Information and Data Management Systems: The Foundation of Successful Asset Management

Transcription

1 Information and Data Management Systems: The Foundation of Successful Asset Management Presented By: Judel Buls, PE Easter SD Water and 52 nd Annual Midwest Ground Water Conference October 31, 2007

2 Outline What is Asset Management? Implementing Asset Management Information and Data Management Systems Case Studies Insights Final Thoughts

3 ASSET MANAGEMENT Asset Management Defined Asset Management is a PROCESS of managing assets to determine the costs and benefits of ownership in a manner that minimizes the total cost of ownership and operations, while maintaining the service levels that customers desire. ~Water Infrastructure at a Turning Point: The Road to Sustainable Asset Management, AWWA, 2006

4 ASSET MANAGEMENT HOW? WHY? WHO? Know your Assets WHERE? WHAT? WHEN?

5 ASSET MANAGEMENT It s a Best Practice! Addresses Aging Infrastructure Rehabilitation and Replacement Optimizes and Streamlines Operation and Maintenance Activities Prepares for the Looming Workforce Crisis Creates a Seamless City-wide Management Process Meets Higher Consumer Expectations Prepares for Interfacing with Local, State, and Federal Policy Makers and Funding Agencies

6 IMPLEMENTATION Implementation Challenges Where do we start? How much will it cost? Who will use it and what types of information do the want from it? Will we ever be able to effectively measure the benefits? How do we get our staff to use it and embrace it? What happens if we do it wrong? Where do we turn for help? What information do we need?

7 IMPLEMENTATION Assessing Your Organization

8 IMPLEMENTATION If You Have Nothing You have a Blank Slate! Consider Your Long-Term Goals Consider Your Budget Prioritize and Evaluate Your Assets Develop Asset Inventories Consider a Process for Expanding Your System Strategically

9 CASE STUDY: PARK RIVER, ND System Background WELLFIELD CITY OF PARK RIVER Park River Stanley R. Mickelson Water Complex New Groundwater System Comprehensive Rehab of Water Treatment Plant New Regional Water Provider ~$15 Million in Water Supply and Treatment Infrastructure ~$250K Annual Operating Budget

10 CASE STUDY: PARK RIVER, ND Long-Term Goals Surplus Property Annual Report Meet All Regulatory Requirements Operate Wellfield to Preserve Aquifer

11 CASE STUDY: PARK RIVER, ND Long-Term Goals PARK RIVER WATER Surplus Property Annual TREATMENT Report PLANT Meet All Regulatory Requirements Manage Investment Operate Wellfield to Preserve Aquifer Park River Water Minimize Treatment Operating Costs Plant Maintain Same Number of Operators Increase System Control and Monitoring Gauge the Next Phase of Treatment Facility Improvements

12 CASE STUDY: PARK RIVER, ND Long-Term Goals Surplus Property Annual Report Meet All Regulatory Requirements NEW REGIONAL WATER PROVIDER Operate Wellfield to Preserve Aquifer Park River Water Treatment Plant Stabilize Rates Provide a Reliable Service New Regional Water Provider

13 CASE STUDY: PARK RIVER, ND Budget Considerations No budget available! Return on investment analysis Minimize costs and spread over several years

14 CASE STUDY: PARK RIVER, ND Budget Considerations Solutions to Budget Problem Incorporate with new SCADA System As a Tool for Daily Operator Use it would Increase Staff Efficiency and Optimize Operations Utilize Microsoft Access, Excel, and Word for Database and Reporting System Work with Consultants to Maintain the System Start with Most Critical Assets

15 CASE STUDY: PARK RIVER, ND Prioritization and Evaluation of Assets Entirely new system Great condition! Focus on lack of redundancy Include assets that need frequent maintenance Also consider components that would be a significant undertaking to repair

16 CASE STUDY: PARK RIVER, ND Asset Inventory Collect Critical Asset Information Failure Risks Emergency Response Plan Suppliers, Manufacturers Timeframe for Replacement Replacement Cost Track Condition Over Time Track Maintenance Activities, Related Costs, and Man Hours Operating Manuals and Operator Tips Historical Operating Information from SCADA System

17 CASE STUDY: PARK RIVER, ND Expand the System Adding New Assets and Tools Over Time BUSINESS MANAGEMENT TOOLS Rate Model and Capital Plan Annual Budget Reporting Tools REGULATORY AND REPORTING TOOLS Regulatory Report Templates Annual Surplus Property Report Templates *Note: Software exists that provides this information, but for small systems, the models and tools are simple enough to set up in Excel that the cost of purchasing and maintaining software is often unnecessary

18 CASE STUDY: PARK RIVER, ND Expand the System Adding New Assets and Tools Over Time ADDING ASSETS TO THE SYSTEM MONITORING TOOLS Aquifer Level Monitoring And Modeling Wellfield and High Service Pump Optimization Flow Monitoring and Metering Well Houses Additional WTP Infrastructure Water Distribution Water Tower Wastewater Collection Regional System Components

19 CASE STUDY: PARK RIVER, ND Park River Insights Having a Blank Slate Can be an Advantage! Small Systems Can Do Asset Management! Utilize Common Software Platforms to Develop a Small and Affordable Information and Data Management System Consultants can be a Key Component to Success Start with Most Critical Assets Continue to Add On

20 If You Have Something Things Get A Little More Complicated, But.! Five Steps Are Still the Same!

21 INFORMATION AND DATA MANAGEMENT Data Management Systems What you Could Have ENGINEERING SOFTWARE Geographic Information Systems (GIS) Distribution and Sewer System Hydraulic Models Water Quality Models Treatment Plant Models Hydrologic Models

