T&E Committee: 11/03/2014 Item: (d) (5) CITY OF SAN JOSE CAPITAL OF SILICON VALLEY TO: TRANSPORTATION AND ENVIRONMENT COMMITTEE SUBJECT: SEE BELOW Memorandum FROM: Keme Romanow DATE: October 17,2014 Approved Date /O'll-Kf COUNCIL DISTRICT: 2,4,7,8 SUBJECT: MUNICIPAL WATER SYSTEM TECHOLOGY ENHANCEMENTS RECOMMENDATION: Accept status report on the progress of Municipal Water System technology enhancements. OUTCOME: This report will inform Council of the current technology related projects at Municipal Water System. BACKGROUND The San Jose Municipal Water System (Muni Water) provides water service to approximately 27,000 customers in five service areas of the City of San Jose: Alviso, North San Jose, Coyote Valley, Edenvale, and Evergreen. The water utility's infrastructure spans 33 square miles of the City and delivers 8 billion gallons of water per year to customers. While focusing on core functions of providing a cost-efficient, safe, secure and reliable water supply, Muni Water has also initiated an ambitious program to achieve several Environmental & Utility Services CSA service delivery goals. In addition to the continued operation of the potable water utility infrastructure to ensure system reliability, public health and safety, the program looks to reduce the utility's environmental footprint, and embrace efficient use of technology while providing excellent customer service to residents and businesses. ANALYSIS Muni Water began implementation of several technology related projects to increase operational efficiency a decade ago. These include development and use of hydraulic modeling to decrease
Page 2 operational costs and maintain water quality, transitioning to new water meters utilizing technology advancements, and updating the computerized control system needed to operate the entire water system. Progress and completion of these base-level projects resulted in an opportunity to invest in additional technology enhancements. Beyond operational efficiencies, continuing to invest and expand use of technology will improve emergency management and response, increase customer service, and help advance conservation initiatives. Investing in technology will also assist with water supply master planning, help facilitate development in North San Jose, integrate alternative water supplies, improve water conservation and drought response, and allow water efficient studies such as leak detection and meter accuracy testing. This report provides an update on the current technology initiatives undertaken by Muni Water and describes the subsequent benefits achieved and expected benefits to be realized from continued investment in technology. Remote SCADA Access: Muni Water utilizes a Supervisory Control and Data Acquisition (SCADA) system to operate the water system. Industry and technological improvements have made the current method of remotely accessing SCADA obsolete. New SCADA system upgrades allow for faster operator response time to water system changes, improve emergency response times, increase effectiveness in maintaining water quality, eliminate the necessity of having staff available at one fixed location in order to adjust water system operations, and decrease the amount of overtime during off hours. Hydraulic Modeling Integration: Muni Water staff has been working to pilot a smart water network software (SEDARU) developed by IDModeling, Inc. since January 2014 to significantly reduce operational expenditures and increase the accessibility of real-time information for more effective decision-making. SEDARU can be accessed through customizable dashboard screens in the office and on mobile devices. The software allows for real-time communications, advanced analytics, and predictive capabilities through the use of hydraulic modeling. Through the pilot, Muni Water staff has evaluated the software for the collection of fluoride inspection data, hydrant preventative maintenance records, reservoir sampling data, and pump station inspection forms. Technicians have been able to upload field data to ensure that up-to-date, more reliable information is accessible for supervisors and decision-makers in real-time. SEDARU has had an immediate positive impact on the productivity of the Muni Water staffs daily tasks by providing digital record keeping, GIS-based mapping, and hydraulic modeling in the hands of the field crews. Computerized Maintenance Management System (CMMS): CMMS software provides supervisors and managers with a software solution to maintain assets; to track O&M activities; and to manage costs, staff time, and resources. For this technology initiative, Muni Water staff has evaluated several different CMMS software vendors to fulfill management, tracking, and documentation needs. An upgrade to the current CMMS system will provide user interface improvements, expanded data analytics,
