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    Implementing Enterprise Asset Management Systems and the Associated Technology Challenges SERUG 2012 May 1, 2012

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    Introduction

    Brian Rosenfeld, MS, GISP Jones Edmunds

    brosenfeld@jonesedmunds.com

    Bill Millinor, MS, GISP Jones Edmunds

    wmillinor@jonesedmunds.com

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    Overview

    Discuss benefits of an enterprise asset management system.

    We will discuss the workflow for implementing an enterprise asset management system.

    Pros and cons of upgrading to an enterprise system.

    Specific project examples from St. Johns County Cityworks implementation.

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    Background and Existing Configuration

    St. Johns County is a long time Cityworks user in the Utilities and Public Works Departments

    Countywide Site License for Cityworks

    Multi-year staged project: Upgraded to Cityworks Server for Liftstation

    Management

    Implemented Cityworks Server for Utility Distribution Lines

    Ongoing with W/WW Treatment Plants into Cityworks Server

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    Operations Management

    Utilities Manage Activities By Work Function So Information Becomes Departmentalized

    Accounting Customer Service Engineering

    Data Data Data Data Data

    Why?

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    Why?

    Data Data Data Data Data

    CMMS/GIS

    Operations Management Accounting Customer Service Engineering

    GIS-Centric Enterprise Asset Management is a Spatial Integrator of Islands of Information

    Management

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    Reducing Reactive Maintenance and Increasing Preventative Maintenance 10 to 15% in labor, equipment, and materials

    Prioritizing Capital Improvement Planning 5 to 20% typically realized through deferment or

    elimination of budget items

    Tracking Repair & Replacement Separates R&R from O&M expenses

    Increases debt coverage ratio and reduces upward rate pressure

    Why?

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    Knowledge Retention Internal and External

    Communications Improved Level of

    Service Justification of Services

    Provided Proof of Compliance

    Other Considerations

    (Effective Utility Management. 2008)

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    Customized Solutions

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    Maps and Record Drawings

    Standard Operating Procedures

    O&M Logs

    GIS

    Others

    Data Systems

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    PM Work Assignment Cost Tracking SOPs and Checklists Vendor Information Inventory Tracking Typically not tied to other

    utility business systems CIS SCADA

    Maintenance Tracking

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    Level of Service

    Failure History Analysis

    R&R vs. O&M Budgeting

    Failure History Analysis

    Risk Prioritization and Capital Planning

    Project Coordination

    Asset Management

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    Wanted current Software Support ArcGIS10, SQL Server 2008R2

    Less Overhead Maintenance No more local installs, only on the server side

    Cityworks Server Less Overhead Bandwidth Better performance using laptops with air cards

    Field Crews can Work with Cityworks from Field

    Why Upgrade to an Enterprise CMMS?

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    Internal Resources to Manage and Maintain System

    Can be Expensive Upfront

    Server and Desktop Hardware and Software Requirements

    Requires Training for All Users and Administrators

    Why NOT Upgrade to an Enterprise CMMS?

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    1. Meet with All Stakeholders

    2. Discuss Existing Workflows through the Departments

    3. Review Existing Data and Data Flows

    4. Installation and Configuration of Client Databases - SDE and Cityworks

    5. Improvement and Replication of Existing Work/Data Flows within Cityworks and GIS

    6. Client Training

    7. Expanding Functionality

    Implementation Process Overview

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    Identify Stakeholders and Define your Vision Early

    Critical to Ensure the Correct Internal Support and Budget

    SJCUD Moved to a Distributed Server Solution 1 for the database, 1 for the

    web server

    Virtualized Servers Purchased SQL Server 2008 R2

    and CALS IIS7 and .NET 3.5

    Software / Hardware Evaluation and Needs Assessment

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    Compatibility Issues Legacy Applications

    SQL Server Reports

    Custom Solutions SJCUD Liftstation Application

    Applications that Integrate with Other Solutions (SCADA, AMR)

    Purchased New Laptops New air cards

    New Permissions and Updated IE (or Firefox) Required Include your Information Technology Group early and

    often

    Software / Hardware Evaluation Continued

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    Discuss Long Term Plan to Accommodate the Future Growth

    Identify Necessary Software and Hardware, so the Correct Infrastructure is in Place

    Identify the Internal Cityworks Administrators

    Reconcile and Incorporate Differing Visions Before the Project Starts

    Define Specific Goals or Current Bottlenecks to Improve Upon

    Stakeholder Meetings

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    Meet with all potential end-users in each department Work crews, supervisors, and call takers For all departments lift stations, lines, and plants

    Document what they do on a daily basis

    How do they know what to work on? Who assigns them work? How is it scheduled? How is work completed and closed?

    Current Work Tracking Through Paper Trail Lost Files and Paper Work

    Existing Workflows

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    Management and crews often have widely varying perspectives Establish hierarchy of rights

    You will often discover inefficient

    workflows that have just been passed on as the way its always been

    Identify and rank the types of work

    by frequency and importance/priority Discuss differences in how to track work whether it

    originates internally or externally

    Existing Workflows Continued

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    Review existing data How is GIS data stored Asset Information Reporting needs and capabilities

    Data is often fragmented and stored in multiple places with little communication or oversight

    Data Storage Needs to be Centralized Personal geodatabases; single editor Access databases; non-spatial Hard Copies and Files

    Existing Data

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    Develop a new database design to support the clients current and future needs Developing the asset database Workshop with clients for feedback Follows industry standards as allowed Underlying database that supports the entire

    Cityworks CMMS

    Database Configuration

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    Increase Quality and Regulation Compliance with an Enterprise Solution Many Users = More Eyes to Spot Errors Update Assets in Timely Fashion Quick and Simple Queries on Assets Paperless Environment All users on the same dataset

    Data Consolidation

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    Test Environment is VERY important! The system will be going up and down Want to avoid interrupting current users Existing users continue to work as-is

    Port Existing Databases to new SQL and ArcSDE on the Test Server Cityworks database Asset database Reporting database

    Reset User Permissions and Add New Users

    Test Environment Configuration

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    ArcGIS 10 web services were installed on the server Virtual Machine (VM)

    Configure connections to the SQL / SDE VM

    Test Environment Configuration ArcGIS 10 Web Services

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    Cityworks Database Manager Update, validate, and repair

    Cityworks Database Install Cityworks Server Install IIS Create Users Set Permissions

    Test Environment Configuration of Cityworks Server

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    Cityworks Interacts with Spatial and Non-Spatial Databases Create Reactive, Preventative and Cyclical Work

    Templates within Cityworks from the workflow discussion