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Asset Management for the Smaller System - Using CUPSS


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Asset Management for the Smaller System - Using CUPSS

  1. 1. Asset Management for the Smaller System - Using CUPSS Presented by: Sara Ramsbottom, P.E. Sanitary Engineer 3 Capacity Development Unit Department of Public Health - Drinking Water Section ATCAVE February 24, 2009
  2. 2. Drinking Water System Capacity Financial Technical Managerial
  3. 3. Asset Management <ul><li>A planning process for maintaining and replacing your water system’s infrastructure in the most efficient manner </li></ul><ul><li>1. Realize that your Public Water System is an asset that depreciates over time </li></ul><ul><li>2. Taking care of facilities and equipment is necessary to maintain this asset </li></ul><ul><ul><li>Developing an Asset Management Plan will assist in meeting this goal </li></ul></ul><ul><ul><li>(EPA Manual) </li></ul></ul>
  4. 4. CUPSS - C heck U p P rogram for S mall S ystems <ul><li>EPA Asset Management desktop software </li></ul><ul><li>FREE!!! </li></ul><ul><li> </li></ul><ul><ul><li>Password protected access to data </li></ul></ul><ul><ul><li>Who is on the water system team? </li></ul></ul><ul><ul><li>What is each person responsible for? </li></ul></ul>
  5. 5. CUPSS, cont. <ul><li>List of Assets </li></ul><ul><li>Condition, age, expected useful life of assets </li></ul><ul><li>Prioritizes Capital Improvement projects </li></ul><ul><li>Operational schematic </li></ul><ul><li>Operation & Maintenance tasks </li></ul><ul><li>Finances – revenue vs. expenses </li></ul><ul><li>Generates customizable reports </li></ul><ul><li>Asset risk – Consequence and </li></ul><ul><li>Probability of Failure </li></ul>
  6. 6. Getting into CUPSS Example – pre-loaded system information Enter Your CUPSS – the first time will be the initial set-up
  7. 7. Asset Management Team & CUPSS Users <ul><li>Determine who will have access to your CUPSS program (user) </li></ul><ul><li>Add as many names as you need to; not all need to have access to CUPSS (i.e. no username or password) </li></ul><ul><li>Names are used to assign responsibility </li></ul>
  8. 8. CUPSS “My Home” Screen
  9. 9. Training Module: “Do Some Training” <ul><li>Tutorials are available for each module </li></ul><ul><li>Will open in your web browser </li></ul><ul><li>User Guide </li></ul><ul><li>Link to EPA CUPSS website </li></ul>
  10. 10. My Inventory
  11. 11. My Inventory – the Asset Inventory <ul><li>Create & Edit the Inventory of your system </li></ul><ul><li>Create & Edit a Schematic of flow using pre-loaded icons </li></ul><ul><li>View your inventory list </li></ul><ul><li>View your Capital Improvement Projects list </li></ul>
  12. 12. First: Inventory System <ul><li>What do you have? Where is it? </li></ul><ul><ul><li>Well or reservoir (source) </li></ul></ul><ul><ul><li>Well house </li></ul></ul><ul><ul><li>Treatment components </li></ul></ul><ul><ul><li>Storage tank </li></ul></ul><ul><ul><li>Pumping facilities </li></ul></ul><ul><ul><li>Valves </li></ul></ul><ul><ul><li>Distribution system </li></ul></ul><ul><ul><li>Electrical components </li></ul></ul><ul><ul><li>Etc…. </li></ul></ul>
  13. 13. Second: Assess Condition <ul><li>Age </li></ul><ul><li>Original expected useful service life </li></ul><ul><li>Condition </li></ul><ul><li>Estimated remaining service life </li></ul><ul><ul><li>It may be beyond its service life </li></ul></ul><ul><li>Maintenance history </li></ul><ul><ul><li>Equipment info: Make, model, supplier </li></ul></ul><ul><ul><li>Record of who installed it and served it </li></ul></ul>