Page 3 improved data collection, cloud hosting, and mobile compatibility. Full implementation of CMMS upgrades is expected to bring significant operational savings, increase system reliability, improve management of assets, and decrease staff time devoted to tracking preventative maintenance tasks and costs. Project implementation will be in a phased approach over the next 3 years, capitalizing on the immediate benefits while integrating the new technology into water utility operations and syncing with the other technology initiatives. Geographic Information System (GIS): GIS software provides a computer-based system to assist in the collection, maintenance, storage, analysis, output, and distribution of spatial data and associated asset information. The last major effort to update Muni Water's GIS occurred in 2009 and resulted in the most recent paper map books that are still used by Muni Water staff for planning and field decisions. Muni Water is collaborating with the City's Public Works Department to integrate updated spatial and attribute data into the City's current GIS to account for the changes and improvements in the water system in the Muni Water service area since 2009. Muni Water is also collaborating with Public Works to move toward electronic maps through the desktop and mobile interface to ensure that all staff has access to the most recent geographic information for field decisions, field inspections, customer service inquiries, and engineering designs. Full implementation of electronic maps is expected to increase emergency response capability, decrease service response times, reduce resurveying or potholing cost, and reduce water loss during main breaks and distribution system repairs. With immediate benefits in FY 14-15, full project implementation is anticipated in 2 years. Tuers Road Wi-Fi Access: This project will install Wi-Fi at the Muni Water administration and operations facility. Availability of Wi-Fi will enhance customer support and billing functions, provide internet access to customers, and allow support staff from other Departments to access and to update work order systems on their hand held work order devices. Wi-Fi will also support various operation and maintenance programs and implementation of pilot programs, such as cloud-based meter reading, remote well operation efficiency tests, integration of hand-held work order systems, equipment inventory, and hydraulic model integration. This project will be completed in FY 14-15. Customer Meter Replacements: Muni Water currently maintains about 27,000 water meters within its service area. About 10 years ago, Muni Water began a meter replacement program, designed to replace all manual read meters with remote read meters within the Muni Water service areas. The purpose of this program is to equip every residential and business customer's water meter with the capability to remotely retrieve meter consumption readings thus improving staff efficiency. Prior to 2014, 32% of the water meters within the system have been equipped with remote meter reading Technology. A renewed effort to move the program forward began in March 2014. This new phase of the program is expected to replace 4,800 customer meters by December
Page 4. 2014 and bring the total percentage of meters equipped with remote meter reading technology to 50%. With budgetary approval, 100% of meters will be replaced in the next 3 years. Mobile Work Order System: Muni Water staff responds to over 12,000 work orders per year. Implementing a work order system with mobile devices will vastly improve operation efficiency and customer response time. Work orders would be electronically sent to the nearest available water system technician to address customer based questions, respond to a water leaks, or install meters for new customers. The mobile devices will also be used to integrate hydraulic modeling with water utility operations, accessing GIS and SCADA remotely while enabling a more effective CMMS program. In conjunction with the other technology initiatives, full implementation is anticipated in 2 years. Billing System Replacement: The departments of Environmental Services, Finance, and Information Technology are implementing a new customer information and billing system (CIS), which is scheduled to go live in July 2015. The new CIS will streamline billing and utility operations and workflows, decrease staff time required for account maintenance and work orders, and provide opportunities to incorporate other technology initiatives mentioned above. Other technologies that may be utilized in conjunction with the CIS and its information database include GIS and equipment inventory databases, mobile work order system, and hydraulic modeling integration. Utilization of the CIS includes opportunities for other technology improvements, such as incorporating Muni Water's backflow prevention device database and cross connection prevention control program into the CIS so that the program can be more efficiently implemented utilizing CIS' customer and utility equipment information. With ever increasing regulations and reporting requirements, embracing new technology is essential to ensure that Muni Water continues to provide a high quality, reliable water supply in a cost effective manner. Utilizing technology to support routine operations allows staff to focus on core water utility functions. In addition, implementing these programs will position the water utility to benefit from future technology advancements, further increasing operational efficiency. EVALUATION AND FOLLOW-UP No additional follow up actions with the Council are expected at this time. PUBLIC OUTREACH/INTEREST This memorandum will be posted on the City's website for the November 3, 2014 Transportation and Environmental Committee Agenda.
Page 5 COORDINATION This project has been coordinated with the City Attorney's Office. CEOA Not a Project, File No. PP10-069 (a), Staff Reports / Assessments / Annual Reports / Informational Memos that involve no approvals of any City Actions. /s/ KERRIE ROMANOW Director, Environmental Services For more information, contact: Jeff Provenzano, Division Manager at 408-277-3288.