Smarter Infrastructure. Management Using Fully. Integrated Asset. Management System. - City of Ottawa's Journey

Transcription

1 Canadian Maximo User Group, May 28, 2014 Smarter Infrastructure Management Using Fully Integrated Asset Management System - City of Ottawa's Journey Devesh Shah, P.Eng. Program Manager, Asset Management City of Ottawa

2 SHNSNBKJSGN Agenda Introduction City of Ottawa Challenge Vision Solution building Successes and benefits Lessons learned

3 SHNSNBKJSGN Introduction City of Ottawa Nation s Capital Population : ~ 1 million City Governance Mayor & Council Operating Budget: $2.7 Billion About 17,000 employees

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5 Water & Sewer Infrastructure Over 8000 Km long Watermain, Sanitary & Storm Network 500 million litres per day - Wastewater Treatment Plant 300 million litres per day - Water Purification Plants Over 100 Pump Stations Half million Water Meters and End Points 19,000 Fire Hydrants 42,000 Valves 125,00 Catch basins/ manholes 1.3 million assets valued over $15 billion

6 Background Legacy work management application (ITX) Over 15 years old End of life Replacement required About 300 users across the City Annually over 70,000 work orders and service requests for preventive maintenance, corrective maintenance and capital work ITX - stand-alone application with numerous database silos

7 Database Silos. Water Meter Database Oracle Records Mgmt. CCTV Application Customer Appointment Booking Tool investment Planning & Reporting Itron AMI Work Management Application (ITX) ESRI GIS AcquaCIS Water Billing Application Multiple Call Mgmt. Apps SAP Material SAP Financial SAP HR/Payroll Fire Flow Application Data Redundancy Handheld Crystal Duplication Application of Reporting Efforts and Inefficiency Data Rich, Information Poor Skills and Certification

8 Pressure for Efficiency Gains State of Assets Aging Infrastructure Rising Trend of Failures Maintenance Practices -Mostly Reactive Cost of Services Going Up Funding Challenges

9 Water & Wastewater Utility- Key Objectives Operation & Maintenance Optimization Compliance with Environmental Regulations Customer Satisfaction Asset Life Cycle Extension & Financial Viability

10 Established Strategic Goals (Year 2010) 1.Integrated Asset Management 2. Business Transformation

11 1. Integrated Asset Management Citizens Geography Processes Resources Knowledge

12 2. Business Transformation Strategic Asset Management Mobility RCM Failure Analysis Material Mgmt. Work Order Prioritization PdM Condition Monitoring Planning & Scheduling Process Integration CMMS/ EAM Basic Preventive Maint

13 Enterprise Asset Management Project Launch Key Project Goals 1. Replace legacy application (technology replacement) 2. Improve business processes 3. Develop a spatially-enabled solution to efficiently manage geographically distributed assets 4. Replace silo databases with a fully integrated solution 5. Lay a foundation for managing other assets classes

14 Early 2010 Project Charter Key objectives and goals formalized Executive support and funding secured Key Stakeholders identified Water, Wastewater, IT, Finance, Purchase, 311 Call Center, Engineering, Water Billing, Payroll Project Core Team formed

15 Late Business Requirements Gathering (5 months) Over 100 staff members interviewed 1 on 1 and by group What tools, functionality, features required 2. Process Mapping (6 months) Ben Graham Methodology

16 Project Scope 150 Functional Requirements 1. Service Request and Work Order Management 2. Asset Management (life cycle planning, renewal/rehab) 3. Maintenance Planning and Scheduling 4. Reporting (regulatory reports, operational reports) 5. Mobile Application (hydrant, valve inspection and water loss program) 6. Integration with Corporate systems (ESRI GIS, ERP SAP, 311 Systems)

17 Technology Evaluation and Selection- Q1, 2011 The only Leader in Gartner Magic Quadrant Utilized by200+ utilities globally Expandable to other assets such as Bridges, Fleet, Roads Mobile Applications Hand held inspections Future mobile work management Work scheduling Meter appointment booking

