Ayaworks: Traceable, Verifiable, and Complete Compliance

AyaWorks for 21st Century
Compliance — Traceable,
Verifiable, and Complete
9/17/2014
Traceable, Verifiable, and Complete
www.ayaworks.com

Innovative Compliance Technology Solutions — Traceable, Verifiable, and Complete
About the Speakers
Matthew T. Woods
CEO, AyaWorks
Matt.Woods@ayaworks.com
Susan I. Friedman
COO, AyaWorks
Susan.Friedman@ayaworks.com
 AyaWorks LLC
 www.ayaworks.com
Craig Brownlee
Senior Director, AyaWorks
Craig.Brownlee@ayaworks.com
9/17/2014 2

The Pipeline Safety Reauthorization Act of 2012 Altered the
Compliance Landscape
 PHMSA Advisory Bulletins AD 11-01-2 & AD 12-06: “traceable, verifiable and complete” (TVC) records
required for MAOP.
 In 2014, PHMSA levied fines and NOPVs against companies for incomplete O&M records.
 State regulators levied a $1.4 billion fine against PG&E, for the San Bruno disaster — the largest safety-related
penalty ever levied.
 The next logical step is to ensure that all O&M records meet these TVC criteria.
9/17/2014 3

Proposed Fines for Violations Found at LP Gas Distribution System/
Utility in the South: $40,600
 Several people lost their jobs due to this Notice of Probable Violation (NOPV).
 Inadequate schedules and improper survey frequency:
 Leak Surveys inside and outside of Business Districts.
 Regulator and Valve Inspections.
 No actions or records
 Corrosion Control Readings — no mitigative responses to down-reads.
 External Corrosion Inspections — no coating and condition system inspection records on exposed lines.
 Line Markers — not present or difficult to read at several public road crossings.
 Odorant System — no inspection records.
9/17/2014 4

Common Problems Affecting Compliance Performance
 Not Traceable — no records linked to the original work activity.
 Was the work done, or was it “pencil-whipped”?
 Not Verifiable — work was confirmed by O&M manual, but that’s not proof.
 Employees were fired because there was no documentation showing the line walked, line markers found, or valves
operated.
 At audit, Line Markers were not present at a public road crossing.
 Not Complete — records did not have all required documentation.
 Didn’t have PHMSA recommended documentation.
 The inspection schedules and frequencies were incorrect.
 Not Mitigated.
 There were no mitigation responses to down-reads, exposed lines, or missing markers.
9/17/2014 5

AyaWorks Ensures O&M and Compliance Practices Meet the TVC Criteria
Emphasized by PHMSA
 TRACEABLE — Captured automatically at the time work is performed.
 VERIFIABLE — Complementary but separate documentation.
 COMPLETE — Finalized properly and in compliance with business unit
procedures.
9/17/2014 6

TRACEABLE — Captured Automatically at the Time Work is Performed
 Integrated GPS-enabled eForms bring traceability to compliance activities.
 Perform field inspections with unmatched speed, precision, and thoroughness with eForms on mobile devices or tablets.
 Prove compliance with GPS time/date stamping, pictures, and sketches.
 Streamline form completion using automated, easy-to-use forms with built-in business rules and QA-QC.
 Ensure accuracy by integrating with enterprise data sources, such as GIS, to auto-fill information (e.g., plastic systems).
 Reduce duplication by linking shared data among related forms (e.g., addresses, meters numbers).
 Drives the right field inspection behaviors and performance.
 Reduce field inspection costs with map-based navigation assistance.
 Some clients have reduced time to capture data by more than 50%.
9/17/2014 7

TRACEABLE — GPS-enabled eForms bring traceability to compliance
activities and ensure that records are complete.
Map, Satellite view
Map, Street view,
with eForms menu
Leak eForm Exposure eForm
9/17/2014 8

TRACEABLE — GPS-enabled eForms integrate with web tools and bring
traceability to compliance activities, ensuring records are verifiable and complete.
Test Station Form
Test Station Details window
INTEGRATION OF MOBILE
APPLICATIONS AND WEB TOOLS
Cathodic Protection >
test stations view
9/17/2014 9

TRACEABLE — GPS-enabled mobile applications aid navigation, keep
technicians on the line, and safe.
“Not only do the satellite view and navigation tools in the AyaBiz mobile app keep our techs on the line, but it’s showed where our
GIS is off, ROWs need work, AND, kept us safe. Last time we walked this remote line, people got seriously lost in the woods —
not this time. The overall consensus is that this application is a game changer.” — Senior Field Inspection Manager
Ravine
Mobile app, displaying
pipe and satellite view
9/17/2014 10

VERIFIABLE — Complementary but Separate Documentation
 Spatial and analytical tools, using embedded QA-QC rules, provide visibility and ensure inspections are
performed properly.
 Evaluates inspection results using complex proximity algorithms to provide verifiable surveys that prove compliance.
 GPS, time/date, and speed tracking.
 Corridor evaluation.
 Reduces NOPVs and protects your employees with verifiable proof of compliance.
• Coach technicians to improve performance.
• Train technicians to provide quality inspections.
 “Management by exception” allows managers, directors, and VPOs visibility in the field to focus on problem
areas such as verifying anomalies and incomplete inspections.
 Identify defects and anomalies early and automatically; and spot incomplete inspections in seconds.
 Track completion of field work with verifiable accuracy at any point in the process.
9/17/2014 11