  14. 14. Estimated Useful Service Life <ul><li>How to determine? </li></ul><ul><ul><li>EPA estimates/guidelines (Asset Management handbook) </li></ul></ul><ul><ul><li>Manufacturer recommendations </li></ul></ul><ul><li>Can vary depending on conditions and maintenance </li></ul><ul><li>Maximum life is based on ideal conditions and proper maintenance </li></ul>
  15. 15. Third: Prioritize Your Assets – “Consequence of Failure” <ul><li>How important or critical is it to your system? </li></ul><ul><li>What is the consequence if the asset failed? </li></ul><ul><li>How bad would it be if this asset failed unexpectedly? </li></ul><ul><li>Rating levels: </li></ul><ul><ul><li>Insignificant </li></ul></ul><ul><ul><li>Minor </li></ul></ul><ul><ul><li>Moderate </li></ul></ul><ul><ul><li>Major </li></ul></ul><ul><ul><li>Catastrophic </li></ul></ul>
  16. 16. Inventory Worksheet <ul><ul><li>Category </li></ul></ul><ul><ul><li>Type </li></ul></ul><ul><ul><li>Status (active, etc.) </li></ul></ul><ul><ul><li>Condition </li></ul></ul><ul><ul><li>Consequence of Failure </li></ul></ul><ul><ul><li>Redundancy – do you have back-up? </li></ul></ul><ul><ul><li>Age (installation date or year) </li></ul></ul><ul><ul><li>Useful life remaining </li></ul></ul><ul><ul><li>Cost (original & replacement) </li></ul></ul><ul><ul><li>Optional: manufacturer & installer </li></ul></ul><ul><li>What do you need to know about the asset? </li></ul>
  17. 17. Schematic
  18. 18. Schematic, cont. <ul><li>Visual representation of your system </li></ul><ul><li>Pre-set icons for different asset types </li></ul><ul><li>Can link assets </li></ul><ul><ul><li>E.g. Well #1 and Well #1 pump </li></ul></ul><ul><li>Linked assets can also represent water flow through your system </li></ul>
  19. 19. “My Capital Improvement Projects” <ul><li>From the “Inventory” screen, click on “ View My Capital Improvement Projects ” </li></ul><ul><li>Lists the assets, automatically assigns a priority rank, and calculates “Recommended Action” and “Recommended Date” based on the information entered about each asset </li></ul><ul><ul><li>The date can be manually changed in this screen </li></ul></ul>
  20. 20. Asset Risk Matrix <ul><li>Chart to help assess the risk associated with each asset </li></ul><ul><li>Calculated from information entered about each asset in the inventory </li></ul>
  21. 21. Operation & Maintenance <ul><li>“ My O&M ” – a monthly calendar showing tasks dues each day. </li></ul><ul><ul><li>“ Enter a New Task or Work Order ” also takes you to this screen </li></ul></ul><ul><li>“ Search Asset & Maintenance ” – allows you to print reports or work orders for the asset(s) you select </li></ul>
  22. 22. Tasks <ul><li>Required info: </li></ul><ul><ul><li>Task name </li></ul></ul><ul><ul><li>Type (from pre-set list) </li></ul></ul><ul><ul><li>Name of responsible staff member </li></ul></ul><ul><ul><li>Start & end dates – can be </li></ul></ul><ul><ul><li>recurring </li></ul></ul><ul><li>Optional info: </li></ul><ul><ul><li>Associate task to an asset </li></ul></ul><ul><ul><li>Chemical information (if applicable) </li></ul></ul><ul><ul><li>Parts information </li></ul></ul>
  23. 23. “My Finances” <ul><li>Enter and track expense & revenue information </li></ul><ul><li>Organized by year </li></ul><ul><li>Pre-set categories for ‘type of cost’ </li></ul><ul><li>Generate a graph at the click of the mouse </li></ul>
  24. 24. “My Check-Up” <ul><li>Two types of reports to help analyze the data you have entered </li></ul><ul><ul><li>My Asset Check-up Report </li></ul></ul><ul><ul><ul><li>View & customize your prioritized list of assets </li></ul></ul></ul><ul><ul><li>My Financial Check-Up Report </li></ul></ul><ul><ul><ul><li>View & customize budget predictions </li></ul></ul></ul><ul><li>The reports can help you communicate with decision-makers and are the first step to developing an Asset Management Plan </li></ul>
