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Fiscal Sustainability for Utilities Using GIS and the Fiscal Sustainability for Utilities Using GIS and the Infrastructure Optimization ToolsetInfrastructure Optimization Toolset

International Public Works Congress & Exposition, September 19th 2011Convention Center, Denver, Colorado

Presented by:

Elthron Anderson and Jonas Svoboda Southgate Districts Water & Sanitation Districts,

Woolpert Infrastructure Information Management

Advanced Asset Management (Infrastructure Optimization Toolset – IOT))

• What is IO• Risk• Probability of Failure (POF)• Consequence of Failure (COF)• Redundancy

Background of Southgate Water & Sanitation Districts

What is Asset ManagementDevelopmental Stages of Asset Management

at SouthgateEarly (GIS)• Migration: Autodesk to ESRI

Environment

OverviewOverview

• Redundancy• Replacement Costs• Decision

Live Demo of IO

Application of IO at Southgate◦ Workflow◦ Selecting Capital Improvement

Projects (CIP)Questions

Environment• Document Management• Sharing the Data

Live Demo of RAVIN

Intermediate (Computerized Maintenance Management System)

• Service Request• Work Order

You are Here

Southgate Water & SanitationDistricts

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Sewer DistrictWater District

The Southgate Water and Sanitation Districts operate and maintain water distribution and wastewatercollection systems providing service to more than 88,000 Colorado residents. Our service area of 18square miles includes portions of Cherry Hills Village, Centennial, Greenwood Village, City of Lone Tree,Unincorporated Arapahoe County and Unincorporated Douglas County.

“Asset management is the applicationof reasoned processes to decisions about

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“Asset management “...is about businesslike management of assets" and “…at itscore... is not just about conditionassessment and rehabilitation programsbut encompasses everything a utilitydoes to achieve its service levelobjectives." "Every department andfunction (including engineering,operations, maintenance, financial andbusiness functions) has a role to play inan asset management program ...”

- David Sklar (WEF/AWWA Joint Management Conference 2006)

Asset management is “an integratedoptimization process to minimize the life-cyclecosts of owning, operating and maintaininginfrastructure assets, at an acceptable level ofrisk, while continuously delivering establishedlevels of service.”- The manual of practice Managing PublicInfrastructure Assets (AMSA, AMWA, WEF,AWWA joint publication, 2001)"

What Exactly is AM?What Exactly is AM?

capital investment. "Asset managementis using readily available information andknowledge about the day-to-dayfunctioning of utility systems, processesand equipment to make informeddecisions about asset life cycles.”“…critical functions and benefits of assetmanagement are derived not fromautomated processes but through sound,reasoned business process directedtoward long-term planning andprogramming of asset reliability andfunctionality."

- Ralph Templin WEF/AWWA JointManagement Conference 2006)

Asset management is “…meeting agreedcustomer and environmental service levelswhile minimizing life cycle costs".- Elizabeth Kelly (WEF/AWWA JointManagement Conference 2006)

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… 1) "buying a car involves conscious objectives (comfort, style, features, reliability,... value, and Level of service", 2) “ as a car ages, it is expected to endure somedecreases in performance levels", 3) "when driven, a car's performance or changes inits condition" are constantly monitored, 4) as performance decreases and "operating[and maintenance] costs begin to rise ... the costs are compared with the alternativecost of a new car payment". "The point at which it seems better to purchase a new cardefines the "economic life" of the asset."‐ John Cromwell (AWWA Journal, January, 2007)

Life CycleLife Cycle‐‐Cost AnalysisCost Analysis

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Developmental Stages of Developmental Stages of Asset ManagementAsset Management

Geodatabase Design / Data Migration From 

AutoDesk to Esri Platform

ESRI ArcServer Application ‘RAVIN”

Cityworks Implementation

(CMMS)

2010/20112007 2008 2009

Water and Sewer (CMMS)

GIS Training and Maintenance Plan

Systems Analysis and CMMS Selection

Gap Analysis and Advanced Asset Management 

CIP / R&R)

Geographic Information SystemGeographic Information System

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Document ManagementDocument Management

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Sharing the DataSharing the Data

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Live DemoResource and Visual Information Network (RAVIN)

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Computerized Maintenance Computerized Maintenance Management System Management System (CMMS)(CMMS)A Service Request (SR) allows the District to:Collect caller information, record customer concerns and track service requestsLink SRs to the work order system or other SRsCapture non-call related items such as comments, labor usage and status updatesCapture time and costs associated with a customer’s call or a site visit if it is deemed that the problem is a private concern or that the problem is a private concern or unrelated to our Districts

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A Work Order (WO) allows the Districts to:Associate directly with their respective SRImmediately access all information provided in the SR in the WOUpdate information in the SR when a WO is either created, updated and/or closed.Assign multiple SRs to an individual WOCreate and track tasks, costs, employees and other information relating to work performed (labor, materials and eq ipment)

Computerized Maintenance Computerized Maintenance Management System Management System (CMMS)(CMMS)

equipment)

CMMS Data

CCTV / Modeling

Data

GIS Data

Advanced Asset ManagementAdvanced Asset Management14

IO Toolset / Asset Management

Old methodOld method

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What is IO?What is IO?

