CMMS For

Your Community Do we need CMMS, and if so, WHAT DO WE REALLY NEED?

Computerized Maintenance Management System • Why do we need a CMMS? – To answer questions • Cost tracking • Task schedules

– Performance tracking • Equipment • Personnel

– Legislated Reporting (MDEQ) • Track Compliance with regulations • Administrative Consent Order

How much do we need? • How much stuff do you have? • How many people work for the organization? • How many Departments do you have?

CMMS is the family tree of your assets • The city is the parent of the Collection System. • The Collection System is the parent of the WWTP. • The WWTP is the parent of the buildings on the site. • Each building is the parent of the floors or rooms that are part of it. • The floors or rooms are the parents of the equipment in them. • Each parent is also a child.

CMMS is the family tree of your assets

• New assets may be “Born” into the family tree as the system is developed. • Planned parenthood is a must.

Some programs contain a drawing feature to help you

Let’s Talk About Choices… • Spreadsheets – MS Excel or equal

• Databases – Are you big & small enough to use a small database like MS Access? – Are you so big that a commercial CMMS is necessary? • Canned • Customized

Spreadsheets… • • • •

Useful for tracking small systems Ability to compare trends and graph tendencies Ability to maintain totals Information can be examined in a variety of ways but only within the spreadsheet • Links to other spreadsheets are possible, but more difficult than a relational database designed to pull large amounts of information together

Example of spreadsheet

Databases… • Able to tie multiple tables together and print customized reports – – – –

Personnel hours Parts cost Vehicle costs Contractor information

• Capable of tying inventory to work orders – Parts attached to work orders – Notification of time to re-order – Details of cost and who to buy from

Databases… • Access or SQL by Microsoft • Commercially Available Pre-Designed Maintenance Software – Wide range of cost – Wide range of capabilities

• How do we compare databases? – Search the web – http://www.pcmag.com/category2/0,28 06,4177,00.asp

“Big-Dog Software” • “dQuery” - about $800 • “Crystal Reports” – about $2K • “Sybase Adaptive Server Enterprise” about $4K • “DB2 Universal Database” – about $20K • “Oracle 9i Database” – about $40K

Access by Microsoft (or other db program from an office suite) • Requires an employee or a contractor to be skilled in the program. • Hours of work to build tables, forms, queries, macros, and reports • Years to develop “In-House” • Not “User-Friendly” because Help files are not for the CMMS, they are for the database programmer, not the CMMS user.

Database Window

Work Order

Queries

Reports…

Reports…

Reports…

Commercially Available CMMS • As little as $495.00 from “Mapcon” – Completely “canned” – User cannot make changes other than data entry

• Or as much as your needs require – $$$ Buy-In to legally use the program – $$$upport and licen$ing fee$ annually

How is the commercial CMMS different from Homemade? • Massive amounts of data • Server based with a “Front-End” – MS Sequel-Server with a Web based display screen for navigation. – Oracle or another powerful database engine.

• Support Company to transition old information to their software. – All past records can be entered into the new database so that complete history of any item is available. – New fields and ways of storing information to make reports and analysis of data.

Is there anything for a small system that doesn’t have a lot of resources? • Web search for FREE CMMS – – – – –

http://www.maintenanceassistant.com/ http://www.aspcmms.com/ http://www.cworks.com.my/ http://www.omegagroups.com/ http://www.plantmaintenance.com/freestuff/1069.shtml – http://www.cmmsglobal.com/

• CUPSS

CUPSS • Check• Up • Program for • Small • Systems

CUPSS • • • • •

Approved and promoted by the US EPA Free downloadable software Complete instructions and support manuals www.epa.gov/cupss Everything you need to get started with your own asset management program.

CUPSS and Us Getting Started in Asset Management Using

Prevent this!

Guatemala Sewer Pipe Explosion, February 2007 Credit: Associated Press

And this!

Leaking reservoir Credit: Rural Community Assistance Corporation

Agenda

Bad Problem – Not having a backup plan

Good Solution – Asset management

What is Asset Management? “A process for maintaining a desired level of customer service at the best appropriate cost.”

How Will it Help? • Asset management has many benefits – “Make investment decisions – large and small – based on understanding of life cycle costs and benefits.” – “Set Service Levels and make investments needed to meet them – now and into the future.” – “Reduce asset risk through capital investments, or changed maintenance practices and response protocols.”