  25. 25. My CUPSS Plan <ul><li>Create a customized Asset Management Plan </li></ul><ul><li>7 steps to complete the plan </li></ul><ul><ul><ul><li>Utility Profile </li></ul></ul></ul><ul><ul><ul><li>Mission and Level Of Service (LOS) Agreement </li></ul></ul></ul><ul><ul><ul><li>Critical Assets </li></ul></ul></ul><ul><ul><ul><li>O&M Strategy </li></ul></ul></ul><ul><ul><ul><li>CIP – Capital Improvement Program </li></ul></ul></ul><ul><ul><ul><li>Financial Management Strategy </li></ul></ul></ul><ul><ul><ul><li>Finalize Plan </li></ul></ul></ul><ul><li>Most information is pre-populated – can modify as necessary </li></ul>
  26. 26. Sanitary Survey & Water Supply Plan <ul><li>Using CUPSS will maintain records of your water system </li></ul><ul><li>Have information to answer our questions during a sanitary survey </li></ul><ul><li>Use the data from CUPSS to help prepare your water supply plan (My CUPSS Plan) </li></ul>
  27. 27. Helpful Worksheets <ul><li>Use to gather necessary data for entering into CUPSS </li></ul><ul><ul><li>Inventory List (separate ones for Drinking Water and Wastewater) </li></ul></ul><ul><ul><li>New Task </li></ul></ul><ul><ul><li>Finances </li></ul></ul><ul><li>Where are they? (Click on ‘Print Blank Worksheet’) </li></ul><ul><ul><li>Asset Inventory form screen </li></ul></ul><ul><ul><li>My O&M screen </li></ul></ul><ul><ul><li>My Finances screen </li></ul></ul>
  28. 28. CUPSS Training <ul><li>Are you interested in using CUPSS? </li></ul><ul><li>We will come out to your system and provide hands-on training on your computer to get you started </li></ul><ul><li>User Guides include a copy of the software on CD </li></ul>
  29. 29. EPA Environmental Finance Center <ul><li>Boise State University </li></ul><ul><li>Homepage: </li></ul><ul><li>Various software programs to help with water system financial management </li></ul><ul><li>New website dedicated to sustainable infrastructure: </li></ul><ul><li>Also offer on-line training </li></ul>
  30. 30. EPA Guidance Documents <ul><li>Taking Stock of Your Water System: An Asset Inventory for Very Small Water Systems </li></ul><ul><li>Sources of Financial and Technical Assistance for Small Systems </li></ul><ul><li>Strategic Planning: A Handbook for Small Water Systems </li></ul><ul><li>Asset Management: A Handbook for Small Water Systems </li></ul><ul><li>Small Systems Guide to Safe Drinking Water Act (SDWA) Regulations </li></ul><ul><li>Setting Small Drinking Water System Rates for a Sustainable Future </li></ul>
  31. 31. EPA Best Practices Guides & Quick Reference Guides <ul><li>Water System Operator Roles & Responsibilities </li></ul><ul><li>Talking To Your Decision Makers </li></ul><ul><li>Water System Owner Roles & Responsibilities </li></ul><ul><li>Distribution Systems </li></ul><ul><li>Cross-Connection Control </li></ul><ul><li>Record Keeping Rules </li></ul><ul><li>Asset Management </li></ul><ul><li>Building an Asset Management Team </li></ul><ul><li>Asset Management for Local Officials </li></ul>
  32. 32. Helpful Information <ul><li>DPH website: </li></ul><ul><li>DWS website: from DPH website click on “Programs & Services” at top of page, then scroll to and click on “Drinking Water Section” </li></ul><ul><li>DWS Phone: (860) 509-7333 (during business hours: M-F 8:30 am – 4:30 pm) </li></ul><ul><li>DPH Main/Emergency phone: (860) 509-8000 (outside of business hours) </li></ul><ul><li>US EPA website: </li></ul><ul><li>EPA Small system info (including STEP guides & CUPSS): </li></ul>
  33. 33. Feedback <ul><li>Questions?? </li></ul><ul><li>Comments?? </li></ul>