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Utilizing GIS & Field Computing Technologies

to Improve O&M Efficiencies

Utilizing GIS and Field Computing Utilizing GIS and Field Computing Technologies to Improve O&M EfficienciesTechnologies to Improve O&M Efficiencies

Presented by:Eric Bergh

Calleguas Municipal Water DistrictMatt Morris

Spacient Technologies, Inc.

Spacient Technologies, Inc. • Calleguas MWDwww.Spacient.com

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to Improve O&M Efficiencies

Calleguas MWD Overview

Business Challenge & Project Drivers

Project Overview

• Technology Environment

• Web-GIS Module

• Work Logs & Timesheets

• Performance Analytics & Reporting

Challenges & Lessons Learned

Q&A

AgendaAgenda

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to Improve O&M EfficienciesCalleguas MWDCalleguas MWD

District Overview• Located in Ventura County, California• Member of MWD of Southern California since 1960• Wholesale water provider to 22 purveyors• 50+ (including field personnel)

Service Stats• Serving over 600,000 people in the Ventura County• Infrastructure includes more than 130 miles of large pipelines

and numerous facilities• Service area encompasses more than 350 square miles

“…To provide its service area with a reliable and adequate supply of quality supplemental water through the acquisition and distribution of both regionally and

locally-developed water in an environmentally and economically responsible manner.”

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to Improve O&M EfficienciesCalleguas MWDCalleguas MWD

Calleguas is the 5th largest water district in MWD, serving

one of the fastest growing regions in Southern California

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to Improve O&M EfficienciesBusiness Challenge & DriversBusiness Challenge & Drivers

New growth in region

Water supply needs, Los Posas Basin ASR project (co-capital funded by MWD/CMWD)

Aging existing facilities = replacement program

New infrastructure + aging facilities = additional O&M

Board challenge = Control costs (labor, energy, water purchases) ~ Water rates

Management need = track O&M costs by facility (O&M of co-funded facilities gets 50% reimbursement from MWD)

SOLUTION: Implement IT solution to enable improved efficiency,O&M activity tracking and capital cost recovery

SOLUTION: Implement IT solution to enable improved efficiency,SOLUTION: Implement IT solution to enable improved efficiency,O&M activity tracking and capital cost recoveryO&M activity tracking and capital cost recovery

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to Improve O&M EfficienciesProject OverviewProject Overview

“Time and Activity Tracking System” (TATS) project initiated June 2000

Goal: Implement integrated GIS and work management system to streamline capital cost recovery, enable improved efficiency and enhance customer service.

Scope of Work (layout project timeline)• Define near- & long-term strategy, vision, goals• Assess current IT systems & work processes• Design & implement TATS (phased w/pilot)• GIS Development and Data Conversion• O&M Work Log, Timesheets, ADP Integration, Admin,

Reporting/Analytics• Support & maintenance

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to Improve O&M EfficienciesTechnology EnvironmentTechnology Environment

FinancialsFinance &

Accounting(MS Great Plains

Solomon)

GISGeographicInformation

System(ESRI)

ADPPayrollHR/Payroll(ADP Online)

OnsiteCMWDServer

TATSApplication

Server(Spacient)

Application Server-MS Windows 2000 Server-MS SQL Server-Fieldport Application Software

-Work Management Module (O&M Work Logs)-Timekeeping & Personnel Management-Field Data Capture Module-GIS Mapping Module (Web Only)-Performance Analytics & Reporting

GISInterface (ArcIMS)

Mobile Data Synch Engine

TATSMobile Client

Mobile Client-Micron Notebooks-Windows 2000/XP OS-802.11b wLAN PC Card-Fieldport Mobile Client Software

ADPInterface

Solomon1-Time Data Load

TATSWeb Client

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ReportsSummaries,

Charts and Graphs

Analytics and Reporting

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to Improve O&M EfficienciesWebWeb--GIS ModuleGIS Module

Goal to provide quick and easy access to GIS data for all user groups (both technical and non-technical)

Web-GIS features include: basic and advanced navigation, access to facility physical attributes, integration with TATS, and access to water system drawings (As-Builts)

Implemented a seamless module within TATS (Fieldport® GIS Mapping Module)

Scope of Work• Convert paper-based As-Built drawings to electronic file and GIS data

