MI-AWWA/MWEA Asset & Infrastructure

Management Committee

Maureen Wegener, Sally Duffy, and Samir Matta

Before we get to the survey…

Why Asset

Management?

Imagine a Business…

Where the availability of raw material is

unpredictable and unable to keep pace with

rising demand, customers mostly take

supply for granted and are wasteful in their

consumption, plus the system – albeit

improving – loses up to 27% of your

product. Welcome to the world of water!

ISO Standards… ISO 55000 – overview of asset management

and standard terms and definitions

ISO 55001 – requirements specification for an

integrated, effective asset management

system.

ISO 55002 – guidance for implementation of

such a management system.

The Terminology…

Asset Life Management Plan

Management System Management

Strategy Portfolio System Type

Capability Competence Critical Asset Effectiveness Incident Level of Service Monitoring Objective Optimize Organizational Strategic Plan Outsource Performance Policy Process Safety Project Property Plant Equipment Risk Stakeholder Sustainable Value Chain

FMEA GAAP IFRS SAMP

Asset Management…

Asset Management - Coordinated activity

of an organization to realize value from

its assets.

Asset – Item, thing or entity

that has potential or actual

value to an organization.

Levels of an Asset Management System

Asset Management Roadmap

No ‘Silver Bullet’

A Champion

Perspective

Communication and Commitment

What Does it Mean?

“…. platform that helps manage, track, and

analyze your infrastructure assets. It

includes an integrated permit management

system which extends your management

reach to include activities done on

residences, commercial, and other

infrastructure.”

What Does it Mean?

“…. offers preconfigured, fully attributed

asset registries, with appropriate

hierarchical relationships; and forms,

ratings, and calculations based on industry

standard condition assessment protocols.

These solutions ease the burden of

regulatory compliance reporting, and foster

best management practices.”

What Does it Mean? “….seamlessly connect systems across departments to eliminate information silos and improve coordination. Out-of-the-box integrations with financial and human capital management, permitting and billing, and asset management solutions, as well as 311 call center portals, give you comprehensive capabilities without sacrificing efficiency or visibility.”

What Does it Mean?

“…. provides comprehensive planning,

tracking and execution to support optimal

asset monitoring and performance. Its

sophisticated, condition-based

maintenance strategies for plants, property

and public infrastructure along with an

integrated asset repository ensures best

practices and quality compliance globally.”

Finally, the survey! I have three years to spend

$60,000 to $160,000!

What should we buy?

What are other people buying? My friends who drive minivans hate them, but the

Corvette was highly rated and has better gas mileage

We are not informed shoppers… and don’t know where to start

https://www.flickr.com/photos/purplemattfish/

2012 Comparative Review of

Municipal Maintenance Systems

Limitations… Not a scientific survey

First step toward evaluating

who is doing what

Maybe better than ?

User’s opinions may be

impacted by numerous other

factors

IT support

Training or lack thereof

System configuration and

integration

Collegehumor.com

Responses: 92 individual

responses*

Mostly southern Michigan

Mostly populations of 10,000 or more

*some were combined if specific departments appeared to be duplicated

General Results Less than 10,000 populations tend to use

spreadsheets and/or CUPSS

Collection and distribution systems

(“horizontal”) use GIS

Plants (“vertical”) use CMMS

Majority are only “somewhat satisfied” that

the software is useful in completing their jobs

Many are planning to buy something

What types of services do you work with?

49

21 21

18 18

10

6 6 6 5 5 5 5

4 4 4 3 3

2 2 1 1 1 1 1 1 1

0

10

20

30

40

50

Co

un

t o

f 8

1 r

es

po

nd

en

ts

(may u

se

mu

ltip

le p

ac

ka

ges

) Type of Software Used

LEGEND:

GIS package Other

CMMS Pipe Data

Financial Enterprise

Free/Simple Consultant

Paper

Records Spreadsheets

& Databases

Geospatial

Software

Enterprise Systems

CMMS Consultant

Financial

Pipe/SCADA

Data

2%

68%

8%

22%

How useful is the software in

performing your job?

