high-tech operator certificate program course 3: data management course 3-day 1
TRANSCRIPT
High-Tech Operator Certificate Program Course 3 Data Management
Course 3-Day 1
Copyright copy 2009 AWWA 2
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 3
This course is the third course in a series of three that leads to a High-Tech Operator Certificate
This course provides an overview of the technologies available for managing information about assets and process performance
Course 1 Treatment and Distribution - Process Monitoring and Control addresses the devices used to monitor and control processes and equipment in water treatment and distribution systems
Course 2 Application and Tools reviews the high-tech tools available for capturing creating finding and using information about facilities assets and customers
Welcome
Copyright copy 2009 AWWA 4
This course provides an overview of information management technologies both server-based and Web-hosted
By the end of today you will be able to
Describe the applications available for collecting performance data
Discuss the building blocks of an asset management system
Describe methods for managing and reporting performance
Present an overview of the functions of a document management system
Goals
Copyright copy 2009 AWWA 5
How much experience do we have in this room
Introduce yourself
Your name
Where you work
Current position
Number of years working in the water industry
Introductions
Copyright copy 2009 AWWA 6
Begin and end on time All questions are valid If you think it ask Respect the opinions of others Actively participate Today this course is your work therefore your full
attention is required Cell phones on silent Break times are scheduled however if you need
to stand or take a break before then please do so Have fun What other ground rules should we establish
Ground Rules
Copyright copy 2009 AWWA 7
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 8
What is Asset Management
An integrated optimization process of ldquomanaging infrastructure assets to minimize the total cost of owning and operating them while continuously delivering the service levels customers desire at an acceptable level of riskrdquo
Managing Public Infrastructure Assets NACWA (AMSA) AMWA WEF AWWA 2001
Copyright copy 2009 AWWA 9
Balancing Act
Operating amp maintaining aging facilitiesequipment is expensive and risky
Replacing assets before their life cycles are over is expensive though levels of service remain high
Balancing OampM with CIP lowers costs of ownership and balances risk with service
Copyright copy 2009 AWWA 10
Why Asset Management
Itrsquos all about the money
Shows which assets have the best performance costs reliability
Ensures labor and materials are charged to the correct assets
Allows RampRampR decisions to be based on actual condition and performance
Leads to Reliability-Centered Maintenance and Operations
Copyright copy 2009 AWWA 11
All utilities are feeling the pinch
New amp Aging Infrastructure
ResourceLimitations
OutdatedProcesses amp Systems
StakeholderInitiatives
Sustainability
IncreasingExpectations
New Regulations
Utilities
IncreasingCosts
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 2
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 3
This course is the third course in a series of three that leads to a High-Tech Operator Certificate
This course provides an overview of the technologies available for managing information about assets and process performance
Course 1 Treatment and Distribution - Process Monitoring and Control addresses the devices used to monitor and control processes and equipment in water treatment and distribution systems
Course 2 Application and Tools reviews the high-tech tools available for capturing creating finding and using information about facilities assets and customers
Welcome
Copyright copy 2009 AWWA 4
This course provides an overview of information management technologies both server-based and Web-hosted
By the end of today you will be able to
Describe the applications available for collecting performance data
Discuss the building blocks of an asset management system
Describe methods for managing and reporting performance
Present an overview of the functions of a document management system
Goals
Copyright copy 2009 AWWA 5
How much experience do we have in this room
Introduce yourself
Your name
Where you work
Current position
Number of years working in the water industry
Introductions
Copyright copy 2009 AWWA 6
Begin and end on time All questions are valid If you think it ask Respect the opinions of others Actively participate Today this course is your work therefore your full
attention is required Cell phones on silent Break times are scheduled however if you need
to stand or take a break before then please do so Have fun What other ground rules should we establish
Ground Rules
Copyright copy 2009 AWWA 7
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 8
What is Asset Management
An integrated optimization process of ldquomanaging infrastructure assets to minimize the total cost of owning and operating them while continuously delivering the service levels customers desire at an acceptable level of riskrdquo
