APWA Drainage Asset Management and Mobile Tech …€™s Key Performance Indicators Core System Core Process SupportSystem Core Output SupportActivity Legend Pierce County’s 8 Elements

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How Pierce County Road Operations UsesAsset ManagementFor NPDES Compliance

2014 APWA International CongressToronto, Canada

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About Pierce County

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Asset Management

Questions

•Who is familiar with the term Asset Management?

•Is anyone currently using Asset Management in there day to day operations?

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SectionContent

SectionContent

SectionContent

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Why Asset Management?

Document and Understand Asset

Information:

• Location

• Attribute info

• Performance over time

• Perform work at an established LOS.

• Predict maintenance.

• Know the cost of an asset or types of assets.

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• Tight/declining budgets

• Guide development towards features that

are cost‐effective to maintain (and be able

to prove it).

• Identify the source of chronic problems

Treat the disease, not just symptoms

• Analyzing and knowing details of assets

Why Asset Management?

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Pierce County Road Ops Work Flow Chart

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Cost Accounting Data & Reporting Supports: DOLFIN; DCIS; City Billing; FASTER

Houses Asset Data Including:‐ Asset Definitions ‐ Asset LOS goals‐ Asset service history ‐ Asset cost history‐ Asset inventories ‐ Asset condition

Houses Labor, Equip & Material Data Including:‐ LEM Inventories ‐ LEM unit costs‐ Task Standards ‐ Production Standards‐ Planned Production ‐ Actual Production‐ Planned Costs ‐ Actual Costs‐ Employee Time ‐ Employee Data

Delivery OfEssential Services

Performance Reporting

Supply InfoEmployee Info

Level‐Of‐Service Goals Planned vs. Actual

All LEM & Production Data

CMMSComputerized Maintenance

Management System

RMSRoad MaintenanceManagement System

Asset Condition Inspection Data

WorkThrough‐putWork Executed

In‐Field

ConditionInspections Executed

In‐Field

SchedulingSystem

Weekly/Daily WorkSchedules

LeaveRequest System

EmployeeResources

SupplyInventory System

Tool & MaterialResources

EquipmentPM System

EquipmentResources

Request ForAction System

Customer Service and/or Urgent Needs

KPI’sKey Performance

Indicators

Core System

Core Process

Support System

Core Output

Support Activity

Legend

Pierce County Road Ops Work Flow Chart

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Cost Accounting Data & Reporting Supports: DOLFIN; DCIS; City Billing; FASTER

Houses Asset Data Including:‐ Asset Definitions ‐ Asset LOS goals‐ Asset service history ‐ Asset cost history‐ Asset inventories ‐ Asset condition

Houses Labor, Equip & Material Data Including:‐ LEM Inventories ‐ LEM unit costs‐ Task Standards ‐ Production Standards‐ Planned Production ‐ Actual Production‐ Planned Costs ‐ Actual Costs‐ Employee Time ‐ Employee Data

Delivery OfEssential Services

Performance Reporting

Supply InfoEmployee Info

Level‐Of‐Service Goals Planned vs. Actual

All LEM & Production Data

CMMSComputerized Maintenance

Management System

RMSRoad MaintenanceManagement System

Asset Condition Inspection Data

WorkThrough‐putWork Executed

In‐Field

ConditionInspections Executed

In‐Field

SchedulingSystem

Weekly/Daily WorkSchedules

LeaveRequest System

EmployeeResources

SupplyInventory System

Tool & MaterialResources

EquipmentPM System

EquipmentResources

Request ForAction System

Customer Service and/or Urgent Needs

KPI’sKey Performance

Indicators

Core System

Core Process

Support System

Core Output

Support Activity

Legend

Pierce County’s 8 Elements of Assessment Management

Large initial investment

Field and office resource activity

Work must integrate through hardware/software systems

Payroll and/or cost accounting system

Procedures, metrics, business rules housed in your manuals and CMMS system

ConditionAssessment

Eight Elements of Asset

ManagementPerform

ance

Measures

Replacement

Model

Cost

Data

Available Information

Primarily ADT, population info

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Inventory

ConditionAssessment


ManagementPerform

ance

Measures

Replacement

Model

Cost

Data

Inventory

Brief Overview

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Inventory

Inventories

Know whatour assets are

Know whereour assets are

Know whatcriteria to use to rate assets

Know how to rate our assets consistently

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1999 ESA Scare

• With support from upper management, Public Works assembled the equipment

and resources.

