MICHAEL ROSS CHERYL CARNER MAINTENANCE AND WORK MANAGEMENT

MICHAEL ROSS CHERYL CARNER MAINTENANCE AND WORK MANAGEMENT SYSTEMS, INFORMATION SYSTEMS AND RECORDS MANAGEMENT

ASSET MANAGEMENT

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From APWA “Public Works Management Practices Manual, ” Version 7

Why Manage Assets? • Justify funding for preventative maintenance • Establish scope and timing of rehab/replacement • Establish budget/staffing to meet maintenance needs. • Establish inventories for parts and materials. • Evaluate effectiveness of new materials/methods. • Build credibility with public/elected officials. • Provide expected Level of Service (LOS) • Establish “net worth” of asset to comply with GASB 34 – (modified accounting method)

Asset Management Questions: • • • What do I have? Where is it located? What condition is it in? What is its life expectancy? What condition will it be in the future? What’s my goal for its condition (LOS)? Should I maintain or replace it? How much should I budget for it? What is my annualized cost for this asset?

Why Manage Assets? Adapted from EPA’s Fact Sheet “Asset Management for Sewer Collection Systems” From “Pavement Management for Airports, Roads, and Parking Lots”, M. Y. Shahin

“Stages of Asset Management” • Stage 1: Inventory – Network Division – GIS – Attributes • Age • Cost • Stage 2: Condition – Repeatable measurement – Reliable/accurate – Comparative standard • Stage 3: Life Expectancy – Sophisticated models – Simple Time to failure • Stage 4: Full Asset Management – – Model options Optimize expenditures Meet level of service goals Reduce political influence 9

Maturity Scale

Asset Management Databases • • GIS Traffic Count Crash Data Asset Inventory Asset Condition Asset Vulnerability Climate Conditions (NOAA, Storm. Watch) Soil Characteristics

Life Expectancy Models • Straight-line depreciation • Manufacturer’s recommendations • Deterioration models • Lifecycle preservation model

Condition Inspections Need to be: • Based on Established Inspection Standards • Repeatable • Reliable • Sampled or complete • Frequent

How Much to Inspect? • Complete • Partial • Small Samples

Small Sampling Common characteristics allow a small sample to reliably measure condition of entire asset: • Age • Materials • Load/Use • Maintenance History Individual assets need to be carefully selected to enable small sampling statistics

OP Assets • • • • Poles Signs Lights Wiring Junction Boxes St. Light Controllers Cable Street Light Wiring Fiber Optic Cables Conduit Signal Cabinets Signal Controllers Signal Heads (incl. DMS) Auxiliary Equipment Pavement Markings • • • Streets Street Curbs Sidewalk Ramps Storm Sewer Lines Storm Sewer Structures Storm Sewer Outfalls Fence Guard Fence Walls Bridges

Street Information

Maintenance Modeling

Modeling Against Budgets

Impact of Plan on Network

Modeled Network Performance Increasing funding from $7. 7 M to $12 M stabilizes network condition

Asset Mgmt. Road Map

WORK MANAGEMENT

Work Management • What? – Managing labor, material and equipment – Recording time and costs associated with assets – Keeping maintenance records and tracking work • Why? – – – – Tracking Service Requests Work Scheduling/Planning Performance Measures Access to Historical Data More Efficient Use of Resources Reduce Equipment Downtime FEMA Reimbursements

Service Requests • • • Web-based submission Phone Walk-ins Routing based on work rules Automated alerts

Internal Data Entry Form

Custom On-line Interface

Automated Alerts

Work Scheduling/Planning Reactive Proactive • Potholes • Street Light Outages • Accident Response • • • Street Sweeping Inlet clean-out Equipment Maintenance Crack Seal Programmed Street Maintenance

Web-based Interface (Customized for Utility Locates)

Filtering for Specific Work

Sod Damage Map

Performance Measures

Consistent Data One Answer, Not Three

Retrieving Data Through Reports

Access to Historical Data • • Interlocal Agreements Accident Reimbursements Cost Justification FEMA Reimbursement

Example: Annual Traffic Signal Maintenance Costs

Accident Damage Work Order – Results In……. .

Itemized Billing to Responsible Party

Work Order for Special Events – Results In….

Cost Justification

Tracking Costs for FEMA

Example: FEMA Staff Hours Report (One of Many Reports)

For Any System: GIS What to Look For How to Integrate

GIS

What to Look For (Generally) Technology Platform Communication – Users, Customers Integration – Out of the box, or custom Scalability – Size of data store, number of users • Licensing – Per seat, per floating seat, per site. • •

Integration • • Open systems. Common platforms. Data dictionaries for each system’s database. Focus on the data (what you don’t see) not on the data editors (what you do).