In Other Words…

Booster station with above ground piping Credit: Rural Community Assistance Corporation

• 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

Worried that AM is a maze? Finances

Utility Inventory

Your Fear

O&M

Reality

Check Up Program for Small Systems • Free, easy-to-use software • Asset Management 101 for water/wastewater systems • Prepare an asset management plan in 7 steps

Credit: City of North Bend, Washington WWTP; Sewer Division

Why Manage Assets? Remember Aging Infrastructure

NYC pipe explosion, July 2007

NYC pipe explosion, July 2007

Credit: Mario Tama, Getty Images

Credit: Robert Stolank, New York Times

Why Manage Assets? Remember the Condition of Assets

Rusted iron water pipe

Poorly maintained reservoir Credit: Rural Community Assistance Corporation

Credit: Timothy Ford, Montana State University

Why Manage Assets? Remember Importance of Redundancy

MN bridge collapse, August 2007 Credit: Jim Gehrz, Associated Press

Why Manage Assets? Remember the Community

Leaking valve Credit: Rural Community Assistance Corporation Ruptured Wooden Water Tower, March 1999 Credit: Charles Myers, Rolla, MO

Why Manage Assets? Remember Surrounding Watersheds

Fuel tank leaking diesel next to wellhead Credit: Rural Community Assistance Corporation

Asking the Right Questions • What is the current state of the assets? • What is the desired “sustainable” level of service? • What assets are critical to sustained performance? • What are the best minimum life-cycle-costs and O&M strategies? • What is the long-term Failed booster pump results in well house flooding financing strategy? Credit: Rural Community Assistance Corporation

Identifying Areas of Improvement

Leaking reservoir wall Credit: Rural Community Assistance Corporation

Spring Box with open access Credit: Rural Community Assistance Corporation

Wellhead that needs to be replaced Credit: Rural Community Assistance Corporation

Lessons Learned Tracking Fire Hydrants

An out of service fire hydrant in DC Credit: Dave Statter, WUSA9 News Fire at DC’s historic Eastern Market Credit: Arthur Delaney, Washington City Paper

Lessons Learned Hurricane Katrina Response

Flooding in Louisiana caused by Hurricane Katrina, August 2005 Credit: Wikimedia Commons

Fallen water tower in Biloxi, Mississippi caused by Hurricane Katrina, August 2005 Credit: Andrew Richards

Communities Using Asset Management • Elkhart County, Indiana – Unaccounted for water exceeded 40%. – Meters were the problem – adding the proper meter in the proper location showed that they didn’t have water loss at all. – “By incorporating an asset management program the system was able to locate the problem and correct the problem. By incorporating [maintenance] costs into the annual budget, the utility recoups the most value out of its assets and has the financial resources to rehabilitate and replace assets as needed.”

How can CUPSS Help? • Communicate effectively with decision makers! • Decisions will be predictive, not reactive! • Ensure funds are spent in the most appropriate manner!

Small system wellhead with hydrotank Credit: Rural Community Assistance Corporation

What Will CUPSS Do? • Track: – Inventory – Tasks – Finances

• Develop a personalized Asset Management Plan!

How Is CUPSS Easy to Use? • CUPSS is tailored for small systems: – Simple interface – Less jargon – Baby-step approach – Features enable easy data entry

Small drinking water treatment plant Credit: Village of Forsyth, IL

How Will We Get Started? • Organize records • Form a team • Reach out to others • Identify level of service goals Small wastewater treatment plant Credit: Rural Community Assistance Corporation

Support For Users CUPSS Supporting Materials • • • • •

CUPSS User’s Guide CUPSS Workbook Tutorials/training User E-mail List CUPSS Web site (www.epa.gov/cupss)

Asset Management Supporting Materials • • • •

STEP Guides Best Practices Guides Web cast training AM Web site

Trainer Network

Who is CUPSS For? • CUPSS is for small drinking water and wastewater utilities that want to: – Apply proactive decision making – Prevent surprises or worse – Establish, reach or maintain Level of Service goals – Comply with financial reporting procedures (GASB 34 or FASB) for a good credit rating – Implement long range planning

Contact For more information: www.epa.gov/cupss [email protected]

Accounting For Your Assets • The Governmental Accounting Standards Board's Statement #34 (GASB 34) revises several accounting and financial reporting practices for state and local governmental entities including publicly-owned water systems. • If your water system is publicly owned, you will need to follow GASB 34 requirements to obtain a "clean opinion" (i.e., a good credit rating) from an auditor. Without a clean opinion, you may face higher interest rates on loans and bonds and may be more closely scrutinized by regulators and public officials.