Managing Public Infrastructure Assets NACWA (AMSA) AMWA WEF AWWA 2001
Copyright copy 2009 AWWA 9
Balancing Act
Operating amp maintaining aging facilitiesequipment is expensive and risky
Replacing assets before their life cycles are over is expensive though levels of service remain high
Balancing OampM with CIP lowers costs of ownership and balances risk with service
Copyright copy 2009 AWWA 10
Why Asset Management
Itrsquos all about the money
Shows which assets have the best performance costs reliability
Ensures labor and materials are charged to the correct assets
Allows RampRampR decisions to be based on actual condition and performance
Leads to Reliability-Centered Maintenance and Operations
Copyright copy 2009 AWWA 11
All utilities are feeling the pinch
New amp Aging Infrastructure
ResourceLimitations
OutdatedProcesses amp Systems
StakeholderInitiatives
Sustainability
IncreasingExpectations
New Regulations
Utilities
IncreasingCosts
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 3
This course is the third course in a series of three that leads to a High-Tech Operator Certificate
This course provides an overview of the technologies available for managing information about assets and process performance
Course 1 Treatment and Distribution - Process Monitoring and Control addresses the devices used to monitor and control processes and equipment in water treatment and distribution systems
Course 2 Application and Tools reviews the high-tech tools available for capturing creating finding and using information about facilities assets and customers
Welcome
Copyright copy 2009 AWWA 4
This course provides an overview of information management technologies both server-based and Web-hosted
By the end of today you will be able to
Describe the applications available for collecting performance data
Discuss the building blocks of an asset management system
Describe methods for managing and reporting performance
Present an overview of the functions of a document management system
Goals
Copyright copy 2009 AWWA 5
How much experience do we have in this room
Introduce yourself
Your name
Where you work
Current position
Number of years working in the water industry
Introductions
Copyright copy 2009 AWWA 6
Begin and end on time All questions are valid If you think it ask Respect the opinions of others Actively participate Today this course is your work therefore your full
attention is required Cell phones on silent Break times are scheduled however if you need
to stand or take a break before then please do so Have fun What other ground rules should we establish
Ground Rules
Copyright copy 2009 AWWA 7
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 8
What is Asset Management
An integrated optimization process of ldquomanaging infrastructure assets to minimize the total cost of owning and operating them while continuously delivering the service levels customers desire at an acceptable level of riskrdquo
Managing Public Infrastructure Assets NACWA (AMSA) AMWA WEF AWWA 2001
Copyright copy 2009 AWWA 9
Balancing Act
Operating amp maintaining aging facilitiesequipment is expensive and risky
Replacing assets before their life cycles are over is expensive though levels of service remain high
Balancing OampM with CIP lowers costs of ownership and balances risk with service
Copyright copy 2009 AWWA 10
Why Asset Management
Itrsquos all about the money
Shows which assets have the best performance costs reliability
Ensures labor and materials are charged to the correct assets
Allows RampRampR decisions to be based on actual condition and performance
Leads to Reliability-Centered Maintenance and Operations
Copyright copy 2009 AWWA 11
All utilities are feeling the pinch
New amp Aging Infrastructure
ResourceLimitations
OutdatedProcesses amp Systems
StakeholderInitiatives
Sustainability
IncreasingExpectations
New Regulations
Utilities
IncreasingCosts
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 4
This course provides an overview of information management technologies both server-based and Web-hosted
By the end of today you will be able to
Describe the applications available for collecting performance data
Discuss the building blocks of an asset management system
Describe methods for managing and reporting performance
Present an overview of the functions of a document management system
Goals
Copyright copy 2009 AWWA 5
How much experience do we have in this room
Introduce yourself
Your name
Where you work
Current position
Number of years working in the water industry
Introductions
Copyright copy 2009 AWWA 6
Begin and end on time All questions are valid If you think it ask Respect the opinions of others Actively participate Today this course is your work therefore your full
attention is required Cell phones on silent Break times are scheduled however if you need
to stand or take a break before then please do so Have fun What other ground rules should we establish
Ground Rules
Copyright copy 2009 AWWA 7
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 8
What is Asset Management
