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1 Water Treatment Plant

2 What is Asset Management? EPA defines it as A process for maintaining a desired level of customer service at the best appropriate cost. Source EPA Power Point Presentation. CUPSS And US: Getting Started in Asset Management Using CUPSS

3 How will an Asset Management Plan Benefit Me? Asset Management helps you: Make Investment decisions Define your service level Produce a Maintenance Audit Manage risks Determine full cost

4 In Other Words Back up budget talks with solid facts Boost utility efficiency Save staff time Understand that a utility is running a customer service business Keep customers happy Source EPA Power Point Presentation. CUPSS And US: Getting Started in Asset Management Using CUPSS

5 BPH Asset Management A Ten Step Process Guidance Document Based on the five core questions the USEPA identified to help guide you through what should appear in an AM Plan Identifies several specific required elements that must appear in an approved AM Plan Includes a timeline which begins at four months prior to Advertisement for Bids and ends 6 months after loan closing Has CUPSS specific instructions CUPSS is not appropriate for all Utilities so the guidance has instructions that any system can use

6 Asset Management Guidance Part1 The AM Guidance is a mixture of guidance, Utility Self-Assessments, tables, worksheets, and templates for submittal of the required elements The AM Guidance will include three separate parts: Month 1-3 Month 4-9 `Month 10-14

7 Asset Management Guidance Part 1 Part One: 5 tabs 1. Timeline 2. Month 1- Assessment 3. Month 1- AM Team 4. Month 2- LOS Assessment 5. Month 3- LOS Goals Tabs are colored coded to the corresponding month on the timeline

8 Part 1 Timeline Asset Management Checklist Timeframe Asset Management Guidance Steps Required Monthly Update to BPH Monthly Update Description Four Months Prior to Advertisements of Bids Establish an AM Team, Schedule, and Mission Statement Month 1 Refer to Section I- Let's Assess Your System's Approach to Asset Management of the guidance document. Submit the completed Month 1- Assessment and Month 1-AM Team tabs to BPH. Three Months Prior to Advertisements of Bids-Loan Closing Develop a Level of Service Statement Month 2 Month 3 Refer to Step 1- Developing a Level of Service Statement of the guidance document. Submit the completed Month 2-LOS Assessment tab to BPH. Submit the completed Month 3-LOS Goals (Level of Service Goals) tab to BPH.

9 Month 1 - Assessment Requirements are shown throughout and marked with stars. Additional information has been provided in some areas to explain uncommon terms and concepts or assist you in making decisions. These areas are marked with chevrons. Information specific to CUPSS Users will be marked with * 's. Answer as many questions below and on the next sheet as possible, prior to submitting this Excel file for your first month's update. Enter Drinking Water System Name: Save the AM Guidance Part 1 to your computer and include your systems name. Example: ABC PSD AM Plan Part 1.xlsx Let s Assess Your System s Approach to Asset Management 1. Do you have a written AM Plan? It should answer the following core questions defined by the USEPA: Yes, No or Short Answer A. Does it depict the current state of your system s assets (condition, age, useful life, redundancy, status, and capacities)? B. Does it identify your required sustainable level of services? C. Which assets are critical to sustained performance? Ranking critical assets should be based on their condition and consequence of failure. D. Does it show the Minimum Life Cycle Costs which includes the installation date, the projected useful life, and replacement costs (including inflation and installation service costs)? E. Does it include a funding plan (short term~3 years and long term~10 years) to cover the projected O&M costs of the facility? Regardless of whether you have answered yes to all of these questions, the 10-Step Process presented throughout the following worksheets provides a closer look at each question to help you determine whether your written AM Plan includes all required elements to be approved.

10 Month 1 - Assessment 2. Are you currently using or planning to use Asset Management software program? If so, which one? A. CUPSS (highly recommended and FREE) B. Dashboard C. PUBWORKS D. Develop a system using existing data E. Other, Describe: Are you unsure of what software to use? If so, understanding how you currently keep track of equipment, parts and O&M costs will help you decide what software is appropriate and how to shape your plan. 3. What kind of inventory, O&M, service records, and financial data software/tools do you currently use, if any? A. GIS B. CAD C. Database D. Spreadsheets E. Other, Describe: Are you starting from scratch? In some cases, systems do not have written documentation for all or portions of their water system assets and/or do not keep documentation electronically (on a computer). If this describes your system, the following guidance describes how to start managing your assets, including establishing an AM Program and AM Team. 4. Do you currently have an AM Program including a Mission Statement defining your level of service goals? (See Month 2: Level of Service Assessment for more information) An example Mission Statement is provided below.

