Implementing a Work Order and. Asset Management System? Learning Objectives. What We Have. The City of Colleyville
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1 A Small City s Story of Implementing a Work Order and Asset Management System American Public Works Association 2013 Congress August 28, 2013 Introductions Public Works Department City of Colleyville, Texas Bob Lowry, P.E. Beth Wimpy Director Asst. to the Director Laying the Groundwork for a Better Tomorrow WHY a Work Order and Asset Management System? Have organized and readily available information Save money by work planning Maintain quality service Protect investments through planned maintenance Increase proactivity decreases reactivity Reduce risk of failures/unplanned incidents Educate public and decision makers Secure funding through real numbers Reduces funding waves Helps prioritize projects Learning Objectives 1. Determine the agency s unique goals in implementing a work and asset management system 2. Identify what to consider while selecting software 3. Implement change with the least resistance What We Have The City of Colleyville Small town city in the middle of the DFW Metroplex Population ~ 25, square miles 300 lane miles of public streets 19 bridges Over 2,500 signs 130 miles of sidewalks Two traffic signals 1
2 Three elevated storage towers 162 miles of sewer mains 2,940 manholes 9,200 water service meters 2 lift stations 1,274 drainage curb inlets Public Works Department History Aging infrastructure with no CIP Expectations of high customer service Previous silo s in Public Works Department LEARNING OBJECTIVE #1: Determine the agency s unique goals in implementing a work order and asset management system (What do we really need this system to do for us?) What We Wanted to Know About What We Thought We Had Where is it? What condition is it in? How are we maintaining it? How much does it cost to maintain? How do we develop plans to replace it? 2
3 What We Didn t Have Single system to track assets Work order tracking/costing WHICH SHAPED OUR GOALS So What Were Our Goals? INITIAL GOAL: A single system to track assets and the costs of work associated with maintaining those assets So What Were Our Goals? EVENTUAL GOAL: Move from tracking to managing! Real asset management! True work management! Know the real cost of doing business! LEARNING OBJECTIVE #2: Identify what to consider while selecting software (What bells and whistles will help us achieve our goals?) What We Didn t Need Payroll system Integration with financial system Inventory management system Citizen portal Document management system Fleet management system/integration with fuel system Capital project management system Features Desired Easy implementation and use! Web based GIS centric Single platform for a range of assets and multiple activities/work types Robust reporting Affordability! 3
4 Selection Process Researched available options Created short list of requirements and vendors Product demonstrations Test drove Found the one The Thing to Know is. Carefully choose your bells and whistles! Ch ch ch Changes! Understand What Really Happens LEARNING OBJECTIVE #3: Implement change with the least resistance (How did we keep our guys from having a conniption?) Field work to understand and see first hand what goes on in the field Talk to the subject matter experts the crews! 4
5 Not New for the Sake of New Customized work order forms to mimic old forms when possible Customized Work Order Forms Another example Test It! Test work order entry and close out One Step at a Time Drainage Maintenance Street Maintenance Wastewater Ditch Cleaning and Maintenance Crack Seal Cleanout Locate Inlet Cleaning Curb/Gutter Repair Cleanout Repair Street Sweeping Debris in Roadway Lift Station Repair/Maintenance TV Inspection (Including Prep Graffiti Removal Manhole Locate Cleaning) Ice/Snow Removal Manhole Repair Non-Work Order Activities Inspection Repair Sewer Main Assist Other Crews Pavement Cut Restoration Repair Sewer Service Mail Runs Pavement Markings Sewer Stoppage Miscellaneous Administrative Sidewalk Repair TV Inspection ROW Maintenance Standing Water Complaint Supplies and Parts (Non WO- Street Repair (Base Failure Reconstruction) Water Related) Street