Implementing Enterprise Asset Management Systems and the Associated Technology Challenges

Transcription

1 Implementing Enterprise Asset Management Systems and the Associated Technology Challenges SERUG 2012 May 1, 2012

2 Introduction Bill Millinor, MS, GISP Jones Edmunds Brian Rosenfeld, MS, GISP Jones Edmunds

3 Overview Discuss benefits of an enterprise asset management system. We will discuss the workflow for implementing an enterprise asset management system. Pros and cons of upgrading to an enterprise system. Specific project examples from St. Johns County Cityworks implementation.

4 Background and Existing Configuration St. Johns County is a long time Cityworks user in the Utilities and Public Works Departments Countywide Site License for Cityworks Multi-year staged project: Upgraded to Cityworks Server for Liftstation Management Implemented Cityworks Server for Utility Distribution Lines Ongoing with W/WW Treatment Plants into Cityworks Server

5 Why? Utilities Manage Activities By Work Function So Information Becomes Departmentalized Operations Engineering Customer Service Accounting Management Data Data Data Data Data

6 Why? GIS-Centric Enterprise Asset Management is a Spatial Integrator of Islands of Information Operations Engineering Customer Service Accounting Management Data Data Data Data Data CMMS/GIS

7 Why? Reducing Reactive Maintenance and Increasing Preventative Maintenance 10 to 15% in labor, equipment, and materials Prioritizing Capital Improvement Planning 5 to 20% typically realized through deferment or elimination of budget items Tracking Repair & Replacement Separates R&R from O&M expenses Increases debt coverage ratio and reduces upward rate pressure

8 Other Considerations Knowledge Retention Internal and External Communications Improved Level of Service Justification of Services Provided Proof of Compliance (Effective Utility Management. 2008)

9 Customized Solutions

10 Data Systems Maps and Record Drawings Standard Operating Procedures O&M Logs GIS Others

11 Maintenance Tracking PM Work Assignment Cost Tracking SOPs and Checklists Vendor Information Inventory Tracking Typically not tied to other utility business systems CIS SCADA

12 Asset Management Level of Service Failure History Analysis R&R vs. O&M Budgeting Failure History Analysis Risk Prioritization and Capital Planning Project Coordination

13 Why Upgrade to an Enterprise CMMS? Wanted current Software Support ArcGIS10, SQL Server 2008R2 Less Overhead Maintenance No more local installs, only on the server side Cityworks Server Less Overhead Bandwidth Better performance using laptops with air cards Field Crews can Work with Cityworks from Field

14 Why NOT Upgrade to an Enterprise CMMS? Internal Resources to Manage and Maintain System Can be Expensive Upfront Server and Desktop Hardware and Software Requirements Requires Training for All Users and Administrators

15 Implementation Process Overview 1. Meet with All Stakeholders 2. Discuss Existing Workflows through the Departments 3. Review Existing Data and Data Flows 4. Installation and Configuration of Client Databases - SDE and Cityworks 5. Improvement and Replication of Existing Work/Data Flows within Cityworks and GIS 6. Client Training 7. Expanding Functionality

16 Software / Hardware Evaluation and Needs Assessment Identify Stakeholders and Define your Vision Early Critical to Ensure the Correct Internal Support and Budget SJCUD Moved to a Distributed Server Solution 1 for the database, 1 for the web server Virtualized Servers Purchased SQL Server 2008 R2 and CALS IIS7 and.net 3.5

17 Software / Hardware Evaluation Continued Compatibility Issues Legacy Applications SQL Server Reports Custom Solutions SJCUD Liftstation Application Applications that Integrate with Other Solutions (SCADA, AMR) Purchased New Laptops New air cards New Permissions and Updated IE (or Firefox) Required Include your Information Technology Group early and often

18 Stakeholder Meetings Discuss Long Term Plan to Accommodate the Future Growth Identify Necessary Software and Hardware, so the Correct Infrastructure is in Place Identify the Internal Cityworks Administrators Reconcile and Incorporate Differing Visions Before the Project Starts Define Specific Goals or Current Bottlenecks to Improve Upon

19 Existing Workflows Meet with all potential end-users in each department Work crews, supervisors, and call takers For all departments lift stations, lines, and plants Document what they do on a daily basis How do they know what to work on? Who assigns them work? How is it scheduled? How is work completed and closed? Current Work Tracking Through Paper Trail Lost Files and Paper Work

20 Existing Workflows Continued Management and crews often have widely varying perspectives Establish hierarchy of rights You will often discover inefficient workflows that have just been passed on as the way its always been Identify and rank the types of work by frequency and importance/priority Discuss differences in how to track work whether it originates internally or externally

21 Existing Data Review existing data How is GIS data stored Asset Information Reporting needs and capabilities Data is often fragmented and stored in multiple places with little communication or oversight Data Storage Needs to be Centralized Personal geodatabases; single editor Access databases; non-spatial Hard Copies and Files

22 Database Configuration Develop a new database design to support the clients current and future needs Developing the asset database Workshop with clients for feedback Follows industry standards as allowed Underlying database that supports the entire Cityworks CMMS

23 Data Consolidation Increase Quality and Regulation Compliance with an Enterprise Solution Many Users = More Eyes to Spot Errors Update Assets in Timely Fashion Quick and Simple Queries on Assets Paperless Environment All users on the same dataset

24 Test Environment Configuration Test Environment is VERY important! The system will be going up and down Want to avoid interrupting current users Existing users continue to work as-is Port Existing Databases to new SQL and ArcSDE on the Test Server Cityworks database Asset database Reporting database Reset User Permissions and Add New Users

25 Test Environment Configuration ArcGIS 10 Web Services ArcGIS 10 web services were installed on the server Virtual Machine (VM) Configure connections to the SQL / SDE VM

26 Test Environment Configuration of Cityworks Server Cityworks Database Manager Update, validate, and repair Cityworks Database Install Cityworks Server Install IIS Create Users Set Permissions

27 Configuring Workflows within Cityworks Cityworks Interacts with Spatial and Non-Spatial Databases Create Reactive, Preventative and Cyclical Work Templates within Cityworks from the workflow discussion Links Work History and All Costs to an Asset within GIS Includes labor, repair, and maintenance costs Reporting on Assets

28 Cityworks Configuration Continued Translate work and data flow information into service requests and work orders

29 Training Training is Not an Option Must get buy-in from the end users for the project to be successful Separate Training for: Administrators Managers of End Users End Users

30 Testing and Updating Define a short testing period Have all users work in the system Need to stress test the new system not just Cityworks Web server loads and database loads Keep a rolling punch list of action items and new tasks Implement updates Finalize testing period

31 Go Live Schedule a Go Live date to have a fixed end target All users out of the system Possibly some downtime, set schedule to minimize downtime Roll active Cityworks database from current live database to new server Final check of Cityworks server by administrators Go Live!

32 Lessons Learned Clients are dedicating considerable time and expense for this type of implementation Pros and cons of committing to latest software Being first is not always the best idea Avoid future downtime for upgrades Avoid future time and money costs for upgrades Understanding potential liabilities

33 Lessons Learned continued Expect problems and be flexible Plan for ongoing support as new wants and needs arise throughout the project Skill sets required for Cityworks Server implementation IIS and ArcGIS Web services SQL Server Administration Trouble Shooting

34 Questions?