9/22/2011. Growing population Expanding number of businesses Aging infrastructure. Multiple databases (conflicting, redundant or hardto-find

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1 Tips, Tools and Tales for Intelligent, Automated Infrastructure Maintenance Keith Alvis Maintenance Management Systems Coordinator City of Westminster, CO - PW/U Topics Westminster PW/U: overview, history, challenges Benefits & reasons for automated asset management How we did it: goals & approaches Westminster s TEAM : structure & usage. Department examples & maps Lessons learned About Me From Shovel to Keyboard 26 years experience in public works and utilities. 13 years focused on asset management issues. Not just an IT guy; range of field positions. Understand the full scope of PW teams priorities and challenges and the benefits of technology. About Westminster Suburb located ~10 miles NW of Denver Over 105,000 residents and 4,000 businesses 33.7 square miles; 4.6 miles of open space. Economy focused on services, retail, finance, communications/it, aerospace. Westminster PW/U Water Maintenance & Treatment (530 Miles of Lines) Sanitary Sewer Maintenance & Treatment (403 Miles of Lines) Storm Water Collection Raw Water Reclaim Water Treatment & Distribution Roadway Maintenance & Repair (472 Center Line Miles) Traffic Control Sign Maintenance & Repair Snow Removal Capital Improvement Water Quality Planning & Engineering History & Challenges Growing population Expanding number of businesses Aging infrastructure. Multiple databases (conflicting, redundant or hardto-find data) Internal challenges in communications and coordination across divisions and departments Limited staffing and budgets for PW/U required better tracking of assets, staff assignments and capital outlays 1

2 Something had to give! From Reactive to Proactive Benefits of Asset Management Asset management enables PW organizations to: save money, protect asset investments, maintain quality service, secure funding. (An automated asset management program gives you the concrete metrics you need to justify extra staff or other capital investments.) Benefits of Asset Management Differences from standard practices: Maximizing value to ratepayers vs. minimizing costs to system. Increases proactivity and decreases reactivity. Structured to reduce risk of failure by incorporating regular maintenance, renewal and replacement of assets into plans. Directly benefits public by ensuring crucial assets maintained at best time. Protects public health and the environment... Reasons for Asset Management Decreases unplanned incidents through preventative maintenance. More likely to get government funding due to demonstrable evidence. Facilitates compliance with regulations and recommendations (such as GASB 34, CMOM, EMS, GFOA) Reasons for Asset Management Clear, numbers-based communication of needs to ratepayers and higher ups for greater support. Educates public and demonstrates responsibility of PW personnel. Organized, complete, readily available system information 2

3 Reasons for Asset Management How did Westminster get there? Encourages efficiency, reliability and cost savings. Reduces funding waves and helps prioritize future replacement and maintenance. Combines standard practices into more comprehensive approaches (e.g., asset libraries) to maximize public assets. Reduced failure risk improves PW image, credibility and goodwill among public Maintenance Management Goals Department Goals: Eliminate duplicate data entry; improve reporting. Achieve GIS integration. Improve planning, budgeting, decision-making, reporting. Establish performance measures. Enhance customer service, public image, credibility Maintenance Management Goals City Goals: Meet health, environment regulations. Enable departments to see where improvements in efficiencies and reliability will save money. Share information between existing citywide applications (e.g., SCADA, Pavement Management, Utility Billing - CIS Infinity, Fleets - Faster). Share information across departments Phased Approach Completed business case study Examined needs in departments outside of PW/U. Met with key members from each PW/U functional group Key stakeholders. CMO, GIS, IT. Eventually BO&M, Forestry, and Rental Properties. Considered 26 different vendors. Received 13 responses to RFI. Short listed to 5 vendors for RFP... Phased Approach Demos of top 3 vendors based on RFP. Site visits, conference calls, WebEx sessions with existing users. Selected Accela for new Web-based enterprise asset management application. Migrated all data and configuration from original non-web Accela Asset Management System. Project completed in 2010! 3

4 Westminster s TEAM RENTAL PROPERTIES Inspections Violations Pass/Fails and critical violations Form letters generated from Accela Automation for mailing to customers. Future inspection fees BUILDING OPERATIONS Internal customer service requests Tracking all costs associated with work orders Preventative maintenance work orders on HVAC equipment Assets (Campus and Buildings, HVAC, Generators) FORESTRY (tree-only assets) Tree planting, trimming, removals Special programs (e.g., Arbor Day, Christmas tree recycling). PARKS RECREATION and LIBRARIES External service request tracking to completion COMMUNITY DEVELOPMENT RIGHT- OF-WAY PERMITS Creation of ROW permits Tracking completion of contractor work PW/U inspection/approval of roadway repairs Cross-department work processes STREET OPERATIONS Maintenance, repair, pavement management, sweeping. Complete snow removal tracking through work orders (material, vehicles, labor). Asset maintenance for storm sewer devices and lines, signs, street lights, more. Service Request Categories (asphalt, bridges/guardrails, concrete, signs, storm sewer, sweeping, streetlights, trash). 4

5 UTILITIES FIELD Asset maintenance for grease traps, sewer lines/devices, water meters, water lines/devices, water storage tanks, much more. Work orders for maintenance and repair. Construction crew water line installations. Sanitary sewer inspections and ratings. Service Request Categories (water, sewer, locates)... Sewer Inspections By Year Sewer Line Condtions 5

6 Water Breaks Bye-Bye Sewer Backups! Major reduction in Sanitary Sewer Overflows, thanks to intelligent asset maintenance. Primary metric that State of CO uses if cities are adequately maintaining sewer systems. 10 years ago: averaged multiple SSOs per year. TODAY: No SSOs for the last 2 Years! BIG DRY CREEK WASTEWATER TREATMENT PLANT Primarily used by maintenance staff for asset inventory and preventative maintenance SCADA-based runtime PMs Time-based PMs Plant and safety equipment SEMPER WATER TREATMENT PLANT Plant asset preventative maintenance and repair. Plant equipment, pump stations, lift stations. Operations Instrument maintenance Plant sampling Process control testing and process monitoring... Administration TEAM Staff Accela Automation administration Reporting and queries Data entry, quality control and assurance Service for internal customer issues and enhancement requests Issue tracking Managing Service Requests Receiving phone calls anywhere in city; making sure customer is not bounced around. Recording phone calls (where they re going, types of calls, issue trends, Requests currently submitted by phone, then entered into application. Going Web-based in Q4 6

7 Lessons Learned 1. Involve key stakeholders at very beginning. 2. Get support of upper management. 3. Do not underestimate the effort and resources required. 4. Spend sufficient time upfront gathering information. a) Understand and document existing business environment, desired functional requirements. b) Define and document interface requirements Lessons Learned 5. Go to sites where the software has been in use for a long time. 6. See the software in use and interview system administrators and end users 7. Ensure customer implementation manager is involved in all stages of selection process: functional requirements, definition, vendor review, contract development/negotiation and post implementation. 8. Spend time upfront creating and/or cleaning up asset inventory. 9. Avoid scope creep at all costs! QUESTIONS? THANK YOU! Keith Alvis Maintenance Management Systems Coordinator City of Westminster, CO - PW/U 7

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