An integrated optimization process of ldquomanaging infrastructure assets to minimize the total cost of owning and operating them while continuously delivering the service levels customers desire at an acceptable level of riskrdquo
Managing Public Infrastructure Assets NACWA (AMSA) AMWA WEF AWWA 2001
Copyright copy 2009 AWWA 9
Balancing Act
Operating amp maintaining aging facilitiesequipment is expensive and risky
Replacing assets before their life cycles are over is expensive though levels of service remain high
Balancing OampM with CIP lowers costs of ownership and balances risk with service
Copyright copy 2009 AWWA 10
Why Asset Management
Itrsquos all about the money
Shows which assets have the best performance costs reliability
Ensures labor and materials are charged to the correct assets
Allows RampRampR decisions to be based on actual condition and performance
Leads to Reliability-Centered Maintenance and Operations
Copyright copy 2009 AWWA 11
All utilities are feeling the pinch
New amp Aging Infrastructure
ResourceLimitations
OutdatedProcesses amp Systems
StakeholderInitiatives
Sustainability
IncreasingExpectations
New Regulations
Utilities
IncreasingCosts
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 5
How much experience do we have in this room
Introduce yourself
Your name
Where you work
Current position
Number of years working in the water industry
Introductions
Copyright copy 2009 AWWA 6
Begin and end on time All questions are valid If you think it ask Respect the opinions of others Actively participate Today this course is your work therefore your full
attention is required Cell phones on silent Break times are scheduled however if you need
to stand or take a break before then please do so Have fun What other ground rules should we establish
Ground Rules
Copyright copy 2009 AWWA 7
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 8
What is Asset Management
An integrated optimization process of ldquomanaging infrastructure assets to minimize the total cost of owning and operating them while continuously delivering the service levels customers desire at an acceptable level of riskrdquo
Managing Public Infrastructure Assets NACWA (AMSA) AMWA WEF AWWA 2001
Copyright copy 2009 AWWA 9
Balancing Act
Operating amp maintaining aging facilitiesequipment is expensive and risky
Replacing assets before their life cycles are over is expensive though levels of service remain high
Balancing OampM with CIP lowers costs of ownership and balances risk with service
Copyright copy 2009 AWWA 10
Why Asset Management
Itrsquos all about the money
Shows which assets have the best performance costs reliability
Ensures labor and materials are charged to the correct assets
Allows RampRampR decisions to be based on actual condition and performance
Leads to Reliability-Centered Maintenance and Operations
Copyright copy 2009 AWWA 11
All utilities are feeling the pinch
New amp Aging Infrastructure
ResourceLimitations
OutdatedProcesses amp Systems
StakeholderInitiatives
Sustainability
IncreasingExpectations
New Regulations
Utilities
IncreasingCosts
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 6
Begin and end on time All questions are valid If you think it ask Respect the opinions of others Actively participate Today this course is your work therefore your full
attention is required Cell phones on silent Break times are scheduled however if you need
to stand or take a break before then please do so Have fun What other ground rules should we establish
Ground Rules
Copyright copy 2009 AWWA 7
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 8
What is Asset Management
An integrated optimization process of ldquomanaging infrastructure assets to minimize the total cost of owning and operating them while continuously delivering the service levels customers desire at an acceptable level of riskrdquo
Managing Public Infrastructure Assets NACWA (AMSA) AMWA WEF AWWA 2001
Copyright copy 2009 AWWA 9
Balancing Act
Operating amp maintaining aging facilitiesequipment is expensive and risky
Replacing assets before their life cycles are over is expensive though levels of service remain high
Balancing OampM with CIP lowers costs of ownership and balances risk with service
Copyright copy 2009 AWWA 10
Why Asset Management
Itrsquos all about the money
Shows which assets have the best performance costs reliability
Ensures labor and materials are charged to the correct assets
Allows RampRampR decisions to be based on actual condition and performance
Leads to Reliability-Centered Maintenance and Operations
Copyright copy 2009 AWWA 11
All utilities are feeling the pinch
New amp Aging Infrastructure
ResourceLimitations
OutdatedProcesses amp Systems
StakeholderInitiatives
Sustainability
IncreasingExpectations
New Regulations
Utilities
IncreasingCosts
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 7
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 8
What is Asset Management
An integrated optimization process of ldquomanaging infrastructure assets to minimize the total cost of owning and operating them while continuously delivering the service levels customers desire at an acceptable level of riskrdquo
Managing Public Infrastructure Assets NACWA (AMSA) AMWA WEF AWWA 2001