Repair (Pothole Repair Under 2 Diameter) Fire Hydrant Maintenance Training Street Repair (Spot Repair Over 2 Diameter) Landscape Restoration Repair Service Line Vehicle Checks and Maintenance Utility Support Replace Meter ROW Inspector Certificate of Occupancy Valve Maintenance Hotspot Monthly ROW Inspector CSI/Backflow Inspection Water Main Repair Hotspot Quarterly ROW Inspector ROW Permits/Line Locates Water Tap Meter Services Worker Meter Box Replace Signs and Markings Meter Services Worker Net Set (Meters) Street Signs Fabrication Meter Services Worker Replace Meter Street Signs Install/Repair Meter Services Worker Replace Meter Lid Street Signs New Logo Meter Services Worker Service Orders Signs Install/Repair Pump Maintenance Operator Facility Maintenance School Zone (Asset-Related) Signal Lights Pump Maintenance Operator Flushing Striping Pump Maintenance Operator Lift Station Inspection Traffic Counts Pump Maintenance Operator Tank Inspection Pump Maintenance Operator Water Quality Stormwater Management Pump Maintenance Operator - - Water Samples Inlet and Outfall Inspection Pump Maintenance Operator - - Water T Mosquito Control Again, One Step at a Time Didn t implement all activities/ forms at one time: More Customization Created our own help manual Daily Activity Log Work Order Type 1 Work Order Type 2 Work Order Type 3 5
6 Where We Stand We Use Maps Defined Goals to Determine Needs. Then managed Change. Consistency Sequencing work on assets Ensuring we get every asset, every time Reporting ( Knowledge = Power ) How much do we spend on an average backflow assembly test? What is the average cost in labor, equipment, and materials to fill a small pothole? What percentage of a particular crew s time is spent on nonwork order activities? Knowing Our Costs = Fixing Our Weak Spots Administrative Efficiencies 6
7 Ability to map citizen requests for our major concrete repair program Queries to find the last time we worked at a particular address We can know which crews have more admin (nonwork) time logged And on and on and on.. Activities Implemented Drainage Maintenance Street Maintenance Wastewater Ditch Cleaning and Maintenance Crack Seal Cleanout Locate Inlet Cleaning Curb/Gutter Repair Cleanout Repair Street Sweeping Debris in Roadway Lift Station Repair/Maintenance TV Inspection (Including Prep Graffiti Removal Manhole Locate Cleaning) Ice/Snow Removal Manhole Repair Non-Work Order Activities Inspection Repair Sewer Main Assist Other Crews Pavement Cut Restoration Repair Sewer Service Mail Runs Pavement Markings Sewer Stoppage Miscellaneous Administrative Sidewalk Repair TV Inspection ROW Maintenance Standing Water Complaint Supplies and Parts (Non WO- Street Repair (Base Failure Reconstruction) Water Related) Street Repair (Pothole Repair Under 2 Diameter) Fire Hydrant Maintenance Training Street Repair (Spot Repair Over 2 Diameter) Landscape Restoration Repair Service Line Vehicle Checks and Maintenance Utility Support Replace Meter ROW Inspector Certificate of Occupancy Valve Maintenance Hotspot Monthly ROW Inspector CSI/Backflow Inspection Water Main Repair Hotspot Quarterly ROW Inspector ROW Permits/Line Locates Water Tap Meter Services Worker Meter Box Replace Signs and Markings Meter Services Worker Net Set (Meters) Street Signs Fabrication Meter Services Worker Replace Meter Street Signs Install/Repair Meter Services Worker Replace Meter Lid Street Signs New Logo Meter Services Worker Service Orders Signs Install/Repair Pump Maintenance Operator Facility Maintenance School Zone (Asset-Related) Signal Lights Pump Maintenance Operator Flushing Striping Pump Maintenance Operator Lift Station Inspection Traffic Counts Pump Maintenance Operator Tank Inspection Pump Maintenance Operator Water Quality Stormwater Management Pump Maintenance Operator - - Water Samples Inlet and Outlet Inspection Pump Maintenance Operator - - Water T Mosquito Control Next Steps In Progress / Current Year: Benchmarking against other similar cities Field condition assessments Upcoming Years: Plan to bring in house (currently SaaS) Field connectivity Contracted maintenance Contact Information: bwimpy@colleyville.com or blowry@colleyville.com 7
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