Implementing an Enterprise Asset Management System and Mobile Solution St. Johns County Utilities’ growth and expansion required implementing a mobile GIS enterprise Asset Management System (Cityworks), improving management of work order, call-center, asset, expense, storeroom, inspection and fleet logistics supporting solutions for reliability, demand, efficiency, and planning. Maintenance, operations, compliance and development staff use office, field and mobile devices to manage expenses, inventory, collaboration, scheduling, capital improvements and financial stability. Topics include steps, lessons learned, results and further development. St. Johns County Utility Department Cityworks 2014 Exemplary User Karri Thomas, [email protected]Tom Tibbitts, [email protected]July 2015
25
Embed
Implementing an Enterprise Asset Management …proceedings.esri.com/library/userconf/proc15/papers/560_307.pdfImplementing an Enterprise Asset Management System and Mobile Solution
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Implementing an Enterprise Asset Management
System and Mobile Solution St. Johns County Utilities’ growth and expansion required implementing a mobile GIS enterprise Asset Management System (Cityworks), improving management of work order, call-center, asset, expense, storeroom, inspection and fleet logistics supporting solutions for reliability, demand, efficiency, and planning. Maintenance, operations, compliance and development staff use office, field and mobile devices to manage expenses, inventory, collaboration, scheduling, capital improvements and financial stability. Topics include steps, lessons learned, results and further development. St. Johns County Utility Department Cityworks 2014 Exemplary User Karri Thomas, [email protected] Tom Tibbitts, [email protected] July 2015
St. Johns County Utilities 2
Water/Wastewater/Reclaim Service
40,261 Customer Accounts
157 Employees
High Growth Rate and Variations
Expansion and Reinvestment Planning
Presenter
Presentation Notes
Rural to Coastal Urban Transition
St. Johns County Utilities 3
8 Water Treatment Plants (27 mgd)
11 Wastewater Treatment Plants (14 mgd)
336 Liftstations
747 miles of Water Mains
550 miles of Sewer Mains
SJC Utilities Development 4
The Challenge: Aging infrastructure, fast-changing population patterns, changing technologies, plus the increased demand for reliable and efficient systems are driving greater investments in infrastructure.
Direction for a Developing Utility
Asset Management System (AMS)
Enterprise Asset Management System (EAMS)
Presenter
Presentation Notes
Direction for A Developing Utility The Direction, The Vision, The Goal, The Objectives, The Tasks People Process Product Policy Build on Existing Cityworks Server Implementation Improve Efficiency at Plants Maintain Assets Report on Assets Switch from Reactive to Preventative Maintenance Track Work History Have a System All Employees Can Use
Implementation of AMS
Design of the GIS and AMS
Using the AMS
Real World Examples of AMS
Warehouse, Inventory and Storeroom
Going to 2014
Karri Thomas, GIS Analyst
Implementation of AMS
Going To Cityworks
Divisions, Field Devices
Work Orders 488 Work Order Templates
71,426 Work Orders
2,528 Active Work Orders
Call Center
After Hours Call Center
6
Presenter
Presentation Notes
Cityworks was implemented in 2009 with the help of Jones Edmunds and Asssoc. And let me tell you, it’s been a long six years, but the department is very happy with its current operational state and was well worth the time and energy to develop Divisions, Field Devices – 87 active users LS, Lines, WWTP, WTP, SCADA, Warehouse All of field crews are currently using Panasonic Toughbook model CF-53 with a version jet pack Call Center We currently have 1 full time call taker and 2 backups This information is as of 04-30-15
Design of the GIS and AMS
GIS Data Model
Geodatabase Design
AMS Design
7
Presenter
Presentation Notes
With the start of the project we where writing the work orders to just a box/dot in about 2011/2012 we changed to relationships and had to redirect all of our work orders to that feature. Current Assets in Cityworks Infrastructure Layers – 58 # Features: 165,000+ #Features = 35,200 + 100,000+ - for Clean outs, meters, laterals, etc… Related Tabular Features– 43 4,720 Records as of 04-2015 Geodatabase Design: Multi User Version Database 3 staff members can edit at anytime 1 or 2 consultants can edit at anytime Depending on projects Rec/post and compress weekly We require CAD files submittals for data collection from developers Sub Foot/Sub meter GPS data Collections And feedback from the field for data corrections Modification in designer or in SQL tables
Using the AMS
Complete WO live in the Field
What it is like for them to use it Remote Assistance
Divisions are working together
Paperless
Staff notices of needed updates
8
Presenter
Presentation Notes
Our field crews currently complete their work order live in the field Field crews will notify us of any changes that need to be made Most staff members are good with the computes in the field Cross-divisional workflow WWTP tickets to LS, with tie in to Warehouse, and Distributions tagging GL, notifying warehouse and EngCIP. WTP after hours to distribution, and meter report Call Center to Distribution
Real World Examples of AMS
Cost and labor estimates – Labor and material cost estimates are linked to each work order and asset.
