PARSONS / GHD

Focus Topic 2: Meeting the IT Challenge - Toward an

“Enterprise Asset Management System

(EAMS)AMPLE

Asset Management Program Learning Environment

2PARSONS / GHD

IT Systems – 4 Core EAMS Components

Robust Enterprise Asset Management System –Enterprise-Wide EAM Functionality

4. Knowledge Management

1. Data Standards/Asset Hierarchy

FAILURE PLANS

SPECIALISTA.A.M

SYSTEMMODULES(Life Cycle)

PERFORMANCEMONITORING

CUSTOMERCALL CENTRE

DESIGNFUNCTIONS

CAD

MOBILE COMPUTING

RCM ANALYST

PROPERTY &CUSTOMERRECORDS

FINANCE SYSTEMGeneral Ledger etc.

OPERATIONSSCADA TELEMETRY

SYSTEM

MAPPINGSYSTEM

ASSET REGISTER(CORPORATE)

MAINTENANCEMANAGEMENT

DIRECT LINKSINDIRECT LINKS

SPECIALIST LIFE CYCLEAM APPLICATIONS

KEY ASSET MANAGEMENTAPPLICATIONSKEY ASSET MANAGEMENTAPPLICATIONS

SECONDARY A.A.M.APPLICATIONS

KNOWLEDGEMANAGEMENT

SYSTEM

OPERATIONSMANUALS

COMPLAINTS

WORKSMANAGEMENT

EDS

3. Architecture/Integration of Tools

2. Work Processes/”Best Practices”

3PARSONS / GHD

1. Data Standards and Asset HierarchyFACILITIES

PARENT ASSET

ASSET

CHILD ASSET

FACILITIES

PARENT ASSET

ASSET

CHILD ASSET

FACILITY

ASSET

CHILD ASSET

CHILD ASSET

PARENT ASSET

ASSET

CHILD ASSET

CHILD ASSET

PARENT ASSET

FACILITY

ASSET

CHILD ASSET

CHILD ASSET

ASSET

CHILD ASSET

CHILD ASSET

PARENT ASSETPARENT ASSET

ASSET

CHILD ASSET

CHILD ASSET

ASSET

CHILD ASSET

CHILD ASSET

PARENT ASSETPARENT ASSET

An agency’s data standards are the backbone of its management capabilities:

if we don’t know what we have, where it is, and what condition it is in, we can’t really be managing it.

4PARSONS / GHD

Del

phi G

roup

s

Inid

ivdu

al D

iscu

ssio

n

Exi

st (%

)

Use

Exi

st (%

)

Use

Exi

st (%

)

Use

Exi

st (%

)

Use

Exi

st (%

)

Use

Exi

st (%

)

Use

Exi

st (%

)

Use

Exi

st (%

)

Use

Exi

st (%

)

Use

Exi

st (%

)

Use

Exi

st (%

)

Use

Exi

st (%

)

Use

Use

Use

Asset Register 90 Y 50 Y 30 N 90 V 40 N 30 V 50 P 50 N 0 N 15 N 15 N 0 N V PHierarchy 80 Y 50 Y 40 N 0 N 20 N 30 N 50 N 50 N 0 N 0 N 0 N 0 N N PAsset Types 95 Y 50 Y 20 N 0 N 0 N 30 N 50 N 30 N 0 N 0 N 0 N 0 N N NSize (Length, Depth etc) 80 Y 50 Y 0 N 0 N 30 N 20 N 30 N 30 N 0 N 0 N 0 N 0 N N YMaterial 90 Y 50 Y 0 N 0 N 0 N 30 N 40 N 50 N 0 N 10 N 0 N 5 N N YDate of Construction 5 P 50 Y 0 N 80 P 0 N 30 N 50 Y 50 N 0 N 40 N 0 N 10 N N YCondition 5 P 0 N 10 N 0 N 0 N 0 N 0 N 0 N 0 N 15 N 0 N 0 N Y PPerformance 0 N 0 N 40 N 0 N 30 N 0 N 0 N 0 N 0 N 15 N 0 N 0 N Y PEffective Lives 0 N 0 N 0 N 40 V 0 N 40 P 0 N 0 N 0 N 0 N 0 N 0 N V YDifficulity Multipliers 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 70 Y 0 N 0 N 0 N V PUnit Rates 10 P 0 N 0 N 50 V 0 N 60 P 0 N 0 N 0 N 0 N 0 N 0 N Y YMaintenance 80 Y 0 N 0 N 0 N 40 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N V YOperations 0 N 0 N 0 N 0 N 50 Y 0 N 0 N 0 N 0 N 0 N 0 N 0 N V YLevel of Service 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 30 P 0 N 30 P N YFuture Requirements 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 30 P 0 N 50 P N YGrowth / Capacity 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 60 Y 0 N 40 P N YRenewal / Replace 0 N 30 P 0 N 0 N 0 N 0 N 0 N 0 N 0 N 30 P 0 N 50 P N YConseqence of Failure 50 P 0 N 0 N 0 N 0 N 0 N 0 N 0 N 40 P 0 N 20 P 0 N V PRates Info 0 N 0 N 0 N 0 N 0 N 60 Y 0 N 0 N 0 N 0 N 0 N 0 N N Y