Very Satisified

Somewhat Satisified

Not Satisified

Don't know/too soon

SCADA and Mobile Technology

10 10 10

7 7

4 4 4

3 3 3 3 3

2 2 2 2 2

1 1 1 1 1 1 1 1 1

0

2

4

6

8

10

12C

ou

nt

of

48

re

sp

on

de

nts

(m

ay h

ave

in

dic

ate

d m

ore

th

an

on

e s

ele

cti

on

ea

ch

) Software Being Considered in

Next 1 to 2 Years

LEGEND:

GIS package Other

CMMS Pipe Data

Financial Enterprise

Free/Simple Consultant

Where do I start… One of the first tasks for any system is an

inventory of assets: Creation of an asset registry

A systematic and comprehensive listing of all assets in a logical, often nested order that facilitates quick location of asset records. Creating an asset registry starts with the definition of an asset unit.1

Development of a data standard The Data Standard is a document; it consists of written rules and procedures

that govern which attributes of each asset are to be recorded in the registry and how they are to be recorded. The collection of relevant asset attributes is critical to generating the baseline information needed for asset evaluation. 1

Commitment to maintain that asset registry

The asset registry is core to any system!

1 http://simple.werf.org/simple/media/AHT/howTo.html

Starting your CMMS registry

WERF SIMPLE EPA “Tom’s Bad Day” (get it while you can)

http://simple.werf.org/simple/media/AHT/stepOne.html

https://www.epa.gov/sites/production/files/ 2016-01/documents/develop-asset-registry.pdf

GIS asset registry (data model) ArcGIS for Local Government

ArcGIS for Water

Populating the GIS

Convert paper

maps/CADD

drawings

Collect feature

locations in the

field

Arc Collector

CCTV with GIS

Valve exercising

Going boldly toward Enterprise Inventory kept in GIS or CMMS database

(what/where)

CMMS may schedule maintenance and collect basic cost and condition data

Enterprise software collects additional data from multiple program interfaces (GIS, billing software, payroll, CMMS, SCADA)

The enterprise uses the shared data to increase functionality Pipe in GIS register has had multiple blockages

Cleaning visits tracked in CMMS

CCTV data program shows pipe sag

Enterprise system recommends repair with cost and work order

Hyer, Celline A. “Selecting & Implementing a Comprehensive Asset Management

System.” Florida Water Resources Journal, April 2007

Paper

Records Spreadsheets

& Databases

Geospatial

Software

Enterprise Systems

CMMS Consultant

Financial

Pipe/SCADA

Data

Becoming a good shopper Talk to other communities!

Pick a few packages and find out more Walk the Expo floor

Know your assets and your goals What assets will be included, how many do you have?

What information do you want to capture (attributes)?

What will data be used for? (work orders, billing, etc.)

Do they have partners for integration?

In Summary… Lot of Options

Free to High-priced

Simplistic to Highly Sophisticated

Easy to implement to cumbersome

Accessible (Mobile Linkage) to Restricted

Flexible & Expendable to Limited.

Abundant Resources & Technical Support to Minimal

So What to Do?

Final thoughts…

Evaluate your needs, short and long term

objectives and final outcome

Assess your staff capabilities and limitations, other shared resources (Other departments, neighboring community)

Define who will maintain & update Insource vs outsource

Full time vs part time

Trained, proper documentation , written procedures

Be honest about your financial situation Do you have the budget to upgrade, pay licensing/tech support

fees?

Can you afford the ancillary costs? (computer & network upgrades, GPS handhold units, etc.)

Don’t bite more than you can chew

Final thoughts… Start with good data

Develop standards & Procedures before going to the next level

As software improves and performs more tasks, it may becomes less complicated

Sustainability Invest in getting software configured, staff trained

Document approach and work flows

Limit customization, may go away with next version

Don’t build a monster you can’t afford to feed

EPA Resources… https://www.epa.gov/dwcapacity/asset-management-

resources-small-drinking-water-systems-0

The Check Up Program for Small Systems (CUPSS)

Reference Guide for Asset Management Tools

Asset Management: A Best Practices Guide (EPA 816-F-08-014)

Asset Management for Local Officials (EPA 816-F-08-015)

Building an Asset Management Team (EPA 816-F-08-016)

Taking Stock of Your Water System: A Simple Asset Inventory for Very Small Drinking Water Systems (EPA 816-K-03-002)

Asset Management: A Handbook for Small Public Water Systems – STEP Guide Series (EPA 816-R-03-016)