Application/Tool for risk calculation and decision making

Scenario based Sits on top of the GIS Configurable framework Configurable framework Can be used for any type of asset:◦ Facilities◦ Parks and Recreation◦ Transportation◦ Water, Wastewater, Stormwater

Determining Asset ‘Risk’Determining Asset ‘Risk’

Probability of Failure

Consequence of Failure Redundancy

Business ‘Risk’

Exposure

In the context of asset management, risk can be defined as the [probability of failure multiplied by the consequence of failure] divided by redundancy and is often used as a measure of ‘criticality’. The preferred term used for this is ‘Business Risk Exposure’ (BRE).

Probability of Failure Probability of Failure (PoF)(PoF)

Probability or likelihood of failure

Determined based on an asset’s physical characteristics

Age Condition Material Operational / Maintenance history

(breakage, leakage, defects) Structural integrity Capacity Design Standards Physical Location (associated soil

characteristics, climatic conditions, i it t t ti ti it )proximity to construction activity)

Installation information (construction techniques, installer ratings, bedding conditions)

Hydraulic performance characteristics Maintenance practices Asset reliability and performance

information Other Factors

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Consequence of Failure Consequence of Failure (CoF)(CoF)

Consequence or impact of failure

Determined based on related asset’s characteristics

Accessibility to Repair Size Depth Environmental Impacts Critical Facilities Served Proximity to Structures

(Roads/Buildings/Lakes/Creeks) M j E Major Expense

Safety Concerns Health / Welfare Concerns Social Costs Levels of services (LOS) Regulatory Impacts Public Issues Other Factors

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Example Consequence of Failure Matrix for Example Consequence of Failure Matrix for Wastewater Linear AssetsWastewater Linear Assets

Sewer Main Consequence of Failure

Consequence Category

Negligible =0.5 Low = 1.0 Moderate = 1.5 Severe = 2 SCORE

Size

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Replacement CostsReplacement Costs

Configurable cost and activities Generates present and future costs Inflation factor Made for decision makers Ad-hoc reporting Linked to GIS

Decisions Decisions CapabilitiesCapabilities R & R Reports: Cost based scenarios for

rehabilitation, repair and maintenance strategies◦ Rehabilitation and replacement (R&R) prioritizationprioritization◦ Capital investment versus enhanced maintenance◦ Capital investment timing◦ Long-term fiscal alternatives◦ Short-term packaging for capital projects◦ Single location for various date sets

Other Key FeaturesOther Key Features Supports linear and non-linear assets Related objects Advanced reporting and charting WPF Version coming soon! WPF Version coming soon!

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Live DemoInfrastructure Optimization Toolset

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Analysis of Sewer District

50 Year Forecast For Replacement Sewer Mains

Selection from 50 Year Forecast

LegendSewer Main - BRE

0 - 15.00

15.01 - 30.00

30.01 - 45.00

45.01 - 100.00

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Probability of FailureProbability of Failure

Lowest Probability of

Highest Probability of Failure

Walnut Hills

Palos Verdes

The Preserve

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Lowest Probability of Failure

Lone Tree

Heritage Hills

Ridgegate

LegendSewer Main - POF

0 - 2.50

2.51 - 5.00

5.01 - 7.50

7.51 - 10.00

Probability of FailurePercent consumed (Weight = 2)Condition (Weight = 8)SoilsGround Water LevelUnder DrainedHydraulic characteristics

Consequence of FailureConsequence of Failure

LegendSewer Main - COF

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Highest Consequence of Failure (Interceptor lines)

0 - 2.50

2.51 - 5.00

5.01 - 7.50

7.51 - 10.00

Consequence of FailurePipe Size (Weight = 8)Ground Surface (Weight = 2)Critical Facilities Served Pipe DepthRoad ClassificationCrossingFlood Plain

LegendSewer Main - BRE

0 - 15.00

15.01 - 30.00

30.01 - 45.00

45.01 - 100.00

LegendSewer Main - COF

0 - 2.50

2.51 - 5.00

5.01 - 7.50

7.51 - 10.00

LegendSewer Main - POF

0 - 2.50

2.51 - 5.00

5.01 - 7.50

7.51 - 10.00

Comparative AnalysisComparative Analysis

PoF CoF BRE

In the context of asset management, risk can be defined as the [probability offailure multiplied by the consequence of failure] divided by redundancy and isoften used as a measure of ‘criticality’. The preferred term used for this is‘Business Risk Exposure’ (BRE).

Probability of Failure (POF)

Consequence of Failure

(COF)

Redundancy(R)

Business RISK

Exposure

RISK

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Area of FocusArea of Focus

Highest Consequence of Failure (Interceptor lines)

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LegendSewer Main - COF

0 - 2.50

2.51 - 5.00

5.01 - 7.50

7.51 - 10.00

Workflow for Identifying Capital Improvement

Projects Using the IO Tool33

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Area of FocusArea of Focus

Highest Consequence of Failure (Interceptor lines)

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LegendSewer Main - COF

0 - 2.50

2.51 - 5.00

5.01 - 7.50

7.51 - 10.00

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Future

Out-dated Data from Consultants Hydraulic Analysis (2003)

Known Issues from previous years

Issues that develop during the previous fiscal year

100 year useful life analysis

Analytical tool that allows one to be proactive rather than reactive for budget forecasting and CIP selection

Leverages◦ GIS◦ CMMS◦ CCTV◦ Hydraulic Modeling

Past

Past versus FuturePast versus Future

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Assist in determining When, Where and How to spend our money, and

Assist in determining Where to focus our Maintenance Resources

Operations

Engineering

AdministrationAdministration

Southgate Water & Sanitation Districts

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QuestionsQuestionsQuestionsQuestions

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