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CAPACITY BUILDING OF WATER CARE

PROCESS CONTROLLERS USING THE “MUNICIPAL ASSISTANT” DATA BASE

DEVELOPED BY eWISA.

G E McConkey

Jantech H2Oasis gareth@jantech.co.za

Background

The principle aim of WISA, which is to contribute

constructively to capacity-building by transferring information, knowledge, skills and expertise, has

been maintained throughout the development of the of

the “Municipal Assistant”.

The “Municipal Assistant” software package was implemented Mogale City during April/May 2007 and they

provided valuable contributions to further developments of the module to fulfil the needs of a municipality.

Background

The Municipal Assistant has also be implemented in the Olifants/Doorn CMA at Matzikama, Cederberg and

Hantam Municipalities as well as within areas of the West Coast District Municipality. The infra-structure in

the towns which were included during the implementation are indicated below:

The implementation included ‘stock-taking’ visits to all water-infra-structure with the municipal officers as well

as training sessions where the collected information were entered into the database of the Municipal

Assistant.

The infra-structure in the towns which were included during the implementation are indicated on the following

pages (it can also be reviewed on www.ewisa.co.za).

Background: Implementaion

Elandsbaai

Lamberts Bay Graafwater Clanwilliam

Citrusdal

Background: Implementaion

Doringbaai

Vredendal Vanrhynsdorp

Klawer

LutzvilleKoekenaap

Ebenhaeser

Srtandfontein

Papendorp

Background: Implementaion

Nieuwoudtville

Loeriesfontein

Calvinia

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Background: Implementation

Bitterfontein

Background: Aims

A software package which can be used to collect information concerning the water and wastewater

treatment works off-line on a “stand-alone” work station with the ability to transfer data to the central eWISA

database or any other central information system.

The primary aims of the development are to provide:

A facility to use this data for the effective management, operation and maintenance of a plant.

The Municipal Assistant is based on the requirements identified by WISA and is continually updated according to

the requirements of the users of this package.

Background: Aims (continued)

Embedded information to assist with the understandingof the operational procedures and to contribute to the

transfer of technology and capacity building. Thisincludes a well stocked library of legislation,

regulations, operating procedures and brief explanatorynotes on the various components of water andwastewater treatment

The primary aims of the development are to provide:

To fulfil the DWAF needs for information required in terms of licences and other regulations.

eWISA Municipal Assistant

The main sections of the Municipal Assistant are:

General: Contacts, documentation, photos, manufacturers and

suppliers, classification of works, etc.

Water quality and plant performance: Monitoring points, water

quality and flow data, procedures to MANAGE the performance of the plant and the quality

of water/effluent.

Asset management: Inventories, replacement costs, life span of equipment,

maintenance schedules, reporting, etc..

Financial management: Budgeting and management

Inspections and incidents:Resource WQ MonitoringWater demand management

Soil analysis

Staff and skills development (generic for staff specific career

requirements, i.e. qualifications, skills and training).

Capacity building:

One of the primary aims of the “Municipal Assistant” isto facilitate CAPACITY BUILDING. Thus the entire

system is being developed to fulfil this requirement.

The “Municipal Assistant” not only serves as amechanism to facilitate CAPACITY BUILDING, but also

as a “vehicle” to transfer information and knowledgecontinuously to the users as well as a mechanism to

enhance and facilitate communication between usersand controlling authorities.

Capacity building:

Examples of modules and componentswithin the “Municipal Assistant” (with

support from the eWISA web) thatcontribute to capacity building are:

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Capacity building

Classification of works

The classification process of works in terms of

the reglations that exist can be done using the

program. It is a “wizard” which takes you through the information required and

immediately assesses the classification of the works and the class of process controller required to manage and to run the works.

Furthermore, it tells you the qualifications required by the process controllers.

eWISA Municipal AssistantClassification of the Waste Water Treatment Works

Click on any ‘box’ to change

“Wizard” - Score and Class

change automatically

Requirements for “Class”

eWISA Municipal AssistantRequirements for the Waste Water Treatment Works

Click on “Class” to view

required qualifications and

experience

The Library module of the “Municipal Assistant” is loaded with all the legal, administrative,

technical and operational information required to support process controllers. More information

can be added at any time. The operational manuals of any machinery and equipment should

be stored here so that the process controllers

can access this vital information at any time.

eWISA Municipal AssistantDocument library

Library (Documents)

Select a category

Select a document

Click to view a document

Add your own documents

The Photo Library is a storage facility for storing all photos taken at the works as well as any other

related subjects. It has been said that “a photo tells a story” and this is encouraged. Photos are

used to describe plant, operating conditions, process characteristics and to capture all

environmental factors

eWISA Municipal AssistantPhoto library

Photo library

Select a photo

Click on photo to copy to

clipboard (for use to compile

reports or illustrations).

Double-click to view.

A database of suppliers and manufacturers is vital information that is normally kept by one

person in an office somewhere and yet, if a service is needed in an emergency, the people on

duty rarely know all the details of their suppliers.

