Implementing an Enterprise Asset Management …proceedings.esri.com/library/userconf/proc15/papers/560_307.pdfImplementing an Enterprise Asset Management System and Mobile Solution

Implementing an Enterprise Asset Management

System and Mobile Solution St. Johns County Utilities’ growth and expansion required implementing a mobile GIS enterprise Asset Management System (Cityworks), improving management of work order, call-center, asset, expense, storeroom, inspection and fleet logistics supporting solutions for reliability, demand, efficiency, and planning. Maintenance, operations, compliance and development staff use office, field and mobile devices to manage expenses, inventory, collaboration, scheduling, capital improvements and financial stability. Topics include steps, lessons learned, results and further development. St. Johns County Utility Department Cityworks 2014 Exemplary User Karri Thomas, [email protected] Tom Tibbitts, [email protected] July 2015

St. Johns County Utilities 2

Water/Wastewater/Reclaim Service

40,261 Customer Accounts

157 Employees

High Growth Rate and Variations

Expansion and Reinvestment Planning

Presenter

Presentation Notes

Rural to Coastal Urban Transition

St. Johns County Utilities 3

8 Water Treatment Plants (27 mgd)

11 Wastewater Treatment Plants (14 mgd)

336 Liftstations

747 miles of Water Mains

550 miles of Sewer Mains

SJC Utilities Development 4

The Challenge: Aging infrastructure, fast-changing population patterns, changing technologies, plus the increased demand for reliable and efficient systems are driving greater investments in infrastructure.

Direction for a Developing Utility

Asset Management System (AMS)

Enterprise Asset Management System (EAMS)

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Presentation Notes

Direction for A Developing Utility The Direction, The Vision, The Goal, The Objectives, The Tasks People Process Product Policy Build on Existing Cityworks Server Implementation Improve Efficiency at Plants Maintain Assets Report on Assets Switch from Reactive to Preventative Maintenance Track Work History Have a System All Employees Can Use

Implementation of AMS

Design of the GIS and AMS

Using the AMS

Real World Examples of AMS

Warehouse, Inventory and Storeroom

Going to 2014

Karri Thomas, GIS Analyst

Implementation of AMS

Going To Cityworks

Divisions, Field Devices

Work Orders 488 Work Order Templates

71,426 Work Orders

2,528 Active Work Orders

Call Center

After Hours Call Center

6

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Presentation Notes

Cityworks was implemented in 2009 with the help of Jones Edmunds and Asssoc. And let me tell you, it’s been a long six years, but the department is very happy with its current operational state and was well worth the time and energy to develop Divisions, Field Devices – 87 active users LS, Lines, WWTP, WTP, SCADA, Warehouse All of field crews are currently using Panasonic Toughbook model CF-53 with a version jet pack Call Center We currently have 1 full time call taker and 2 backups This information is as of 04-30-15

Design of the GIS and AMS

GIS Data Model

Geodatabase Design

AMS Design

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With the start of the project we where writing the work orders to just a box/dot in about 2011/2012 we changed to relationships and had to redirect all of our work orders to that feature. Current Assets in Cityworks Infrastructure Layers – 58 # Features: 165,000+ #Features = 35,200 + 100,000+ - for Clean outs, meters, laterals, etc… Related Tabular Features– 43 4,720 Records as of 04-2015 Geodatabase Design: Multi User Version Database 3 staff members can edit at anytime 1 or 2 consultants can edit at anytime Depending on projects Rec/post and compress weekly We require CAD files submittals for data collection from developers Sub Foot/Sub meter GPS data Collections And feedback from the field for data corrections Modification in designer or in SQL tables

Using the AMS

Complete WO live in the Field

What it is like for them to use it Remote Assistance

Divisions are working together

Paperless

Staff notices of needed updates

8

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Presentation Notes

Our field crews currently complete their work order live in the field Field crews will notify us of any changes that need to be made Most staff members are good with the computes in the field Cross-divisional workflow WWTP tickets to LS, with tie in to Warehouse, and Distributions tagging GL, notifying warehouse and EngCIP. WTP after hours to distribution, and meter report Call Center to Distribution


Cost and labor estimates – Labor and material cost estimates are linked to each work order and asset.

Our Management Team now have the ability to request detailed financial reports

A recent request from our financial analyst looking to obtain the average annual cost of maintenance per liftstation we were able to provide over 330 data observations and obtain an average cost per liftstation basis

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All of our easements and agreements are mapped with hyperlinks to the documents, so that field crews know if we are right-of-away to right-of-away or manhole to manhole with restoration responsibilities

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Galvanized Water Main Replacement Impact on Customer Calls

Pump Information for Water Modeling

Directional Boring, Miles by Diameter of Pipe

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Monthly Corrections for Incorrect GL Codes Financial monthly reports

Line Replacement CIP Tracking Distribution, Warehouse and Engineering-CIP

Hydrant Maintenance Program With work Cycle every 2 – 3 years

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Warehouse and Inventory

Storeroom Solution

GL Budget Codes 160 Active and Inactive GL Codes

Monthly Balance Reports

Inventories Storeroom Inventories Match to 10%

Semiannual, Live Corrects via Wi-Fi

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Presentation Notes

1 main storeroom With 48 Trucks/Plants as Storerooms The Utility warehouse stores over a $1,000,000.00 worth of supplies and hundred of items. When we do inventory Bi Annual and Annual – we do take all items off of the truck to count. At this same time the field crews do clean out their boxes. And then they restock the trucks. 160 Active and Inactive GL Codes within CW 2012sp4 - This is the general ledger account code that the field crews charge the items to. Monthly Finance reports sent to the clerk of courts for monthly transfers from accounts

Warehouse and Inventory 14

Material Catalog

130 Pages

Uniform Naming Convention

Easier Inventories

Presenter

Presentation Notes

Each item has a picture. Every month, a financial transaction report is generated based on cost and gl code and sent to the County’s finance department for processing.