22 INFORMATION AND DATA MANAGEMENT Data Management Systems What you Could Have ENGINEERING SOFTWARE OPERATING SOFTWARE Geographic Information Systems (GIS) Computerized Maintenance Distribution and Sewer System Hydraulic Management Systems (CMMS) Models Data Management Software (PDFs) Water Quality Models SCADA Treatment Plant Models Laboratory Information Management Systems Hydrologic Models (LIMS) Risk Management Information Systems

23 INFORMATION AND DATA MANAGEMENT Data Management Systems What you Might Have ENGINEERING SOFTWARE OPERATING SOFTWARE Geographic Information Systems (GIS) Distribution and Sewer Computerized System Hydraulic Maintenance Models Management Systems SOFTWARE (CMMS) Water Data Quality Management Models Software (PDFs) Treatment Plant Models Capital SCADA Project Management Systems Laboratory Hydrologic Information ModelsManagement Project Management Systems (LIMS) Systems Risk Management Customer Information Information Systems Systems (CIS) Financial Information Systems (FIS) Rate Models FINANCIAL AND MANAGEMENT

24 INFORMATION AND DATA MANAGEMENT But. Are the systems used? Is the information complete? Is the information easily accessible? Does the information currently need to be handled more than once? Do the software packages share database platforms? Can the systems be integrated?

25 CASE STUDY: GRAND FORKS, ND Background Located in Northeast North Dakota Population = 53,230 Home to the University of North Dakota Public Works ~$550 Million in Combined Utility Assets ~ $20 Million Operating Budget > 100 Operating Staff

26 CASE STUDY: GRAND FORKS, ND Background Other City Departments that Participate in Asset Management Finance Environmental Coordinator Engineering Information Systems

27 CASE STUDY: GRAND FORKS, ND Background The City Has Many of the Data Management Systems Listed Previously Systems are Mostly Incomplete or Seldom Used Not Integrated or Consistent Throughout Organization Unreliable as Major Decision Making Tools

28 CASE STUDY: GRAND FORKS, ND Long-Term Goals More Complicated Systems Require SIMPLER Goals! Collect and Store The RIGHT Information about the System Share the RIGHT Information with the RIGHT People Use the RIGHT Information to Make the RIGHT Long-Term Decisions for the City

29 CASE STUDY: GRAND FORKS, ND Budget Considerations Can We Afford This? Return on investment analysis Minimize costs and spread over several years

30 CASE STUDY: GRAND FORKS, ND Budget Considerations Addressing Budget Concerns Prioritize Need Complete Some Pilot Efforts Plan for it Annually! Invest First Where People WANT it and will USE it Track the Cost Benefits to Justify Continued Investment or Change of Course

31 CASE STUDY: GRAND FORKS, ND Prioritization of Assets Rank Assets According to: Condition Likelihood of Failure Lack of Redundancy Lack of or Reduction in Capacity Regulatory Violations Cost, Timeframe, and Difficulty of Repair Also consider including assets that need frequent maintenance

32 CASE STUDY: GRAND FORKS, ND Asset Inventory Collect Critical Asset Information Get to Know Your Assets Make Sure Information is Complete Improve Consistency and Accessibility Across Organization HOW? WHY? WHO? Know your Assets WHERE? WHAT? WHEN?

33 CASE STUDY: GRAND FORKS, ND Asset Inventory Integrate! Point to Point Middleware

34 CASE STUDY: GRAND FORKS, ND Asset Inventory Integrate! Service-Oriented Architecture (SOA) ENGINEERING FINANCE PUBLIC WORKS CENTRAL SYSTEM ENVIRONMENTAL COORDINATOR INFORMATION SERVICES

35 CASE STUDY: GRAND FORKS, ND Asset Inventory Integrate! Business Process Integration (BPI) CMMS LIMS GIS BPI CIS System Models SCADA Financial Models FIS

36 CASE STUDY: GRAND FORKS, ND Keep in Mind Compatibility with Existing Business Processes Do we keep the existing or replace entirely Long-Term Impacts How does our organization want to work together? Expandability Can we continue to add new technology and information? Open-Access Can multiple software packages use stored information? System Upkeep Do we need assistance to maintain or can we do it ourselves? Hardware System Can we support the proposed system with our existing hardware, or do we need something new?

37 CASE STUDY: GRAND FORKS, ND Strategic Expansion Harness Portable Technology to Improve Planning, Design, and Operation and Maintenance Automate Routine Report Development Develop a Dashboard Intranet System Strive for Publication of Annual Public Works Capital Plan

38 CASE STUDY: GRAND FORKS, ND Grand Forks Insights Asset Management is an Immediate Need Identifying SIMPLE Goals Keeps Process On Track Inter-Department Communication Needs Improvement Institutional Knowledge Preservation is Major Priority Flexibility is Crucial to Organization Success Working Around Existing Systems is a MUST Information and Data Management System Pilots are Key to Minimizing Overall Investment and Potential for Failure

39 FINAL THOUGHTS Information and Data Management Must Be Accurate Inaccurate or Incomplete Data Can t Result in Accurate Planning! Must Be Flexible Integration of Old, New, and Future Systems, Hardware, and Technology will be needed for long-term success Must Be Easily Accessible People want information quickly and in a manner that makes sense! Is an On-going Process All levels of an Organization must ultimately participate to make it a success!

40 QUESTIONS?