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

 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
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

Collegehumor.com
 System configuration and
integration
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?
 50 49
Type of Software Used
LEGEND:

40 GIS package Other

(may use multiple packages)

CMMS Pipe Data

Count of 81 respondents

30 Financial Enterprise

Free/Simple Consultant
21 21
20 18 18

10
10
6 6 6
5 5 5 5
4 4 4
3 3
2 2
1 1 1 1 1 1 1
0
 Pipe/SCADA Enterprise Systems
Geospatial Data
Software

Paper Spreadsheets
Records & Databases

CMMS Financial
Consultant
How useful is the software in
performing your job?
Very Satisified

2% Somewhat Satisified
22%

8% Not Satisified

68% Don't know/too soon

SCADA and Mobile Technology
 12
(may have indicated more than one selection each)
10 10 10
Software Being Considered in
10
Next 1 to 2 Years
8 LEGEND:
Count of 48 respondents

7 7
GIS package Other

6 CMMS Pipe Data

Financial Enterprise

4 4 4
4 Free/Simple Consultant

3 3 3 3 3

2 2 2 2 2
2
1 1 1 1 1 1 1 1 1

0
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)

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

http://simple.werf.org/simple/media/AHT/stepOne.html
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
 Pipe/SCADA Enterprise Systems
Geospatial Data
Software

Paper Spreadsheets
Records & Databases

CMMS Financial
Consultant
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)