• Associate spatial data to information captured by TATS

• Integrate with external GIS data

MS SQL Server, ArcIMS, ArcView, and CAD software

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to Improve O&M EfficienciesWebWeb--GIS ScreensGIS Screens

• Overview Map

• Navigation (Basic & Enhanced)

• Layer Management

• Asset & Facility Data

• Land & Environmental Data

• Integrated Drawings & Work Orders

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• Overview Map






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• Overview Map






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to Improve O&M EfficienciesWork Logs & TimesheetsWork Logs & Timesheets

O&M Work Logs provide core work management functionality for TATS (Fieldport® Work Management Module)

• Capture information relating to resources (time, equipment, etc.) utilized on work performed in the field

• Provide management with quick access to information critical for decision making

Timesheet functionality integrated with O&M Work Logs for timekeeping and payroll (Fieldport® Timekeeping and Personnel Management Module)

• Provide quick and accurate information directly to ADP payroll system

• Correctly apply the organization’s business rules during calculations

• Improve efficiency by directly linking to the O&M Work Log time information

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to Improve O&M EfficienciesO&M, Timekeeping ScreensO&M, Timekeeping Screens

• Main Log-in page

• User-specific portal to all crew reports (work order data)

• Access to field data forms and paperwork

• Network-aware

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O&M Work Log:

Employee/Job Information

Crew Hours Worked

Task/Activity Data

Facility Data

Vehicle & Equipment Usage

Workflow

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O&M Work Log:

Summary Reports (by Individual, by Date)

Exception Reporting

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Timesheet:

Regular Hours

On-Call Hours

Overtime

Project Hours

O&M Hours

G&A Hours

Vacation

Car Use & Expenses

Comments

Workflow

ADP Integration

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to Improve O&M EfficienciesPerformance Analytics & ReportingPerformance Analytics & Reporting

System now collecting volumes of data on field operations

Need evolved for better information and reporting

Management reporting and analysis functionality implemented

Functionality provided include:• Wealth of analysis information for management (e.g., monthly hours

by task or by facility)

• O&M reporting for capital cost recovery

• Information on resource distribution can assist management in more accurate budgets

• Near instantaneous reports with minimal effort from staff

Enables implementation of “Best Practices”, KPI’s

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to Improve O&M EfficienciesAnalytics & Reporting ScreensAnalytics & Reporting Screens

Analytics:

Reporting

Performance Metrics

Analysis

Capital & O&M Cost Tracking

Features:

Summary Page

Reporting Pages

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Hours by Activities

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5,000

10,000

15,000

20,000

25,000

Wor

k H

ours

2002-2003 2003-2004

Fiscal Year

Annual Productivity ReportTotal Work Hours by Major Activity

Administrative

Capital Project

Operations & Maintenance

Plant Operations

Customer Service

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20

Hours by Major Facility

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

4,500

Wor

k H

ours

2002-2003 2003-2004

Fiscal Year

Annual Productivity ReportTotal Work Hours by Major Facility

Treatment Plant

Pipelines

TurnoutsPump Stations

Hydro Stations

Reg. Stations

LakeReservoirs

Other Major Facilities

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Activity Cost Tracking

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Annual Productivity ReportCost by Major Activity

FY 2003-2004

13%6%

44%

22%

15% Administrative

Capital Project

Operations & Maintenance

Plant Operations

Customer Service

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to Improve O&M EfficienciesLessons Learned & Future DirectionLessons Learned & Future Direction

LESSONS LEARNED• Business drivers for mobile computing are compelling • Field crews willing to adopt technology & recognize benefits• Start simple, deliver functionality in phases• Mobile computing delivers benefits with or without CMMS/CRM• Non-rugged devices can be cost effective• Local wireless / hotspot concept can be very effective• Challenging to understand data and identify reports• Once it’s there, people want more!!!

FUTURE DIRECTION• Invoice and cost recovery • Addition of mobile GIS module (using ESRI technology)• GPS functionality for inspection locations and routing• Enhanced asset management capabilities• Management and regulatory reports

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to Improve O&M EfficienciesThe End…Thank You For Your Time!!!The End…Thank You For Your Time!!!

Questions ??? Feel free to give us a call or email…Questions ??? Feel free to give us a call or email…Questions ??? Feel free to give us a call or email…

Eric BerghCalleguas Municipal Water District

[email protected](805) 579-7128Matthew Morris

Spacient Technologies, [email protected]

213.612.7734

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