Copyright copy 2009 AWWA 9
Balancing Act
Operating amp maintaining aging facilitiesequipment is expensive and risky
Replacing assets before their life cycles are over is expensive though levels of service remain high
Balancing OampM with CIP lowers costs of ownership and balances risk with service
Copyright copy 2009 AWWA 10
Why Asset Management
Itrsquos all about the money
Shows which assets have the best performance costs reliability
Ensures labor and materials are charged to the correct assets
Allows RampRampR decisions to be based on actual condition and performance
Leads to Reliability-Centered Maintenance and Operations
Copyright copy 2009 AWWA 11
All utilities are feeling the pinch
New amp Aging Infrastructure
ResourceLimitations
OutdatedProcesses amp Systems
StakeholderInitiatives
Sustainability
IncreasingExpectations
New Regulations
Utilities
IncreasingCosts
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 8
What is Asset Management
An integrated optimization process of ldquomanaging infrastructure assets to minimize the total cost of owning and operating them while continuously delivering the service levels customers desire at an acceptable level of riskrdquo
Managing Public Infrastructure Assets NACWA (AMSA) AMWA WEF AWWA 2001
Copyright copy 2009 AWWA 9
Balancing Act
Operating amp maintaining aging facilitiesequipment is expensive and risky
Replacing assets before their life cycles are over is expensive though levels of service remain high
Balancing OampM with CIP lowers costs of ownership and balances risk with service
Copyright copy 2009 AWWA 10
Why Asset Management
Itrsquos all about the money
Shows which assets have the best performance costs reliability
Ensures labor and materials are charged to the correct assets
Allows RampRampR decisions to be based on actual condition and performance
Leads to Reliability-Centered Maintenance and Operations
Copyright copy 2009 AWWA 11
All utilities are feeling the pinch
New amp Aging Infrastructure
ResourceLimitations
OutdatedProcesses amp Systems
StakeholderInitiatives
Sustainability
IncreasingExpectations
New Regulations
Utilities
IncreasingCosts
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 9
Balancing Act
Operating amp maintaining aging facilitiesequipment is expensive and risky
Replacing assets before their life cycles are over is expensive though levels of service remain high
Balancing OampM with CIP lowers costs of ownership and balances risk with service
Copyright copy 2009 AWWA 10
Why Asset Management
Itrsquos all about the money
Shows which assets have the best performance costs reliability
Ensures labor and materials are charged to the correct assets
Allows RampRampR decisions to be based on actual condition and performance
Leads to Reliability-Centered Maintenance and Operations
Copyright copy 2009 AWWA 11
All utilities are feeling the pinch
New amp Aging Infrastructure
ResourceLimitations
OutdatedProcesses amp Systems
StakeholderInitiatives
Sustainability
IncreasingExpectations
New Regulations
Utilities
IncreasingCosts
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 10
Why Asset Management
Itrsquos all about the money
Shows which assets have the best performance costs reliability
Ensures labor and materials are charged to the correct assets
Allows RampRampR decisions to be based on actual condition and performance
Leads to Reliability-Centered Maintenance and Operations
Copyright copy 2009 AWWA 11
All utilities are feeling the pinch
New amp Aging Infrastructure
ResourceLimitations
OutdatedProcesses amp Systems
StakeholderInitiatives
Sustainability
IncreasingExpectations
New Regulations
Utilities
IncreasingCosts
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 11
All utilities are feeling the pinch
New amp Aging Infrastructure
ResourceLimitations
OutdatedProcesses amp Systems
StakeholderInitiatives
Sustainability
IncreasingExpectations
New Regulations
Utilities
IncreasingCosts
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 12
Life-Cycle Asset Management
The International Model shows all functions that should be accomplished to manage life cycle of assets to receive the best ROI
Colors indicate the ldquostoplightrdquo results of benchmark studies hellip what utilities do well and what they do not
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 13
Life-Cycle Asset Management
1 Planning Strategies (CIP Expense Condition-Based Emergency Regulatory PrivateGrant funded organization and staff)
2 Creation and Acquisition (Purchase Lease and Donated Assets Hierarchy and Topology Integration Asset Naming and Numbering)
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 14
Life-Cycle Asset Management
3 Financial Management (cost allocation and tracking asset hierarchy and topology cost assignment internal and external cost management historical and summary level cost analysis and reporting)
4 Operations (SCADA DCS and PLC integration EAMS maintenance inspection and purchasing event initiation asset database synchronization and GIS integration)
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 15
Life-Cycle Asset Management