18 Team Formation Executive Sponsors Steering Committee Program Management Office Internal Technical Team Internal Business Team External Consultants Change Management Team Subject Matter Experts (4) (9) (4) (12) (10) Full time (17) Part time (22)

19 Project Timelines June 2011 Q2-Q Q Q1-Q Q3-Q4,2012 March 2013 Project Kickoff Go Live

20 Transitioned from to an integrated solution

21 New Technology Landscape Water Billing Corporate Records Management GIS Mobile Water Meter Database Work Management Application CCTV Application 311 CRM Fire Flow Application Cathodic Protection Scheduling HR Material

22 Maintenance Management with Core Maximo Asset Inventory and hierarchy created for over 1.3 million assets for 26 asset classes Activity based maintenance program set up (200+ work classifications) Over 4000 inspection data attributes (specifications) Over 1000 Preventive Maintenance Plans and Job Plans set up

23 Maximo-GIS Integration Legacy Application : WMS and GIS Switching back and forth Plotting work management data on map labor intensive process Time lag Assets and attribute data not always in sync between WMS and GIS Work management issues - critical assets were left out of preventive maintenance plans MaxGIS Sync Make, Model, Sr.No., Install Date.. etc. Improved data integrity with single version of truth Condition, Hydrant Color, More effective work management Major Deficiency etc.

24 Geo-Spatially Enabled Work Management More Efficient Work Planning & Scheduling Easier Search Capabilities

25 Improved Visibility Customer Satisfaction Improving Customer Experience through Integrating Maximo with 311 Call Center 311 Lagan Maximo

26 Maximo s Integration with Corporate Records Management System Improved information access More secured system

27 Mobile Work Management Hydrants and Valves Inspection Water Leak Detection

28 Leveraging the power of Maximo using automation tools Improved response time through automated escalation of service requests related to water quality Just an idea how great this was today, I was in a meeting and a discoloured water service request came through, I was able to forward to Owen and by the time I was out of the meeting he had already responded and corrected the issues Supervisor, Water Quality, City of Ottawa

29 Ensuring Safety and Reducing Sewer Back up Incidents Sewer back ups are ugly personnel and property damage, claims, lawsuits About 2000 municipal addresses require special cleaning with low pressure to avoid sewage back Legacy process relied on manual checks using spreadsheets, manual printing of prior notices for residents Chances of error Using Maximo s safety flag and hazard functionality System generated caution flag and auto-generated notices

30 Dashboard KPIs and Reports for Performance Management 30+ KPIs set up on Start center 500+ Queries and 100+ Reports Turn Data into Intelligence More Insights with Real Time Updates Improved Decision-making

31 Challenges and Lessons Learned

32 Technology Integrations: Complex Corporate systems tend to be less flexible Efforts underestimated Some technology integrations may require business process changes - Allow enough time for it. User Acceptance Testing Allocate enough time for regression testing for integrated projects Resources and Contract Management Project team formation- Secondment from Operations -short term pain for long term gain Empower team members for decision making to avoid time delays Contract Management - Business requirements could be subjective, make them as clear and objective as possible to avoid costly change requests.

33 Business Transformation and Change Management Pulling people along was a significant challenge Change is hard and not always welcome with open arms Change Management Strategy Lot of time we sell route and not destination Communicate, communicate, communicate Demonstrate product in pipeline on regular basis Phased roll out rather than big bang roll out Identify impacts on people and processes in early stage, prepare them for change Resistance to change is natural, stay focused and believe in success

34 Accomplished a lot... And the journey continues...

35 If I had 8 hours to chop down a tree, I would spend 6 sharpening my axe. -Abraham Lincoln

36 Thank you! For more information, contact Devesh Shah, P.Eng., MBA Program Manager, Asset Management City of Ottawa