TSM

P - G

IS

(Spa

tial O

nly)

OC

SD S

trat P

lan

& O

ther

Rep

orts

CM

MS

J42

- CR

ISP

FIS

CIP

Pro

gram

Dat

aWar

ehou

se

RW

Bec

k M

odel

Faci

lity

Atla

s

Sew

er A

tlas

Crit

ical

ity T

able

s -

MC

C

TSM

P

0 No data exists30 Data exists for less than 50% of the assets60 Data exists for more than 50% of the assets

N Data will not be used as better data existsV Data will only be used to verify other sources of dataP Data will be used for less than 50% of the assetsY Data will be used for more than 50% of the assets

Searching for Registry Data

5PARSONS / GHD

Hierarchy – Plant Assets Source Data

6PARSONS / GHD

The “Data Standard”

• ID/naming• Attributes • Record layout• Database

architecture & protocol

• Data collection protocols

7PARSONS / GHD

Rolling up Confidence

Facility Strategy (confidence)

MMI component

Program Strategy (confidence)

System Strategy (confidence)

Asset Strategy (confidence)

Confidence at higher system levels is determined by Managed Maintenance Item (MMI) component accuracy.

16b.5

8PARSONS / GHD

2. Work Processes + “Best Practices”

X

XWho? What? When?“Best

Practice” work

processes should drive

system functionality

Treatment

X

X

X

X

Collection/Conveyance

Office Distribution

PARSONS / GHD

Dataflow Diagrams – Work Process + Data

10PARSONS / GHD

The System Design/Integration Process

Customer Needs Identified

Business Needs Defined

Development of Business Processes

Definition of IT Systems and Infrastructure Requirements

Development of Organizationaland Staff Requirements

Implementation/Transition Plans

ProcurementManagement

11PARSONS / GHD

3. Architecture/Integration of Tools

Knowledge Management

Decision-Making

CMMS EAMS

Valuation/Costing

RCM/Failure/Risk AnalysisFacilities

Private Industry

SLG

Transportation

Schools

Utilities

12PARSONS / GHD

Architecture/Integration of ToolsCore EAMS Package

FEMCA

Costing/Valuation

Risk

Administration

Security & Audit

Reporting

Remote Interface

Asset Register/Hierarchy

Existing Applications Most

agencies find it much

more cost-effective to

build on existing

platforms, step-by-

step.

GBA

GIS

Financial System

SCADA

Inte

rfac

es

“Plug-ins”

Optimized Renewals

Life Cycle Planning

ODRC Valuation

“CapEx”

Customer Services

Future Components

Decision Making

Works/Contract

Component

Management

Knowledge Management Component

13PARSONS / GHD

Asset Data Collection Interfaces

Ivara

Asset

Indicators

Checksheets on Handheld

devices

Standard Ivara UI

• Windows • WebAcc

Ivara Online Data Collection Interface

(ODC)

Manual collectionManual collection

Automatic Collection

Plant Information

Online Systems

14PARSONS / GHD

Risk Management -Definable Decay Curves

15PARSONS / GHD

Plug-In Applications May Be Relatively Inexpensive – AWWA’s “Plant Manager”

16PARSONS / GHD

Plug-In Applications May Be Relatively Inexpensive: USEPA’s Environmental Finance Center (Boise State)

“CAPFinance”

17PARSONS / GHD

The Role of the “Data View”

Asset Record View

18PARSONS / GHD

The Role of the “Data View”Map View

19PARSONS / GHD

The Role of the “Data View”Performance View

20PARSONS / GHD

The Role of the “Data View”

“Process” View

21PARSONS / GHD

The Role of the “Data View”

“KPI” View

22PARSONS / GHD

Navigation by Images

• Click on the hotlinks to drill in.