• Road Operations spearheaded the workflow process.

• Road Operations, Surface Water Management, GIS teamed up to created an SOP

and collected all drainage features (public and private).

• 3 teams of 3 for 3 years (1999‐2002) (198,000 features collected)

• 1 team of 2 for maintenance of database (2003 to Current)

Inventory

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The collection team creates an AGO map of the locations that need to be mapped

Inventory

Locations come from:

• Assessment Teams

• New Development

• PW Projects13

Features are collected using theTrimble Data logger

Attribute informationis stored as thefeature is collected

Location is stored with the data loggers geospatial functionality

Inventory

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Current Public Unincorporated Drainage Inventory

• 21,600 number of CB/MH

• 50,000 segments of pipe for 550 miles

• 39,000 segments of channel for 1,150 miles

• 144 Bioswales

• Vaults, Tanks, Storm Filters, Media Filter Drains,

Hydrodynamic Separators, Channel Weirs, Filter

Strips, Rain Gardens, and CB’s with Frop‐T’s and

Weirs

Stormwater Detention Vaults

Inventory

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ConditionAssessment


ManagementPerform

ance

Measures

Replacement

Model

Cost

Data

Level of Service

Brief Overview

Level of Service

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Level of Service

• All conditions assessments are done based on Maintenance Standards. Currently 160 Tasks.

• All Work Orders are performed to a Maintenance Standard.

• Purpose

• Procedure

• Safety and Loss Prevention

• Environmental

• Design and Engineering

• Quality Control

• Prioritization

• Planning and Control

• Customer Service/

Public Outreach17

Level of Service – WSDOE vs. Rd OPS

60 % of Sump Full

6” from IE to top of debris

25 % of Sump Full

12” from IE to top of debris

Road Operations Service Standard Washington State

Department of Ecology (NPDES) Standard

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ConditionAssessment


ManagementPerform

ance

Measures

Replacement

Model

Cost

Data

Condition Assessment

Brief Overview


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Asset Condition Rating Scale per Function StandardDefect SeverityA 0 ‐ 3 None to lowB 4 ‐ 6 Moderate

C 7 ‐ 9 High

Defect Extent1,4,7 Single or Isolated (<10%)2,5,8 Several or Sporadic (10‐50%)3,6,9 Predominant (50‐100%)

Work OrderPrioritization

No Work NecessaryNo or tolerable defects;, no work warranted at this time

Work Order CreatedLow to moderate priority; should be completed as competing priorities allow

Work Order CreatedModerate to high priority;

should be completed as soon as practicable. Condition may

affect another asset.

Urgent Work & Emergencies

Emergencies are responded to immediately; emergency work orders are not created as part of an assessment rating process

PerformanceMeasures

Provide understanding of asset condition in terms easily understood by the public:

•Very Good Condition

•Good Condition

•Fair Condition

•Poor Condition

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• All inspections are to follow the criteria in the Drainage Assessment Manual (107 pages).

• Assessment Manuals contain the Equipment, Procedures and Guidelines, Perceived ROW Limits, Feature Descriptions, and Data Assessment Forms.

Condition Assessment – Drainage Assessment Manual

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• Inspections consist of:

Daily inspections with 5 teams of two

Assigned work zones

Forms filled out on IPAD

Inspections performed with drainage manual criteria

• All inspectors and vactor operators receive IDDE training before programs start and with the rest of the crew at their road shop.

Condition Assessment - Tools

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CB Assessment Condition Criteria

• Sediment level (40H)

0 = No sediment in the basin

3 = Sediment greater than 12” from the lowest IE

6 = Sediment less than 12” from the lowest IE

9= Sediment high enough it is in the pipe (or affecting another asset)

• Structure Damage (40L)

• Lid Damage (40P)

• Lid Position (40PR)

Every time an inspection of a CB/MH occurs you shall go to the next 3 structures upstream from that CB/MH until you come across either 3 CB/MH’s in a row that do not require cleaning (a score of 3 or less) or there are no more CB/MH’s in that circuit.