5 Maintenance (work order asset condition inspection and inventory management historical and summary level maintenance analysis and reporting condition assessment and scheduling)
6 Condition and Performance Monitoring (locations frequency connectivity with CMMS alarms)
7 Rehabilitation and Renewal (decision points key factors cost analyses data sources)
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 16
Life-Cycle Asset Management
8 Replacement (CIP planning term depreciation)
9 Disposal and Rationalization (depreciated value actual value data sources)
10 Audit (frequency expertise responsibility)
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 17
Life-Cycle Span vs Life-Cycle Cost
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 18
Essentials of Asset Management
Asset Identification - Each asset assigned a unique identifying hierarchical code
Cost Assignment - All manpower and material costs are charged to the unique asset to which they apply
Maintenance System and General Ledger Reconciliation - May be periodic or automatic within each time or materials transaction
Asset Prioritization - Not all assets get the same level of repair ndash depends on criticality
Reliability Engineering - Failure is redefined ndash then not allowed to occur
Failure Modes and Effects = ldquoorrdquo Root Cause Failure Analysis = ldquoandrdquo
All available within most existing AMSCMMS Applications
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 19
CMMS vs EAM
Computerized Maintenance Management Systems (CMMS) and Enterprise Asset Management systems (EAM) both manage large numbers of physical assets A CMMS manages the maintenance needs
assets and inventory of an organization
An EAM provides all the functions of a CMMS and adds human resource and financial management capabilities
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 20
Levels of Asset Management
This hierarchy shows the top-down relationships among the levels of asset management from life-cycle to hands-on maintenance and care
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 21
The Relationship BetweenMaintenance and Asset Management
Know performance
Understand characteristics
Provide datainformation
Are a source of history
Embody corporate memory
Most direct contact with assets is through OampM staffs who
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 22
Relies on Integration
Enterprise management integrates systems and functions to eliminate ldquostovepipesrdquo and allow unified management of capital
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 23
Seeks to Maximize Value
Enterprise asset management (EAM) means managing all physical assets of an organization throughout their service lives to maximize value
Enterprise means the inclusion of assets across departments and facilities and in some cases business units
It includes design construction commissioning operation maintenance and decommissioning replacement of equipment and facilities
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 24
Why CMMSsEAMs Fail
Vendors donrsquot know what YOUR best practice should behellipone size doesnrsquot fit all
You typically get more than you can use
Ease of use is a secondary concern
Information remains in specialized silos
Multiple vendors provide system technologies
Costs are underestimated
Reporting is a secondary concern
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 25
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 26
What are KPIs
Todayrsquos systems provide lots of data and information enough to keep a staff of specialists busy continuously analyzing it all
But a small subset of all that datainformation can provide quick indicators of the current performance of assets and processes
Different sets of indicators are useful to individuals of different disciplines (operations maintenance engineering finance etc)
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 27
Why Identify KPIs
Limits information viewed to a manageable level
Greatly enhances decision-making capabilities
Minimizes the fire-fighting mentality
Ensures that OampM personnel are motivated and aligned with what management has defined as success for asset performance management
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 28
Pitfalls
Too few measuresmeasures that trade off poorly can improve one result at the expense of another (lowering downtime may lower quality)
Too many measures and too much collection analysis
Increases likelihood of errors
Takes more time and money
Doesnrsquot narrow the focus
12 to 25 KPIs are recommended
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 29
KPI Ideas Assets
Maximize
Asset availability
Output qty (gpm tph etc)
Quality (SS TFC etc)
Minimize
Downtime
Mean-time-between-failures
Maintenance costs
Power consumption
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 30
KPI Ideas People
Maximize
Maintenance wrench time
Capabilities
Minimize
Nonwrench time (driving getting supplies etc)
Time to complete
Rework
Labor costs
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 31
KPI Ideas Materials amp Services
Maximize
Productservice offerings
Stock availability
Minimize
Number of vendors