Our Management Team now have the ability to request detailed financial reports
A recent request from our financial analyst looking to obtain the average annual cost of maintenance per liftstation we were able to provide over 330 data observations and obtain an average cost per liftstation basis
9
Real World Examples of AMS
All of our easements and agreements are mapped with hyperlinks to the documents, so that field crews know if we are right-of-away to right-of-away or manhole to manhole with restoration responsibilities
10
Real World Examples of AMS
Galvanized Water Main Replacement Impact on Customer Calls
Pump Information for Water Modeling
Directional Boring, Miles by Diameter of Pipe
11
Real World Examples of AMS
Monthly Corrections for Incorrect GL Codes Financial monthly reports
Line Replacement CIP Tracking Distribution, Warehouse and Engineering-CIP
Hydrant Maintenance Program With work Cycle every 2 – 3 years
12
Warehouse and Inventory
Storeroom Solution
GL Budget Codes 160 Active and Inactive GL Codes
Monthly Balance Reports
Inventories Storeroom Inventories Match to 10%
Semiannual, Live Corrects via Wi-Fi
13
Presenter
Presentation Notes
1 main storeroom With 48 Trucks/Plants as Storerooms The Utility warehouse stores over a $1,000,000.00 worth of supplies and hundred of items. When we do inventory Bi Annual and Annual – we do take all items off of the truck to count. At this same time the field crews do clean out their boxes. And then they restock the trucks. 160 Active and Inactive GL Codes within CW 2012sp4 - This is the general ledger account code that the field crews charge the items to. Monthly Finance reports sent to the clerk of courts for monthly transfers from accounts
Warehouse and Inventory 14
Material Catalog
130 Pages
Uniform Naming Convention
Easier Inventories
Presenter
Presentation Notes
Each item has a picture. Every month, a financial transaction report is generated based on cost and gl code and sent to the County’s finance department for processing.
