Work Orders
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Work Orders Work Management includes all of the scheduling and activities involved in maintaining assets at a predefined condition level, including: Work Orders Work Requests Maintenance Inspections Labor Cost Equipment & Material Costs Budgeting Performance Monitoring
GIS Integration
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GIS Integration GIS Integration displays information from underlying databases to spatially display and visually analyze asset infrastructure.� Colored Themes Clustering of Issues Location of Work Orders Maintenance Priorities
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AMS Process Laying the Groundwork Getting Organized Performing the Initial Inventory Using the System (Hardware/Software) Planning for the Future
Laying the Groundwork
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Laying the Groundwork Define the management directives of the agency: Service Request Management Work Management Asset Management Financial Management GIS Integration
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Identify executive sponsorship – champion – may not be tech savvy – need to define systems objectives for them to get
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Identify Data:� Format: Electronic Paper-based In the minds of individual workers Quality: Recently collected Scheduled updates
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Identify Data:� Format: Electronic Paper-based In the minds of individual workers Quality: Recently collected Scheduled updates
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Business Process Mapping Documents how your agency conducts their day-to-day operations and work activities. Identifies opportunities to streamline operations. Identifies a “road map” for selecting an Asset Management software solution. Allows employees to identify bottlenecks and deficiencies in the current process. Identify the “Pain” of the Agency.
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Needs Assessment Identify the “Pain” of Your Agency Gap Analysis Policies and Procedures Hardware and Software Personnel and Headcount Data Development Manual Identify Data Types, Accuracies, and Attributes Standard Naming Conventions Standard Operating Procedures
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Operations and Maintenance Methodologies Risk – The likelihood and consequences of failure Condition – Based on inspection and predictive models Valuation – Based on current fiscal valuation Capital Improvement Planning – Prioritization based on available budget Implementation and Strategic Planning Prioritized Action Items Implementation Timeline FEMA-Compliant Pre and Post-Disaster Inventory and Recovery Activities
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Operations and Maintenance Methodologies Risk – The likelihood and consequences of failure Condition – Based on inspection and predictive models Valuation – Based on current fiscal valuation Capital Improvement Planning – Prioritization based on available budget Implementation and Strategic Planning Prioritized Action Items Implementation Timeline FEMA-Compliant Pre and Post-Disaster Inventory and Recovery Activities
• change Asset Types
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Asset Types to be Collected Transportation Infrastructure Utility Infrastructure Facility Infrastructure Asset Attributes to be Collected Work the problem backwards Identify the questions you need answered Specify the information to be collected to answer these questions.
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Determine the Intended use of the Data Flow Modeling Engineering / Design Maintenance Management Determine the Accuracy Mapping Grade (Visual Representation) Sub-Meter Centimeter
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Determine the Quality of your GIS Data Address Ranges – Needed for geocoding of Work Requests and Work Orders Road Centerline – Is it up to date and includes the roads maintained by your agency Road Names – Standard Naming Convention needs to be in place Existing Asset Data – Completeness, Currency, Accuracy? May have opportunity to improve.
IT Support
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Determine the Storage Capacity of your current system. Pictures and video require large amounts of storage space. Get IT involved early on in the process. Number of Concurrent Users Network Capabilities Wireless Communications Desktop computer requirements
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Putting the Complex System Together Conduct Vendor Demonstrations Review Software Capabilities Match Software Capabilities with Functional Requirements (Gap Analysis) Determine the Best Match of Software Capabilities and Functional Requirements
Hardware
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Putting The System Together – Hardware AMS Server Used to store all data related to AMS* User PCs Must meet minimum standard Recommended by vendor Network Capacity Field-Based Data Collection Pen-based and laptop/notebook computers Global Positioning System (GPS) Receivers Bar Code Scanners Distance measuring instruments (DMI) Digital Cameras Active Radio Frequency Identification (RFID
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Performing the Initial Inventory Review the System Goals Implement the Tools (Data Collection Methods) Begin a Pilot Program Perform Full-Scale Inventory Import the Data into a Computerized Maintenance Management System (CMMS) Maintain the Database with Work Orders
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Collecting multiple assets at once
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View the results with web based tools
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Zoom in to see mm cracks for pavement analysis
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Consider both Urban and Rural elements of Asset Data Collection
Visualize Results
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Visualize and analyze the results with automated AMS tools
Core ~
Facilities
Request Portal
Service Request
Work Order
Resource Manager
Valuation Condition
Risk
Budget Forecasting
Projects
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Using the System System Management Maintenance “Forgotten” Assets Asset checkups New Assets Retired Assets Additional Information Quality Control Training Funding
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Measure Performance of Your Asset Management Program
The Future
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Planning for the Future Integration of Technology Geographic Information Systems (GIS) Internet Mobile / Wireless System Expansion Compliance with Federal and State Requirements Governmental Accounting Standards Board (GASB.34) National Pollutant Discharge Elimination System (NPDES) CMOM – Capacity, Management, Operations, and Maintenance Use of New Software Technology Addition of New Hardware
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Examples Water Distribution Systems Wastewater Conveyance Systems Reclaimed Conveyance Systems
Pitkin County Pavement Performance 2007 - 2027
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Plan Year
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rall
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Unlimited 94.34 93.94 92.99 91.79 92.55 92.96 91.81 92.59 92.98 91.82 92.61 93.00 91.83 92.62 93.01 91.85 92.62 93.01 91.84 92.63
Current+$8M 86.58 87.76 91.05 92.69 92.17 93.43 92.47 91.85 90.37 88.83 87.06 85.11 83.08 80.99 78.82 76.74 75.69 73.58 71.87 70.30
Current+$4M 81.99 83.00 83.36 81.90 80.85 80.08 78.81 76.90 77.40 74.93 73.31 71.48 69.59 67.46 65.96 64.07 62.14 60.04 57.92 55.77
Current +$2M 80.62 78.74 79.15 77.39 76.66 75.13 73.68 71.99 70.26 68.51 66.64 64.67 62.75 60.86 59.18 57.10 55.11 53.42 51.36 49.29
Current 79.30 76.92 74.59 72.29 70.23 69.00 66.80 64.98 63.05 60.97 59.08 57.09 55.17 53.26 51.26 49.28 47.23 45.19 43.26 41.24
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
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Examples Pavement Management Inspection Methodology Performance Modeling Capital Improvement Planning GIS Integration
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Examples Sidewalks Length Width Slab Thickness Condition ADA Compliance Trip Hazards Other Features
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Examples Traffic Control Devices MUTCD Code Components Head Type Orientation Timing Other Details
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Examples Facilities Benches Pavilions Playgrounds Recreation Trails Location Surface Type Length
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Examples Roof Management System Roof Area Roof Type Parapet Walls Penetrations Condition
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To begin your Asset Management Program!
Contact Information
Allen Ibaugh, AICP, GISP & Jason Amadori, GISP Data Transfer Solutions
3680 Avalon Park Blvd East, Suite 200 Orlando, FL 32828
(407)-382-5222 / (407)-382-5420 (fax) jamadori@dtsgis.com aibaugh@dtsgis.com
Questions?
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OLD SCHOOL: Asset Management
Thank You
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