PO to delivery times
Inventory
Rush orders
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 32
KPI Ideas Other Factors
Maximize
Customer satisfaction
Performance to plan
Regulatory compliance
Safety
Minimize
WHAT WOULD YOU ADD
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 33
Expected vs Actual
Once key indicators have been identified expected levels of performance need to be set
Benchmarks
Goals
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 34
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 35
Management Tools and Dashboards
What manager wouldnt want a graphical user-interface that shows at a glance metrics and key performance indicators (KPIs) about how the utility is performing
Consider the alternatives
Complex reporting applications
Quizzing employees for information
Waiting for paper reports
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 36
Dashboards
Dashboards are reporting tools that consolidate and arrange numbers metrics and sometimes scorecards on a single screen
Theyre often tailored for a specific role and display metrics targeted for a single point-of-view or department
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 37
Scorecards
Scorecards are applications that show progress toward a benchmark goal or objective
They use KPIs which (if chosen wisely) actually indicate the performance of the utility
Scorecards may be part of dashboards but are different because they usually include multiple points-of-view
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 38
Comparing Technologies
Dashboard Scorecard
Purpose Monitors and measures operational processes
Monitors progress toward established objectives
Data Events Transactional Aggregates Consolidation
Refresh Rate
Near real-time (ldquolatest and greatestrdquo)
Periodic (ldquosnapshotsrdquo)
Measures Exceptions linked to operations
Targets linked to strategic plans
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 39
Why Use Them
1048707 CommunicateRefine Strategy
1048707 Increase Visibility
1048707 Increase Coordination
1048707 Increase Motivation
1048707 Give a Consistent View
1048707 Reduce Costs and Redundancy
1048707 Empower Users
1048707 Deliver Actionable Information
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 40
Benefits
A performance dashboard allows you to
Monitor critical processes and activities using metrics that trigger alerts when potential problems arise
Analyze the root cause of problems by exploring relevant and timely information from multiple sources and at various levels of detail
Manage people and processes to improve decisions optimize performance and steer the organization in the right direction
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 41
How to Implement
Define the key performance indicators (KPIs) that need to be measured in your dashboard (preferably no more than 10)
Identify the specific data needed to build your KPIs
Does the data exist
If so where
How can it be collected
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 42
How to Implement
If data-collection gaps exist find ways to fill the gaps then develop a plan to implement the changes
Find the simplest tool that meets your needs but still allows future growth
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 43
How to Implement
Budget for
The initial cost of the dashboard
Annual maintenance
Fees to implement the system
Cost of changes and updates
Start with one system
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 44
Rule 1 ndash Have Context
0
10
20
30
40
50
60
70
80
90
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Benchmarks or Goals
Prior performance
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 45
Rule 2 - Segment
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 46
Rule 3 ndash Include Comments
0
10
20
30
40
50
60
70
80
90
100
Q3 2007 Q4 2007 Q1 2008 Q2 2008
Causes of good or poor performance
Ways to improve performance
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 47
Rules 4 amp 5
Keep your dashboard to 1 pagescreen (no more than 10 KEY metrics)
Change your dashboard as conditions change
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 48
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 49
What is a Report Generator
A good report generator is software that
Retrieves data from different sources
Has data analysis capabilities
Has modifiable templates for presenting data
Has features for consolidating data totaling at multiple levels charting conditional formatting and page-based output
Generates reports automatically and on demand
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 50
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 51
Standard Reports
Standard reports are predefined and generated
Periodically (end of shift day month etc)
Upon process events (batch completed critical process event)
By request (downtime analysis inventory levels)
Predefined with automatic updating of most recent data
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 52
Your Standard Reports
What standard reports do you produce
What information sources are needed
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 53
