www.jacobs.com | worldwide

MWEA / MI-AWWA AM Seminar 2019

AM Software Presentation

How do software tools help you with

your Asset Management Program

January 23, 2019

Jamie Decker, P.E., CRL

Jacobs Strategic Consulting – Asset Management

3 Big Things

Software does not equal Asset Management

– It’s just one tool in the toolbox

Data and Software are Assets that need to be managed

– Reliable data and tools takes time

MORE isn’t always BETTER

– Know what you need and pick the right tools for your needs

3

What does AM look like to you?

1 2

3

4

Asset Management 101

An integrated set of processes to minimize the lifecycle

costs of infrastructure assets, at an acceptable level of

risk, while continuously delivering established levels of

service.

Acceptable Risk

Lifecycle Costs Service Levels

Balance conflicting goals by managing risk

Asset Management definition

The Foundation for Asset Management

What assets do you own?

– Define what an asset is

– Establish lowest level that asset data and cost needs to be collected

– Asset Hierarchy establishes how asset data and costs roll up

What is the current condition of your assets?

– Where are your assets in their life cycle

What is the risk of your assets?

– What are the consequence and likelihood of failure of your assets

What Maintenance strategies are being done?

– Are activities documented so tasks are performed consistently

– Is maintenance being performed at the correct level and interval

– Are performance Indicators being monitored so potential failures can be identified early

What funds are needed to maintain your system?

– What maintenance and capital funds are needed

The IAM Scope of Asset Management

www.jacobs.com | worldwide

Asset Management Tools

Example Asset Management Tools

Horizontal Asset Tools

– Geographic Information System (GIS)

– Work Order Management System (CMMS)

– Hydraulic Models

– CCTV Software

Vertical Asset Tools

– Asset Database and/or Work Order Management System (CMMS or EAM)

– Hydraulic / Treatment Models

– Spreadsheet/Databases

Decision Support Tools

– Risk Support tools

– Capital prioritization tools

Software Selection

Why are so many owners dissatisfied with their tools?

Lack of management support

Developing in-house custom

system

Inadequate vendor research

Inadequate pilot testing

Poor implementation planning

Insufficient training /

documentation

Underestimating data collection

effort

Poorly defined maintenance

work processes

Determine what functionality is desired? Needed?

Short-term needs:

– Asset Register

– Work Orders / Work Order Management

– Scheduling / Resource Management

– Budgeting / Cost Estimating

– Asset Inspection / Condition Assessment

– Reporting

– Integrate with other software tools

Long-term needs:

– Warehouse / Inventory

– Capital Prioritization

– Document / Image Management

– Service Orders / Request for Service

– Procurement

– Mobile Tools

Overarching Goals of any Software

Flexibility – ability to migrate data to other databases and integrate with your existing tools

Consistency – logical process and data structure that is easily understood

Usability – staff need to want to use the tool, data is stored so information can be used to sort, group,screen asset data

Reporting – staff can get the data/information back out of the tool easily and data can be trusted

Select the Right Software For Your Organization

Engage staff from all areas of your utility

Prepare a comprehensive list of functional requirements

Require short-listed vendors to demonstrate software based on a script created by your staff

Ensure software integrates with existing applications, nomenclature and IT standards

Designate an administrator employed by the utility who is knowledgeable of AM processes and practices

Evaluate by lifecycle cost, just like any asset

Check references

There is no magic button in any

software that will make decisions

for you

Software, maintenance agreements,

licenses by seat, upgrades to new

versions $$

$$

3 Big Things

Software does not equal Asset Management

– it’s just one tool in the toolbox

– TOOLS are only as good as the ability and willingness of PEOPLE to use them

Software & Data are Assets

– Reliable data and tools takes time

– Resources (especially TIME) are scarce, prioritize your needs, including the data

MORE isn’t always BETTER

– Know what you need and pick the right

tools for your needs

– You may be able to reach goals using EXISTING tools with NEW processes

www.jacobs.com | worldwide

MWEA / MI-AWWA AM Seminar 2019

Questions?

Jamie Decker, P.E., CRL – james.decker@jacobs.com

www.jacobs.com | worldwide

MWEA / MI-AWWA AM Seminar 2019

Software Panel Discussion

Jennifer Lawson, C.S.M. – City of Ann Arbor

Ashley Jacqmain – Great Lakes Water Authority

Ian Fox – Great Lakes Water Authority

Larry LaCross – OHM Advisors

Software Panel Discussion

What was the need you were trying to solve when you selected this software?

How do staff at your utility use it on regular basis?

What type of information/data do you find the most useful? And/or What information/data is your software producing that you find most useful?

What are the benefits that you have experienced from using your software

What did it take to implement the software or build your tool?

www.jacobs.com | worldwide

MWEA / MI-AWWA AM Seminar 2019

Questions?

Jennifer Lawson, C.S.M. – City of Ann Arbor

Ashley Jacqmain – Great Lakes Water Authority

Ian Fox – Great Lakes Water Authority

Larry LaCross – OHM Advisors

GLWA Fire Hydrant Inspection Dashboard

GLWA Fire Hydrant Inspection Collector App

GLWA Water Main Break and Leak Survey123 App