Management and Information

eWISA Municipal AssistantManufacturers and suppliers

Manufacturers and suppliers

Search for a company or

product

Select a manufacturer or

supplier

Add manufacturers and

suppliers

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Asset management is now a legal requirement in terms of the Municipal Financial Management

Act. Municipalities need to know what they have and this module gives them total control of their

assets, their replacement dates, their maintenance schedules and the cost of

maintenance. This has raised the profile of asset

management and also informs the process controllers on the requirements of each item at

the Works. This also requires more assessment to be done on site which raises the skills

requirements at the plant.

eWISA Municipal AssistantManagement and Information : Asset management

Asset management

eWISA Municipal Assistant

Documentation (Information)

on asset management (your

own library)Inventory items

Inventory

eWISA Municipal AssistantAsset management: Inventory items

Select a component

Click on an item to view information

Maintenance schedule for items: •Projected and actual costs.•Completed/not-completed•Warning indicators

Photos and documentation:•Serv ice manuals, etc.•Photographs can say so much about the operation and maintenance of any plant and

equipment. Photos regularly taken at specific points can also show whether improv ements are taking place or whether there is deterioration.

Responsible staff member

Cost and replacement cost

based on the actual price

index.

Life span and remaining

service years.

Latest assessment (usage and

condition)

Print information to MSExcel

Financial Management: Most plant managers and process controllers do not have any input into

the budgeting process and yet they are in the front line when there is a shortage of funds to

buy some critical plant, instrumentation or chemicals. This module allows them to have an

input into the budget process.

eWISA Municipal AssistantFinancial management

Financial management

Budgets•Setup•Manage budgets

•Budget reports

Monthly expenditure•Manage cash flow•Compare w ith budgets

•Cash flow reports

Water quality management: Information on

the performance of a plant is critical to promote

better management. It is necessary for the process controllers to have an understanding of

the plant and how it performs under various circumstances and what various adjustments

can do. Without an insight into the performance

of the plant, the process controllers cannot fine-tune processes or understand whether they are

using too many chemicals during a process or not.

eWISA Municipal AssistantWater quality graphs

Select a period

Select 1, 2 or 3 monitoring

points

Select a constituent

Data enhancement

Statistics

Plant efficiency.

Percentage reduction of a constituent between 2 sampling points.

eWISA Municipal Assistant

Select a period

Select a “from” sampling point

Select a constituent

Select a “to” sampling point

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Staff and skills development: It is important

to keep records on all staff, their achievements,

their progress and their training requirements. In this way, it becomes easier to motivate further

training through the workplace skills facilitators.

eWISA Municipal AssistantStaff and skills development

Staff (Names will be linked to

assets, inspections, incidents,

etc.

Select a staff member

Requirements

Print (“CV”)

West Coast District Council Process Controllers and their Certificates

Hantam Municipality – Director of Infrastructure, Director of Social Development and the young man,

Timothy, who will manage the eWISA System

The Process Controllers and their managers

at Cederburg Municipality

Comments from the Ground

• Continuous training of the process controllers is necessary for them to be competent in their work.

• The supply of a compliant quality of potable water and is a responsibility that the Municipalities have to meet and this is not an easy task if the process controllers have to meet

• Wastewater treatment works operators must have proper training in day to day management of the sewage treatment plants and troubleshooting.

• Closer communication between plant operators and management is important to identify problem areas as soon as possible and to find appropriate solutions.

• Local authorities could invest more in attracting and retaining skilled wastewater treatment works operators. Some local authorities claim not to have sufficient funding available to attract and retain skilled and experienced sewage treatment plant operators. During discussions with the various municipalities it became apparent that the job descriptions varied between municipalities and that the responsibilities of the staff differed. If there was a more uniform approach to the skills, training and experience required by this group as well as their job descriptions, then there would be a more coordinated approach to their training and capacity building needs.

Comments from the Ground cont.

• Telemetry can play an important role. There is a shortage of personnel at most of the municipalities and technology can ensure better coordination and greater efficiency.

• Political buy-in should be pursued more adamantly to ensure that a sufficient budget is allocated towards the maintenance of infrastructure. Infrastructure replacement is very costly and municipalities need to ensure that the facilities that they have are in good working order.

• Oxidations pond systems are forgotten after they are built as operation and maintenance of these systems is non-existent in many cases.

• Decision makers need to be better informed about the links between water, sanitation and the health of communities.

• We cannot allow water and sanitation services to deteriorate to such an extent that it starts having an impact on the community’s health. We try to solve the results of problems without even trying to identify the causes.

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Final remarks

Capacity building is something which is on-

going and needs to be encouraged by all tiers ofgovernment through legislation, National

programs, bursaries and any other measures.

Professional organisations such as WISA also

have a very important role to play in ensuringthat their profession is not brought to ill repute

by those who practice in their field and yet haveno qualifications and skills to support

themselves.

Final remarks

The eWISA concept with its warehouse of

knowledge has at least made a mountain ofinformation available at the touch of a button to

many who never had access to it before.

The “Municipal Assistant” has gone even a stepfurther and given process controllers the

chance to take all this knowledge and use it.

To be exposed to management and financialsystems.

Final remarks

Process controllers have a high degree of

responsibility managing Works which are worthR Millions.

Information sharing and capacity building ofthese process controllers should be the first

defence -- To ensure the quality of effluents being

discharged into the environment- To ensure the quality of the drinking

water supplied to communities.

Final remarks

The eWISA “Municipal Assistant” has gone a

long way in

sharing knowledge

helping process controllers to helpthemselvesand raising the level of professionalism within

the water sector.