11 Month 1 - Assessment 5. Do you currently have an AM Team? An approved AM Plan will include a Mission Statement and list AM Team members. A mission statement should be an overarching purpose for maintaining an AM Program. Consider the impacts to public health, your ability to comply with regulations, and financial stability if you do not manage your resources. Please enter your Mission Statement in the space provided on worksheet Month 1-AM Team. Refer to the example Mission Statement below to get an idea of what should be included and considered. Who should be on the AM Team? When assembling an AM Team you should consider current and past town staff (officials, board members, clerks, accountants, and engineers), your current and past utility staff (operators, and other service workers), and any other stakeholders that can help in assembling the information to develop your AM plan. A. Do you provide AM Team members training? a. If you are using CUPSS software program, have your AM Team members been provided the opportunity to participate in the training that is included in the CUPSS software program? b. Do you provide other training offered through USEPA on Asset Management? c. Other training? Describe: B. How often do you meet to reevaluate your AM Plan?

12 Month 1 - Assessment 6. Are you taking the necessary steps to continually improve your AM Program? A. Do you differentiate between short term and long term processes? a. Short term processes evaluate current state of Assets, Level of Service, Critical Assets, Minimum Life Cycle Costs, and Long Term Funding Plan. b. Long term processes revise and update your AM Plan as your system, personnel, and regulations change. B. Are you implementing your AM Plan? C. Are you checking your AM Plan to evaluate progress, correct changing factors, and incorporate new best practices? D. Are you identifying areas that need action to improve your AM Program and meet your Mission Statement? An approved AM Plan will have short term and long term processes to evaluate current conditions and revise/update your AM Plan. It will also contain an Action Plan that identifies actions needed to make improvements and meet goals. You will submit an action plan in Month 13, but should take note of needed actions as you work through the next several months. Whether your utility has an established AM Program and written AM Plan or if you are just getting started, referring to the 10-Step Process will help you understand what should be included in your successful plan and why. Example Mission Statement: We commit to improving and maintaining the public health protection and performance of our drinking water/wastewater plant and distribution/collection utility assets, while minimizing the long-term cost of operating those assets. We strive to make the most cost-effective renewal and replacement investments and provide the highest-quality customer service possible.

13 Month 1 AM Team Provide your utility s AM Team, team member roles, meeting schedule, mission statement, and process for AM Plan development to BPH. Information provided in titles, roles, and schedule are examples and can be modified to suit your Utility. Schedule Example AM Team Table Meeting once every two weeks Name Organization Title Roles Responsibility on Project Mayor/Board Official/General Manager/Chief Operator AM Lead The AM Lead will manage distribution and submittals of the various steps of the AM Plan Process; will have a complete understanding of each step of the process and how the information has been assembled; should be able to communicate the long term goals and how the Utility's action plan will address deficiencies in Asset Chief Operator/ Service Staff/Retired Service Worker Treasure/Secretary/ Accountant/ City Clerk Asset/Data Development Coordinator Financial Lead Professional Service Provider Recorder (Engineer or Planning and Development Council)/ City Recorder/ Administrative Assistant Recorder Other Stakeholders Management. The Asset/Data Development Coordinator will assist the AM Lead in developing the critical assets list, the conditions ranking scale, and CAP, as well as, review the asset inventory spreadsheet for accuracy; will review and verify the prioritization of the assets in CUPSS to the Critical Assets List; and work with the Financial Lead to establish O&M Task List and properly characterize the expense related to O&M. The Financial Lead will manage and communicate the current and proposed financial information; gather information on O&M task to establish if maintenance is deferred; and help determine the strategies the Utility will use to address their long term financial plans. Given that monthly written updates are required, consider identifying a Recorder. A Recorder will record meeting results and complete paperwork; and take direction from the other parties and consolidate information for submittal. Any other stakeholder that may assist in the development of the AM Plan. This could be the Utility's Engineer, Regional Planning and Development Council, other key staff, watershed association, RCAP, or volunteers. Provide Your Utility's Mission Statement Below (Refer to Example Mission Statement on Month 1- Assessment Tab): Are you going to use CUPSS? (Y/N) If not using CUPSS, then describe the process you plan to use to develop your AM Plan, including software. CUPSS Users: Install CUPSS, set up a new database, and enter in your utility and team information.

14 DWTRF Recipients If you are hiring an Asset Management Administrator to help develop your Asset Management Plan you will want to keep in mind: The AM Team should be involved in each step of the planning process The Utilities AM Lead should have a full understanding of each step so he or she will be able to take responsibility for the AM Plan development in upcoming years

15 After Your Utilities AM Plan IS Approved, What Next? You MUST maintain a current Asset Management Plan for the life of your loan This includes periodically reevaluating your LOS goals, CIP, Long Term Funding Strategies, and update your Asset Management Plan In CUPSS this means keeping the O&M, Financial, and Inventory sections up to date Make sure to Define a schedule for AM Plan reevaluation

16 Asset Management Contacts Kate Hatfield or April Newell Storm or ext. 108

17 WVBPH Contacts Permits: Bill Herold (304) District Offices: J.D. Douglas (304) WVDWTRF: Bob DeCrease (304) CCRs: Dan Parker (304) Operator Training: Dawn Newell (304) Source Water: Bill Toomey (304) Capacity Development: Michelle Cochran (304) Data Management: Helen Crum (304)

18 Remember.. Individuals And Businesses Can Suffer When Water Systems Are Not Properly Maintained! Before After

19 Questions?

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