Ad Hoc Reports
Ad hoc reports are temporary reports created by a user when information is not available in standard reports
They are usually just printouts of information available on a single system (printing the alarm log at the time of a process failure)
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 54
Ad Hoc Reports
What ad hoc reports have you produced
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 55
Steps in Generating a Report
1 Connect to a data source
2 Select a template
3 Select a data source
4 Add graphics
5 Print
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 56
Connect to Information Source
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 57
Select Template (Widget)
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 58
Select a Data Source
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 59
Add Graphics
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 60
Print Report
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 61
Welcome
Asset Management Functions and Features
Performance Indicators and Metrics
Management Tools and Dashboards
Report Generation
Document Management Functions and Features
Closing and Sneak Peek at Day 2
Agenda ndash Day 1
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 62
Electronic Document Management
aka Electronic Content Management
Itrsquos the control of documents and their life cycle
How and when documents are created
How they are reviewed
How they are published
How they are used
How they are retained
Ultimately how they are destroyed
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 63
EDM Functions
EDM includes five basic functions
Capture of electronic and paper documents
Storage of the electronic files
Delivery to the end users
Preservation and destruction of the files
Management from creation to disposalhellip management is part of each other function
Wersquoll start with Storage since you need to know where theyrsquoll go before they get there
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 64
First What is a Document
In the old days a document was one or more sheets of paperhellipin the really old days it was a parchment sheepskin clay tablet or stone
Recently it was a word processed file
In todayrsquos EDM world a document is any electronic file of any size in any format that can be saved on a computer
What file formats do you use (doc png etc)
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 65
Capturing Paper Documents
Electronic images of paper documents are created using scanners or multifunction printers
Optical Character Recognition (OCR) software is often used whether integrated into the hardware or as stand-alone software in order to convert digital images into editable text
Converting images into vector drawings is not as easy but getting better
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 66
Storage - Know Where They Go
Where are documents stored
Database repositories
Data warehouses
How do people get there
On-screen navigation
Storing documents involves some document management
Where they are stored (what server etc)
For how long they are stored
Migration from one storage media to another
Document destruction
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 67
Storage ndash Library Services
The storage function includes processes referred to as Library Services
They determine how documents will be filed and what methods will be used to organize or index the documents to assist in later retrieval
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 68
Storage - Indexing
During the process of storing a document information is collected about the document that will make it easier to search for and retrieve
This information is arranged in a separate table (much like the index in a book) and helps narrow and speed up searches by retrieving only those files that match the indexed information
Each document has a unique ID but also has metadata associated with it
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 69
Metadata
Metadata is typically stored for each document (the document storage date and the user name storing it)
Some metadata is usually extracted from the document automatically (date modified author etc)
The EDM system may also prompt the user storing a document to enter additional metadata
Many EDM systems use optical character recognition on scanned images or perform text extraction on electronic documents This text is used to help locate documents by identifying probable keywords or in full text searches
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 70
Metadata Stored By PPT
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 71
Metadata Prompts
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 72
Content Server Architecture
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 73
Repository Services
Single content amp data repository
Unique document ID
Document attributes
Data dictionary
Object relational management
Authentication services
Backuprecovery
Distributionreplication
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 74
Library Services
Provides a separate virtual repository for Web content