Condition Assessment – Condition Criteria

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Circuit is defined as “A system of conveyance, connected to take water to an outfall, a water quality feature, or to the Rights‐of Way boundary.”

Condition Assessment – Circuit

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• Verify all attributes for feature

• Work Orders by Function Code:

Sediment Level (40H)

Lid Damage (40P)

Lid Position (40PR)

Structure Damage (40L)

WQFC Damage (Varies)

Comment Codes:

B2 ‐ Unable to Locate

C3 – Private

D4 ‐Mapping Needed

G7 ‐ Berm at CB

H8 – Socked

M13 ‐ Vehicle/Object Obstructing

N14 ‐ Traffic Control Needed

Condition Assessment – Data

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Condition Assessment Tools – Previous Method

ArcPad at work

1.Take data from GIS and

export it to ArcPad

2. Display and query yourdata in the field

3. Edit inspection data and asset information

4. Check the edits and assetinfo back into GIS

What is ArcPad?• ArcPad is mobile field mapping and data collection software

designed for GIS professionals. It includes advanced GIS and GPS capabilities for capturing, editing, and displaying geographic information quickly and efficiently. Critical data can be checked in and out of a multi‐user or personal geo‐database and shared across your organization.

ArcPad provides a simple and fast way to input any asset information that is required for your inspections on the fly in the field

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What is ArcGIS Online (AGO)?

ArcGIS Online is a powerful Content Management

Subscription based platform allowing multi‐users

to edit web maps on Smartphone's and tablets.

Why use AGO?

• Mobilize your workforce using GIS & cloud technology

• Edits and Updates are pushed back in real‐time to ArcGIS Online

• Add a Location Tracking Web Service to view mobile crews in Real‐Time

• Use Disconnected Offline Editing for out of service work areas

• Dashboards

Condition Assessment Tools

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1.Take data from GIS

2.Data Becomes Discoverable

in iOS Application

3.Edit Asset and Inspection Data

4.Receive Real‐Time Updates

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PIERCE COUNTY ROAD OPERATIONS WEB APPLICATIONS

• Location Tracking Service

• 2014 Drainage Assessment

• 2014 Ditches and Culverts

• 2014 Drainage Vactor Cleaning Program

• 2014 Resurfacing Story Map

• PWU Base Map

• Bioswale Inspection Map

• Spray Program QC

• 2014 Fog Seal

• Snow and Ice Routes

• Image Loader

• GPS Collection Map 201429


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BUILT IN BASEMAPS

• Imagery

• Imagery with Labels

• Streets

• Topographic

• Terrain with Labels

• Light Gray Canvas

• Open Street

• Customizable

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Crew Near and Far

Location Tracking Runs in the Background in Arc Collector

Breadcrumb Trail

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Pierce County

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Condition Assessment Tools – New Method

4G Coverage Issues

• Ditches not Inspected – 9.5%

• Culverts not Inspected – 11%

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Load the Map if you work out of wireless service areas

Look for Download Tiles Button

73,648 Tiles

417 Megabytes for All PC

Street Level Detail

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Associated Image available in Real‐Time from Mobile Device

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Video Chat / Messenger Benefits

• IDDE inspection

• Deciding if features are public or private

• Less trips into the field = BETTER USE OF RESOURCES

• Instant access to supervisor


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Dynamic Mapping

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• Work created from the inspections will be put into Maintenance Connections.

• Maintenance Connections is our CMMS system for allocating work to each maintenance district while keeping track of open work and work that has been completed. It is key to keeping track of all of our assets and their condition.

Condition Assessment – Work Orders

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Interface

• With Maintenance Connections (MC) user friendly interface it allows multiple users to keep track of open work orders, and close out work orders.

• MC also allows the user to set up predictive maintenance schedules tasks for any systems that need to be inspected multiple times in any specific time frame.