Going to Cityworks 2014sp3
Server Replacement Scope
Designer Retire GL Codes, Equipment
Storeroom Web based
More user friendly
Inspections
15
Presenter
Presentation Notes
Scope Migrating Cityworks Data an Applications SQL Install and Configuration ArcGIS Server Install and Configuration Cityworks Server Install and Configuration We will have a 3 week testing period and will have some of our power users logging in to the new server for testing purposes. And to provide feedback and concerns I am looking forward to being able to retire GL Codes along with equipment – with over a 160 GL Codes and a 196 pieces of equipment currently in Cityworks the pick list for the field crews are very long and mistakes do happened with that much data. With storeroom and designer being web based, will make adding and remove information a lot easier on the DB Admin, more stream line With the inspections we are in the process of adding our Oil & Grease division along with our Inspectors
Operational Impact
Information is throughout the organization, including in the field
Employees are empowered and motivated
Data is better, with notice of updates and ‘ownership’ of data
True cost tracking for expenses and planning
Improved awareness of operations and functions
Improved customer service, with tracking and shorter response times
16
Presenter
Presentation Notes
Scope Migrating Cityworks Data an Applications SQL Install and Configuration ArcGIS Server Install and Configuration Cityworks Server Install and Configuration We will have a 3 week testing period and will have some of our power users logging in to the new server for testing purposes. And to provide feedback and concerns I am looking forward to being able to retire GL Codes along with equipment – with over a 160 GL Codes and a 196 pieces of equipment currently in Cityworks the pick list for the field crews are very long and mistakes do happened with that much data. With storeroom and designer being web based, will make adding and remove information a lot easier on the DB Admin, more stream line With the inspections we are in the process of adding our Oil & Grease division along with our Inspectors
Management Solution
GIS Centric Enterprise Asset Management System
GIS EAMS Results
Developing Solutions
Tom Tibbitts, IS Coordinator
Management Solution 18
Organizational Awareness
Comprehensive View
Operational & Financial
Monthly Activity Reports Work Order, Asset, Cityworks
Management, Data QC, etc.
Over 60 Report Templates
GIS Centric EAMS
Accessible and Intuitive to Staff
Micro and Macro Solutions – Scalable Data and Systems
Drives Business Decisions and Solutions
Transitioned to Preventative Maintenance Approach
Asset Identification, Awareness and Management
Improved Information and Geographic Information
Improved Financial Recording Records
19
Presenter
Presentation Notes
Business End of Business Mgmt.
Collaboration & Workflow Flexibility 20
Presenter
Presentation Notes
The Org-Chart Solution Test Pick out three templates used frequently to illustrate the work flow 1-after hours meter? 2-Plant Pump Repair 3- Include pictures of staff
Developing Cityworks Solutions
Data Automation Tasks Service Account Features Mapped from CIS
GIS Data QC Tools with AMR, CIS, and GIS Features
Consumption Data Automation
Water Modeling with Innovyze InfoWater
Mobile Technologies Esri Platform Integration
System Map, Line Break Program
21
Presenter
Presentation Notes
Business End of Business Mgmt.
Developing Solutions
Cityworks Related Developing Programs
Condition Assessment Pilot Project for Ponte Vedra
Establish Data Requirements, Criteria, and Decision Matrix
Integrate with Cityworks Tools and Data
Inspections Introduce Inspection Approach Towards Asset Management
Empower Field Work with Live Data Mobile Tools and Shared Information
Develop Natural Workflows that Serve Utility Needs
22
Presenter
Presentation Notes
Business End of Business Mgmt.
Developing Solutions
AMR/CIS/AMS Integration
Consumption Information
Conservation Solution
Partnership with SJRWMD
Performed by Jones Edmunds
Integration is the Key to Conserve Water and Save Money. Cityworks InPrint, Fall 2013
23
Presenter
Presentation Notes
Business End of Business Mgmt.
Developing Solutions
Fleet Logistics and AVL
Vehicle Locations
Vehicle Costs
WO Integration
CompassCom Product
SJC Public Works
24
Presenter
Presentation Notes
Reward the Positive – applies to every slide In gov’t a project is only funded if there is something to fix. The Implementation Motive comes from finding ‘less effective’ and changing it. That has to switch to reward the positive.
Implementing an Enterprise Asset Management
System and Mobile Solution St. Johns County Utilities’ growth and expansion required implementing a mobile GIS enterprise Asset Management System (Cityworks), improving management of work order, call-center, asset, expense, storeroom, inspection and fleet logistics supporting solutions for reliability, demand, efficiency, and planning. Maintenance, operations, compliance and development staff use office, field and mobile devices to manage expenses, inventory, collaboration, scheduling, capital improvements and financial stability. Topics include steps, lessons learned, results and further development. St. Johns County Utility Department Cityworks 2014 Exemplary User Karri Thomas, [email protected] Tom Tibbitts, [email protected] July 2015