Provides access control
Allows checkout amp check-in
Provides versioning
Manages content storage
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 75
Core Content Management Services
Allows searches
Creates renditions
Allows annotations
Manages virtual documents
Provides dynamic content assembly
Manages links
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 76
Process Automation Services
Provides workflows
Manages document life cycles
Provides notifications
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 77
Storage Workflow
Most EDM systems provide a workflow process routing a document for approval before it is stored
Workflows can be Manual (requiring a user to view the document and decide
who to send it to) Rules-based (allowing an administrator to create a rule
that determines the flow of the document through an organization)
Dynamic (allowing branches to be created in a workflow process)
When a workflow is started for a document the EDMS typically routes the document through the approval process
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 78
Rules-based Workflow
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 79
Manage Check-inCheckout
EDM systems typically include check-incheck-out procedures to ensure only one version of a document is being edited at a time
When a document is checked out to one user the system locks out any other checkout attempts
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 80
Checkout
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 81
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 82
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 83
Check-in
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 84
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 85
Versioning
Versioning is tied to the check-incheckout process
It is usually automatic with manual overwriting capability (for checking in a new version as 20 instead of 12 as the system may have numbered it)
It allows users to see all versions of a document and retrieve previous versions for comparison or reediting
Versioning is useful for documents that change over time and require updating still allowing reversion to a previous copy
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 86
New Version
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 87
Collaboration
Collaboration should be inherent in an EDMS
Documents should be capable of being retrieved by an authorized user and worked on
Access should be blocked to other users while work is being performed on the document
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 88
Integration
Many document management systems attempt to integrate document management directly into other applications so that users may retrieve existing documents directly from the document management system repository make changes and save the changed document back to the repository as a new version all without leaving the application
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-
Copyright copy 2009 AWWA 89
Security
Document security is vital in many document management applications
Compliance requirements for certain types of documents are complex (the Health Insurance Portability and Accountability Act imposes strict security requirements on medical documents)
Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people
- Agenda ndash Day 1
- Welcome
- Goals
- Introductions
- Ground Rules
- Slide 7
- What is Asset Management
- Balancing Act
- Why Asset Management
- All utilities are feeling the pinch
- Life-Cycle Asset Management
- Slide 13
- Slide 14
- Slide 15
- Slide 16
- Life-Cycle Span vs Life-Cycle Cost
- Essentials of Asset Management
- CMMS vs EAM
- Levels of Asset Management
- The Relationship Between Maintenance and Asset Management
- Relies on Integration
- Seeks to Maximize Value
- Why CMMSsEAMs Fail
- Slide 25
- What are KPIs
- Why Identify KPIs
- Pitfalls
- KPI Ideas Assets
- KPI Ideas People
- KPI Ideas Materials amp Services
- KPI Ideas Other Factors
- Expected vs Actual
- Slide 34
- Management Tools and Dashboards
- Dashboards
- Scorecards
- Comparing Technologies
- Why Use Them
- Benefits
- How to Implement
- Slide 42
- Slide 43
- Rule 1 ndash Have Context
- Rule 2 - Segment
- Rule 3 ndash Include Comments
- Rules 4 amp 5
- Slide 48
- What is a Report Generator
- Slide 50
- Standard Reports
- Your Standard Reports
- Ad Hoc Reports
- Slide 54
- Steps in Generating a Report
- Connect to Information Source
- Select Template (Widget)
- Select a Data Source
- Add Graphics
- Print Report
- Slide 61
- Electronic Document Management
- EDM Functions
- First What is a Document
- Capturing Paper Documents
- Storage - Know Where They Go
- Storage ndash Library Services
- Storage - Indexing
- Metadata
- Metadata Stored By PPT
- Metadata Prompts
- Content Server Architecture
- Repository Services
- Library Services
- Core Content Management Services
- Process Automation Services
- Storage Workflow
- Rules-based Workflow
- Manage Check-inCheckout
- Checkout
- Slide 81
- Slide 82
- Check-in
- Slide 84
- Versioning
- New Version
- Collaboration
- Integration
- Security
-