Accounting For Your Assets • Following GASB 34 standards will require publicly-owned water systems to report the value of infrastructure assets and the cost of deferred maintenance. • An accurate and up-to-date asset management plan will help you comply with this requirement.

Building an Asset Management Team • Asset management requires an investment in time and resources. Asset management is not a 1-year project, or even a 5-year project. It is a continual, fundamental change in the way infrastructure assets are managed. Successful asset management programs are characterized by a commitment to: • Spending time and money to implement the program. • Focusing on making cost-effective asset decisions. • Providing a sustainable level of customer service for the community.

• To achieve this level of commitment, asset management is implemented by a team that is: • Supported by political leaders who have the authority and willingness to commit public resources and personnel. • Made up of key decision makers who represent the departments involved with asset management.

• Thinking about your assets differently can be the first step towards having a sustainable system. With the limited resources of most systems, shifting away from reacting to events and towards making strategic plans can lead to real savings. • Asset management focuses on the long-term life cycle of an asset and its sustained performance, not on the day-to-day aspects of the asset. It involves a shift in a water system’s philosophy characterized by: – Changing the management culture. – Understanding that all asset decisions are investment decisions. – Focusing on continual improvement driven by results (sustainability). – Changing the culture requires champions who use a team approach to promote and articulate the benefits of asset management. The champions are the motivating force behind the team that can consist of operators, managers, elected officials, and stakeholders. – Each team member fulfills a role and function in implementing an asset management program.

Components of a Successful Asset Management Team • The team should have the authority and resources to answer the core questions that lead to asset investment decisions. An asset management team: – Is flexible and encourages critical thinking. – Creates opportunities for sharing ideas and information through open and transparent debate. – Works through problems and shares the success, not the blame. – Fosters an atmosphere that builds trust and develops partnerships. – Uses existing elements of asset management as a basis for the program. – Starts implementation during planning to achieve early gains.

Key Team Members • Water & Wastewater system operators and engineers • Local and elected officials • Accountants • IT Specialist • Treasurer

Water & Wastewater system operators and engineers • Knowledge of the current state of water system assets. • Ability to describe the costs and benefits of changes to infrastructure assets. • Experience with the current capital improvement plan and the operations and maintenance strategy.

Local and elected officials • Authority to commit resources. • Knowledge of the political landscape. • Ability to create new financing mechanisms.

Accountants • Ability to help estimate the replacement cost of assets. • Knowledge of the existing financing strategy, potential financial resources and challenges, and the need for rate changes.

IT Specialist • Ability to determine the most practical way to collect, store, and present the information needed to make strategic decisions. • IT’s the “C” in CMMS

Treasurer • Ability to implement new financing mechanisms (e.g., bonds, loans, and other debt instruments) and create dedicated reserve accounts.

5 Core Questions

5 Core Questions

5 Core Questions

5 Core Questions

5 Core Questions

What is the Ultimate CMMS? • Does it incorporate GIS (mapping) into the CMMS? – Collection system data and history – Distribution system data and history – Street repair tracking and history – Buildings and grounds repairs and history

What is the Ultimate CMMS? • Is it “User Friendly”? – – – –

Set up so that users cannot corrupt data Easy to make data entry Easy to add equipment Easy to create reports and track tendencies

What is the Ultimate CMMS? • Is it easy to write work orders? – Repairs – Preventive Maintenance • Does it interact with inventory? – Attach parts to work orders – Track when parts need to be re-ordered • Is it easy to analyze data and write reports? – Job and personnel efficiency analysis – Cost analysis

What is the Ultimate CMMS? • Does it help your organization build a 5 or 10 year Capital Plan? • Does it provide enough information to plan your annual budget? – Personnel costs – Parts and materials costs – Energy costs

What is the ultimate CMMS? • • • • •

The one YOU can use The one YOU will use The one YOU can understand The one YOU like The one YOU can afford

What is the ultimate CMMS? • Your choice will be guided by: –Employee talent & commitment. –How many assets are included in the system.

Questions?