Download - Implementing Enterprise Asset to edit section Click to edit section Click to edit section Implementing Enterprise Asset Management Systems and the Associated Technology Challenges

Click to edit section Click to edit section Click to edit section

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


Introduction

Brian Rosenfeld, MS, GISP Jones Edmunds

[email protected]

Bill Millinor, MS, GISP Jones Edmunds

[email protected]


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.


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


Operations Management

Utilities Manage Activities By Work Function So Information Becomes Departmentalized

Accounting Customer Service Engineering

Data Data Data Data Data

Why?


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


§ 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?


§ Knowledge Retention § Internal and External

Communications § Improved Level of

Service § Justification of Services

Provided § Proof of Compliance

Other Considerations

(Effective Utility Management. 2008)


Customized Solutions


ü Maps and Record Drawings

ü Standard Operating Procedures

ü O&M Logs

ü GIS

ü Others

Data Systems


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

utility business systems – CIS – SCADA

Maintenance Tracking


§ Level of Service

§ Failure History Analysis

§ R&R vs. O&M Budgeting

§ Failure History Analysis

§ Risk Prioritization and Capital Planning

§ Project Coordination

Asset Management


§ 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?


§ 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?


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


§ 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


§ 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


§ 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


§ 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


§ 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


§ 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


§ 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


§ 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


§ 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


§ 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


§ Cityworks Database Manager – Update, validate, and repair

Cityworks Database § Install Cityworks Server § Install IIS § Create Users § Set Permissions

Test Environment Configuration of Cityworks Server


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

Templates within Cityworks from the workflow discussion

– Links Work History and All Costs to an Asset within GIS § Includes labor, repair, and maintenance costs

– Reporting on Assets

Configuring Workflows within Cityworks


§ Translate work and data flow information into service requests and work orders

Cityworks Configuration Continued


§ Training is Not an Option – Must get buy-in from the end users for the project to

be successful § Separate Training for:

– Administrators – Managers of End Users – End Users

Training


§ Define a short testing period § Have all users work in the

system § Need to stress test the new

system not just Cityworks – Web server loads and

database loads § Keep a rolling punch list of

action items and new tasks § Implement updates § Finalize testing period

Testing and Updating


§ Schedule a Go Live date to have a fixed end target

§ All users out of the system – Possibly some downtime, set schedule to minimize

downtime

§ Roll active Cityworks database from current live database to new server – Final check of Cityworks server by administrators

§ Go Live!

Go Live


§ Clients are dedicating considerable time and expense for this type of implementation

§ Pros and cons of committing to latest software – Being first is not always the best idea – Avoid future downtime for upgrades – Avoid future time and money costs for upgrades – Understanding potential liabilities

Lessons Learned


§ Expect problems and be flexible § Plan for ongoing support as new wants and needs

arise throughout the project § Skill sets required for Cityworks Server

implementation – IIS and ArcGIS Web services – SQL Server Administration – Trouble Shooting

Lessons Learned continued


Questions?