1. Right Sizing Asset Management
Margaret McCarthy, PE
South Carolina Rural Water Association
Annual Conference
September 14, 2016

2. Agenda Asset Management Principals Understanding current positions
Challenges
Opportunities
Refining the asset management program

3. What is Asset Management?
Minimize total costs of owning, operating & maintaining assets at acceptable levels
What you have
Location
Condition
Costs

4. Drivers Diminishing resources Aging infrastructure Loss of knowledge
Increasing demand for services
Regulatory demands
Justification of rates & budgets
Technology
Insert some photos of lots of paperwork, old assests,

5. Benefits
Increased knowledge of the location, condition and criticality of assets
Prolonged asset life
Meet service expectations and regulatory requirements
Reduce energy needs and costs
Justification for budgets and rates
Reduce emergencies
Better communication with customers

6. Benefits

7. 5 Core Questions

8. Where are you? Clear Rules Technology Awareness Weak Strong Business
Unclear

9. What it is vs What it could be
Time delays from field to office
Data integrity
Finding inspections/reports
Sync to get forms
Cloud Server
3 options to retrieve
Web portal - pdf, excel, QA/QC, edit
Custom reports
GIS - CMMS - Work Order

10. Challenges Defining asset management & communicating it to workforce
Developing required systems & processes
Getting buy in
Lack of asset data
Lack of capabilities in the workforce

11. Opportunities Leverage existing tools/software
Leverage knowledge of employees
Enhance practices that are in place
Review, update and expand existing program
Track progress

12. One size does not fit all
Taking the First Steps
Define goals/objectives with Asset Management
Performance and Service Level Goals
Business Process Initiatives
Processes
Procedures
Standards
Staff
Understand systems that are already in place
Asset Management Strategy
One size does not fit all

13. Key Approaches Identify changes required to deliver greatest benefit
Create a road map that addresses unique cultural, organizational, resources, and asset issues
Take into account inhibitors to success

14. Asset Management Program

15. Organizational Issues
Mission and Goals clearly defined (Strategic Plan)
Performance measures
Population served
Organization complexity (silos)
Change readiness

16. People Issues Resistance to Change Experience Training
Understand importance
Show benefit of activity
Make future work easier
Experience
Training
Look for a change to acceptance diagram

17. Lifecycle Process & Practices

18. “Information is not knowledge.”
Data vs Knowledge
“Information is not knowledge.”

19. Information Systems GIS systems Customer information/billing systems
Hydraulic models
Computer maintenance management systems
SCADA
Paperless work order management systems
Mobile applications
Enterprise management software

20. A few software

21. Information Systems Deployment
70% system implementation fail
Inadequate change management
Matching system configuration to the process/functional requirements of the organization
Get to know your software developer before making a purchase
Look to improve the use of a software

22. Get to know Software Company
Response time?
Number of updates every year?
How do they roll those updates out?
Will we incur additional staffing or training expenses post-implementation?
What does my maintenance expense cover?
How many account managers per customer?
Resources for help?
Do you handle your implementations or does a 3rd party?
Do I own my data?
Where is my data to reside?

23. Improvements to Existing Software
Input
Output
Integration
Where is the data coming from
Reports
GIS
Searches
Planning
Filters
Inventory
Who is inputting data
Billing
How is data formatted
QA process for data

24. Service Delivery Level of Service requirements
Regulatory
Non-Regulatory
Current levels of service
Condition
Reliability
Repair or outage response times
Growth of service requirements

25. Implementation Many ways to start Work plan with objectives
Measure progress
Ongoing training and mentoring

26. Success Factors for Implementation
Demonstrate value – quick wins
Find champion(s)
Communicate internally/externally
Expectation management
Training/skill building is important
Participation, communication & education

27. Success Factors for Implementation
Create short and long term goals
Develop work plan
Ensure people have time and commitment to program
Incremental implementation may help with staff resistance
Embed it into every day activities (i.e. data collection during maintenance activities)

28. Continuous Improvement
Plan Do
Check
Adjust

29. CUPSS Training EPA’s Free Software – Check Up Program for Small System
3 Training sessions beginning 9/15/16 1:00 – 3:00 PM
SCRWA – Fiscal Sustainability Planning & Asset Management Workshop
9/21/16 8:30am – 4:30pm

30. Resources Asset Management: A Best Practices Guide, EPA, April 2008
Rose, Duncan. "Strategic Asset Management and Communication: Decision Analysis/Implementation Guidance." Water Environment Research Foundation (2010). Water Environment Research Foundation. Web. 5 Sept
Graf, Walter. “Assessing Utility Practices with the Strategic Asset Management Gap Analysis Tool (SAM GAP) " Water Environment Research Foundation (2010). Water Environment Research Foundation. Web. 7 Sept
2014 Strategic Directions: U.S. Water Industry. Black & Veatch, 2014.
Asset Management: A Guide for Water & Wastewater Systems 2006 Edition: Environmental Finance Center, New Mexico,
Asset Management Resources. (n.d.). Retrieved September 12,

31. thank you
Contact Information
Margaret McCarthy
800-SAMPSON