• Icons (blinking) show highest alarm on each hotlinked asset

• Easy to use/understand

23PARSONS / GHD

Navigation by Images

• Down one level at the Screening Center

• More hotlinks to child assets

• Blinking icons for assets in alarm condition

24PARSONS / GHD

Navigation by Images

• One more level down

• Number of levels not restricted

• Key indicator dashboard on critical assets

• Blinking icons show severity, words show condition

• Interactive links (right mouse click)

25PARSONS / GHD

Friendly Work Process Interface

26PARSONS / GHD

Friendly Work Process Interface

27PARSONS / GHD

Asset Data Collection Interfaces

Ivara

Asset

Indicators

Checksheets on Handheld

devices

Standard Ivara UI

• Windows • WebAcc

Ivara Online Data Collection Interface

(ODC)

Manual collectionManual collection

Automatic Collection

Plant Information

Online Systems

28PARSONS / GHD

4. Knowledge Management

World’s Best Practices

World’s Best Practices

AAM Training

Org Practices & Procedures

29PARSONS / GHD

TH

E A

SS

ET

M

AN

AG

EM

EN

T

FRA

ME

WO

RK

30PARSONS / GHD

An AAM Program Is All About Knowledge Management

Information

Data

Knowledge

Wisdom

31PARSONS / GHD

It’s All About Better Decision Making

• Decision points– “Opex” & “Capex”– Optimal Renewal – Annuity renewal funding

• Strategic versus Tactical Levels

Opt

ion

1

Opt

ion

2

Opt

ion

3

Opt

ion

4

Opt

ion

5

2002

Tod

ay

2005

2015

2025

2030

2035

Treatment options M M RH RP RPDirect Cost 270 72 360 610 630

Indirect Cost 0 10 20 40 130Benefit 200 75 480 780 320

Option Ranking 4 3 1 2 5

Decay Curve

Catastrophic Failure

100% Level of Service

Minimum Level of Service

Benefit/Cost Ratio 0.7 0.9 1.3 1.2 0.42

Poor

Fair

Good

Poor

Fair

Good

Backlog Funding Model

-20

-10

0

10

20

30

40

50

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

Renewal Year

Bac

klog

in M

illio

ns

Base Funding- $550,000 Funding Level 1- 1,050,000Funding Level 2- 1,250,000 Funding Level 3- 1,500,000Funding @ 2% of Construction Cost- 2,516,000

FCI = 10%

FCI = 5%

FCI = 10%FCI = 10%

FCI = 5%FCI = 5%

32PARSONS / GHD

Effective Presentation is Key to Good Decision Making

Displays asset replacement profile and related annuity (reserve) values for selected asset groups

Commercial in Confidence

33PARSONS / GHD

Good Work Processes + Good Data =Confidence in Our Investment Decisions

0

20

40

60

80

100

120

2000 2010 2020 2030 2040 2050 2060

Year

Ris

k / C

ondi

tion

Sca

le

0

2000

4000

6000

8000

10000

12000

14000

16000

18000

Cos

t ($)

ConPoFCoFRiskMin RiskMin ConMn$Op$Cum$

34PARSONS / GHD

35PARSONS / GHD

36PARSONS / GHD

Lessons Learned…• Keep it simple – it’s more common sense than rocket

science• Keep it organized and focused

– Core questions/”storyline”– Gap Analysis and Quarterly Work Plans– AAM Charter

• Focus on the relevant decision process – who should be asking what questions and what is needed to give credible answers

• Implement in this order:1. Concepts and framework2. Work processes3. Data acquisition and IT development/integration

• Use prototype projects, Skills Teams• Focus where best gains can be made first• It’s ultimately all about knowledge management