Going to Cityworks 2014sp3

Server Replacement Scope

Designer Retire GL Codes, Equipment

Storeroom Web based

More user friendly

Inspections

15

Presenter

Presentation Notes

Scope Migrating Cityworks Data an Applications SQL Install and Configuration ArcGIS Server Install and Configuration Cityworks Server Install and Configuration We will have a 3 week testing period and will have some of our power users logging in to the new server for testing purposes. And to provide feedback and concerns I am looking forward to being able to retire GL Codes along with equipment – with over a 160 GL Codes and a 196 pieces of equipment currently in Cityworks the pick list for the field crews are very long and mistakes do happened with that much data. With storeroom and designer being web based, will make adding and remove information a lot easier on the DB Admin, more stream line With the inspections we are in the process of adding our Oil & Grease division along with our Inspectors

Operational Impact

Information is throughout the organization, including in the field

Employees are empowered and motivated

Data is better, with notice of updates and ‘ownership’ of data

True cost tracking for expenses and planning

Improved awareness of operations and functions

Improved customer service, with tracking and shorter response times

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Presenter

Presentation Notes

Scope Migrating Cityworks Data an Applications SQL Install and Configuration ArcGIS Server Install and Configuration Cityworks Server Install and Configuration We will have a 3 week testing period and will have some of our power users logging in to the new server for testing purposes. And to provide feedback and concerns I am looking forward to being able to retire GL Codes along with equipment – with over a 160 GL Codes and a 196 pieces of equipment currently in Cityworks the pick list for the field crews are very long and mistakes do happened with that much data. With storeroom and designer being web based, will make adding and remove information a lot easier on the DB Admin, more stream line With the inspections we are in the process of adding our Oil & Grease division along with our Inspectors

Management Solution

GIS Centric Enterprise Asset Management System

GIS EAMS Results

Developing Solutions

Tom Tibbitts, IS Coordinator

Management Solution 18

Organizational Awareness

Comprehensive View

Operational & Financial

Monthly Activity Reports Work Order, Asset, Cityworks

Management, Data QC, etc.

Over 60 Report Templates

GIS Centric EAMS

Accessible and Intuitive to Staff

Micro and Macro Solutions – Scalable Data and Systems

Drives Business Decisions and Solutions

Transitioned to Preventative Maintenance Approach

Asset Identification, Awareness and Management

Improved Information and Geographic Information

Improved Financial Recording Records

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Presentation Notes

Business End of Business Mgmt.

Collaboration & Workflow Flexibility 20

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Presentation Notes

The Org-Chart Solution Test Pick out three templates used frequently to illustrate the work flow 1-after hours meter? 2-Plant Pump Repair 3- Include pictures of staff

Developing Cityworks Solutions

Data Automation Tasks Service Account Features Mapped from CIS

GIS Data QC Tools with AMR, CIS, and GIS Features

Consumption Data Automation

Water Modeling with Innovyze InfoWater

Mobile Technologies Esri Platform Integration

System Map, Line Break Program

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Presentation Notes



Cityworks Related Developing Programs

Condition Assessment Pilot Project for Ponte Vedra

Establish Data Requirements, Criteria, and Decision Matrix

Integrate with Cityworks Tools and Data

Inspections Introduce Inspection Approach Towards Asset Management

Empower Field Work with Live Data Mobile Tools and Shared Information

Develop Natural Workflows that Serve Utility Needs

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Presentation Notes



AMR/CIS/AMS Integration

Consumption Information

Conservation Solution

Partnership with SJRWMD

Performed by Jones Edmunds

Integration is the Key to Conserve Water and Save Money. Cityworks InPrint, Fall 2013

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Presentation Notes



Fleet Logistics and AVL

Vehicle Locations

Vehicle Costs

WO Integration

CompassCom Product

SJC Public Works

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Presentation Notes

Reward the Positive – applies to every slide In gov’t a project is only funded if there is something to fix. The Implementation Motive comes from finding ‘less effective’ and changing it. That has to switch to reward the positive.

Implementing an Enterprise Asset Management

System and Mobile Solution St. Johns County Utilities’ growth and expansion required implementing a mobile GIS enterprise Asset Management System (Cityworks), improving management of work order, call-center, asset, expense, storeroom, inspection and fleet logistics supporting solutions for reliability, demand, efficiency, and planning. Maintenance, operations, compliance and development staff use office, field and mobile devices to manage expenses, inventory, collaboration, scheduling, capital improvements and financial stability. Topics include steps, lessons learned, results and further development. St. Johns County Utility Department Cityworks 2014 Exemplary User Karri Thomas, [email protected] Tom Tibbitts, [email protected] July 2015

Documents

Implementing an Enterprise Asset Management …proceedings.esri.com/library/userconf/proc15/papers/560_307.pdfImplementing an Enterprise Asset Management System and Mobile Solution