February 17−20, 2015 | Austin, TX

Maximo on Steroids: Anchorage Water & Wastewater Utility’s Journey to Improved Performance ManagementSession: Innovative Approaches to Integrated Utility Management

Thursday, February 19th, 2015

Mark Spafford, O&M Division DirectorAnchorage Water & Wastewater Utility (AWWU)

Nancy Lerner and Mark WehmeyerBrio Consulting

Mission Statement:Supporting the public health, safety, and economic

interests of the community by providing quality Water and Wastewater services in a responsible,

efficient, and sustainable manner.Core Values:

Safety, Teamwork, Humor, Continuous Improvement, Integrity, Respect, and Professionalism

Vision:Excellence through Innovation

AWWU Serves Anchorage and Surrounding Areas

My Favorite

Primary Water Source – Eklutna Glacier

Eklutna Water Treatment Facility

Asplund Wastewater Treatment Facility

Size Does Matter…

• You can fit Texas into Alaska two times, just saying!

O&M Maintains all these Assets

TREATMENT

FINANCE

CUSTOMER SERVICE

ADMINISTRATIVE SERVICES

ENGINEERING

INFORMATION TECHNOLOGYSYSTEMS MAINTENANCE

SUPPORT MAINTENANCE

• W/WW MAIN EXCAVATION & REPAIR• CCTV/CIPP CREW• SEWER LINE CLEANING• MANHOLE/VALVE REPAIRS• FIRE HYDRANT MAINTENANCE• LIVE TAP CONNECTIONS

• PUMP STATIONS• MECHANICAL• WAREHOUSING• EXPEDITING• VEHICLE MAINTENANCE• BUILDINGS & GROUNDS

OPERATIONS & MAINTENANCEMARK SPAFFORD

INDUSTRIAL CONTROL SYSTEMS

GENERAL MANAGERJ. BRETT JOKELA, P.E.

• INSTRUMENTATION• ELECTRICAL• SCADA

We Need Strategies for a Large Service Area, Spread-out Facilities, and Growth• Distances demand that the right crews be

dispatched with the right parts so the job gets done right the first time• Weather and limited routes

make it harder• Staff size has not kept pace

with system expansion

• SCADA was a first step in the right direction

Next Steps are Planning, Scheduling and Proactive Asset Management• Better planning and scheduling

will reduce repeat calls to remote locations• A shift from work management

to asset management will improve results• Reduce costly reactive repairs• Make evidenced-based decisions

for repairs and replacement

• AWWU already has the tools

AWWU’s Sordid Past with Maximo

• Deployed in 1999• We logged work orders and tried

to link work to assets, but we did not plan work or manage assets• Several revitalization efforts

“missed the mark” over the past 15 years• We invested in analysis…• … But did not implement the

recommendations

By 2013, We’d Made Little Headway• KPIs unchanged in 20 years• Not meaningful/actionable

• CMMS was just a work order system• Not actively managing assets • Didn’t know what it was costing us to maintain assets

• Not enough implemented from previous analysis• We needed to improve• For real this time!

What’s Different this Time?

TREATMENT

FINANCE

CUSTOMER SERVICE

ADMINISTRATIVE SERVICES

ENGINEERING

INFORMATION TECHNOLOGYSYSTEMS MAINTENANCE

SUPPORT MAINTENANCE

• W/WW MAIN EXCAVATION & REPAIR• CCTV/CIPP CREW• SEWER LINE CLEANING• MANHOLE/VALVE REPAIRS• FIRE HYDRANT MAINTENANCE• LIVE TAP CONNECTIONS

• PUMP STATIONS• MECHANICAL• WAREHOUSING• EXPEDITING• VEHICLE MAINTENANCE• BUILDINGS & GROUNDS

OPERATIONS & MAINTENANCEMARK SPAFFORD

INDUSTRIAL CONTROL SYSTEMS

GENERAL MANAGERJ. BRETT JOKELA, P.E.

• INSTRUMENTATION• ELECTRICAL• SCADA

O&M is

Advocate

this time

What’s Different this Time??? • O&M is leading

• Users own the system and the project• Staff know this is a priority• We’re explaining why accurate

data matters

• All divisions are supportive• Managers and Finance want

asset and process costs • SAP interface is driving change

• We’re making Maximo simpler• And we’re taking action now

We’re fearlessly throwing spaghetti against the wall

What do you mean planning and scheduling my work???!!! Let’s give it

a whirl!

We’re Rolling Out Incremental Improvements, Learning as We Go• 50+ specific actions are underway (BLACK & GOLD)• Not just studying anymore • Not waiting for a “big bang” upgrade• Implementing

new things, figuring out what is working, andmaking adjustments

ACTION PLAN Months 1 2 3 4 5 6 7 8 9 10 11

Quick Wins

Short Term Efforts

Mid Range Efforts

Long Range Efforts

We’re Making Practice Improvements for Better Efficiency and Effectiveness• Using SCADA to reduce unnecessary inspections• Tracking plant assets, work and costs by process• Tracking costs by logical subsystem• Creating evidence for asset management decisions

• Supplementing (or Replacing) PM with PdM • Work driven by condition rather than time• Investing in hardware, software and staff to support

condition monitoring

We’re Making Practice Improvements for Better Efficiency and Effectiveness• Developing process-specific maintenance strategies• Defining KPIs and data requirements• Piloting the data capture and the rules• We’ll automate after we learn what works

• Standardizing practices for tracking work responsibility and multi-trade / multi-crew jobs• Simplified the rules• Cleaned up the Maximo screens• Eliminated confusing work-arounds

What Once Took Hours…

Manually Compiled

Now Takes Minutes…

Automatically Generated

Moving from “Fat Fingered” Spreadsheets

To Maximo Generated Info

SharePoint Dashboard Displays New Maximo-based KPIs• KPIs mean

something to staff and management• Started small

and simple using available data …

SharePoint Dashboard Displays New Maximo-based KPIs• KPIs mean

something to staff and management• Started small

and simple using available data …

… And we’re taking action!

Graphics Bring KPIs Alive• Move us from Work to Asset Management

Alignment of Organization has had Mixed Results• New O&M hires were willing to embrace new ideas• New O&M planning/scheduling organization is

driving change • Plant maintenance personnel are focusing on the

needs of newly assigned “home base” facilities• Collaboration across division lines met resistance • Lessons learned – • Start in your own house (span of control)• Enterprise organizational change is not a quick win

Quality/Consistent Tools in the Field is Key Early in this Program • Streamlining mobile strategy

• Created Wi-Fi hot-spots in vehicles (I can work from my couch, see pic below)• In the process of field testing software options to find

the best choice for each work group at O&M• Gain Support from Staff

What now? What next?

“It has to start somewhere. It has to start sometime. What better place than here, what

better time than now?” – Guerilla Radio, Rage Against

the Machine

Thanks for your time.

For more information, contact:mark.spafford@awwu.biz or nancy.lerner@brio-consulting.com Please visit our Facebook and Twitter Pages – Anchorage Water and Wastewater Utility

Questions?