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40H Work Orders

• 4 Vactor trucks

• Crew consists of 2 maintenance personal

• Same IPAD set up as the inspection crew

• Prior to cleaning the crew assesses the same condition information as the inspection crew which is stored separate from the inspections to help build deterioration curves


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ConditionAssessment


ManagementPerform

ance

Measures

Replacement

Model

Cost

Data

Risk Assessment

Brief Overview


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Likelihood verse Impact

What factors can effect the Likelihoodthat a pipe may fail;

• Pipe Characteristics – Length, Diameter, Material, Wall Type

• Environment Characteristics –Road Grade, Soil Type, History

What will the Impact be if the pipe fails;

• Pipe Characteristics – Pipe Type

• Environment Characteristics –Sensitive Area, Zoning, Road Classification, Mapset

Risk Assessment

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ConditionAssessment


ManagementPerform

ance

Measures

Replacement

Model

Cost

Data

Cost Data

Brief Overview

Cost Data

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40 Series (Actual Labor, Equipment, and Material)

• H (Mechanical Cleaning) $500,250

• J (Jet Roding of Pipe) $79,635

• I (Inspection) $159,862

• W (Decanting) $33,309

Engineering (Estimated)

• Inspections/Program $15,000

Estimated Total Spent $788,056to date in 2013

Program - Labor, Equipment, and Material Costs

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2011

• CB/MH inspected = 19,794 (from 1‐4‐11 to 11‐8‐11)

• CB/MH to be cleaned = 8,037

• Percent of public CB/MH within the Rights‐of‐Way inspected ~ 99% ‐ Estimated 1,250 tons of pollutants removed from MS4

2012

• CB/MH inspected = 20,507 (from 3‐22‐12 to 6‐6‐12)


• Percent of public CB/MH within the Rights‐of‐Way inspected ~ 99% ‐ Estimated 1,109 tons of pollutants removed from MS4

Program - Data

2013

• CB/MH inspected = 21,255(from 3‐15‐13 to 5‐10‐13) – 40 Days


• 8,889 CB/MH cleaned(from 3‐25‐13 to 8‐29‐13) – 5 Months

• 277 CB/MH cleaned(from 8‐30‐13 to 10‐8‐13)

• Percent of public CB/MH within the Rights‐of‐Way inspected ~ 99% ‐Estimated 1,329 tons of pollutants removed from MS4

• 4 Vactor Trucks, 2 Decant Facilities and No OVERTIME!!

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2013 – Satellite Shops

• 40I (Inspection) 52 Days

• 5504 Catch Basin’s Inspected (106 per Day)

• 40H (Mechanical Cleaning) 149 Days

• 2,685 Catch Basin’s Cleaned (18 per Day)

Totals 201 Days

Program – Inspection and Cleaning Results

2014 – Satellite Shops

• 40I (Inspection) 42 Days

• 5673 Catch Basin’s Inspected (135 per Day)

• 40H (Mechanical Cleaning) 61 Days

• 1,199 Catch Basin’s Cleaned (20 per Day)

Totals 103 Days

Delta – Satellite Shops

• 40I (Inspection) 29 Additional Inspections per Team per Day

• 40H (Mechanical Cleaning) 2 Additional Cleaning per Team per Day

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Catch Basin Asset Management

• 2003‐2009: Catch basin cleaning ‐ $70.17

• 2010: Catch basin cleaning & Inspections ‐ $119.00• 2011: Catch basin cleaning & Inspections ‐ $97.65• 2012: Catch basin cleaning & Inspections ‐ $70.34• 2013: Catch basin cleaning & Inspections ‐$60.05

Program - Comparison

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Large initial investment

Field and office resource activity

Work must integrate through hardware/software systems

Payroll and/or cost accounting system

Procedures, metrics, business rules housed in your manuals and CMMS system

ConditionAssessment


ManagementPerform

ance

Measures

Replacement

Model

Cost

Data

Available Information

Primarily ADT, population info

Pierce County’s 8 Elements of Assessment Management

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Future Changes to our Programs:

• Maintenance Standard Stratification

• Streamlining Inspections

• Likelihood vs. Impact Charts

• Targeting the Brooming Program ‐ CB Cleaning

• Counties own “Google Street View”

Program Improvements

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Questions?

Bryan ChappellPierce County Public Works & Utilities

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Documents

APWA Drainage Asset Management and Mobile Tech …€™s Key Performance Indicators Core System Core Process SupportSystem Core Output SupportActivity Legend Pierce County’s 8 Elements