VERIFIABLE — In this case, the field tech walked the Services, rather than the Mains. AyaBiz
provides visibility into the field, which can be used as a training and performance monitoring
tool.
Bubbles (event markers) are field-captured events like
Leaks, Exposures, Miscellaneous Work Orders
(MWOs, like AOC), etc..
Survey information displayed
can be customized
Red-highlighted pipe indicates
pipe that was missed during the
inspection
Violet lines = field tech
inspection walk data.
Maroon lines =
Distribution Mains
In this case, the field tech walked the
services, rather than the mains.
AyaBiz provides visibility into the field,
which can be used as a training and
performance monitoring tool.
Automatic QA/QC is built into the system,
e.g., Completion %, Survey minutes vs.
Corridor minutes, etc..
9/17/2014

VERIFIABLE — In this case, the field tech walked the Mains and the Services, and within the
corridor. This is reflected in the Confidence % of 100%. Surveys like this can be set to move
through the system without manual intervention.
Green-highlighted pipe = pipe
that was walked correctly (i.e.,
within the “corridor”)
In this case, the field tech walked the
Mains and the Services, and walked all
of the Mains within the corridor – this is
reflected in the Confidence % of 100.
Services walk tracks
Mains walk tracks
(within “corridor”)
9/17/2014

COMPLETE — Finalized Properly and in Compliance with
Business Unit Procedures
 Scheduling, discrepancy tools, automated queues, and robust reporting ensure that all pipe, valve, or
corrective actions are finalized.
 Replace paper processes with sophisticated computer-based solutions that integrate compliance scheduling and reporting
(e.g., don’t miss an inspection or use the incorrect frequency; rebalance workloads and change inspection frequency).
 Improve your risk profile using the dashboard-based early warning systems (e.g., proactivity, audit response).
 Digitize institutional knowledge for superior training and operational effectiveness (e.g., loss of knowledge from multiple
retirements).
 Ensure all follow-up mitigative actions required have been taken (e.g., intelligent queues integrate all of your O&M activities
and ensure corrective actions are complete).
 Bi-directional integration with your enterprise solutions (GIS, Maximo, SAP).
 Because we are using TVC records, managers, directors, and VPOs know that they have instantaneous visibility into
schedules and work activities. This gives them confidence that the work they are responsible for is performed accurately.
9/17/2014 14

COMPLETE — Dashboards help determine surveys that are scheduled out of
compliance in seconds
9/17/2014

COMPLETE — Dashboard Compliance Reporting: Are Your Surveys on Schedule?
Percent of Pipe Complete
58%
8%
34%
Completed Not completed, assigned
Incomplete, Unassigned
12 Month Project
64%
36%
Percent of Year Complete
Percent of year to go
1 2 3 4 5 6 7 8 9 10 11 12
5,000,000
4,500,000
4,000,000
3,500,000
3,000,000
2,500,000
2,000,000
1,500,000
1,000,000
500,000
0
Incomplete 2014 0 0 0 0 0 16,417 3,220,453 4,610,569 3,344,679 3,683,970 3,378,316 320,474
Complete 2014 3,737,710 4,248,877 4,316,248 3,930,212 4,286,435 2,335,879 2,632,477 0 0 0 0 0
Footage
Complete Surveys vs. Incomplete Surveys, 2014
9/17/2014 16

COMPLETE — Dashboard Reporting: How Good Are Your Surveys?
 Management report — indication of survey quality.
 You can guide your people to better performance by looking at these reports and questioning
what’s going on.
0-10 11-20 21-30 31-40 41-50 51-60 61-70 71-80 81-90 91-100
9,000,000
8,000,000
7,000,000
6,000,000
5,000,000
4,000,000
3,000,000
2,000,000
1,000,000
0
Footage at level 0 0 0 283,242 540,854 683,138 1,322,037 4,275,754 6,394,542 8,084,330
Footage
Annual % Levels and Footage
Confidence % Levels
Probable
Quality
Issues
Possible
Quality
Issues
9/17/2014 17

COMPLETE — Dashboard Reporting: QA/QC and Confidence %
Improvement over time
 Previous QA/QC processes relied on randomly
placed “control tags”:
 Trained the technician to survey the locations where a
tag was possible.
 Required more labor to check more frequently.
 AyaWorks solution
 Assists you in coaching the technician to walk the line
rather than to search for a tag.
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
Confidence %
2011 2012 2013 2014
9/17/2014

COMPLETE — Historical Comparison of Survey Quality and Confidence % for audits
Pipe in Master Survey
Display survey Details
windows to compare
survey results, over time
History tab lists all previously-scheduled
survey instances
Historically, the Confidence % of
this survey has been high, and has
improved over time.
9/17/2014 19

TVC is Critical. But What About the Financial Benefits?
 Over a five-year period, this system generated cost savings of more than double the implementation cost.
 $110,000 per year savings in QA/QC inspector/supervisor labor and vehicle expense.
 $108,000 per year savings to back office work documentation expense.
 50% reduction in inspection and documentation time using mobile applications.
 90% reduction in audit prep time.
 More than $250,000 savings in annual overtime costs by quickly creating new schedules and leveling workloads.
 Estimated $50,000 labor savings by increasing survey frequency of a subcategory of pipe accomplished by using
AyaWorks instead of Maximo.
 Discovered 10% overbilling by one contractor using the AyaWorks Auditing tool.
 Customer indicated a positive cost savings from year one.
9/17/2014 20

Questions & Demo
Customized demo or pilot program? To do so, please contact:
Susan I. Friedman, COO
AyaWorks™, LLC
Mobile 720.837.9500
susan.friedman@ayaworks.com
www.ayaworks.com
Thank You!
9/17/2014 21

Cathodic Protection Queue
Test Station details window
Cathodic Protection > test stations web app table view
Read values captured in the field are
displayed in the web app table view
9/17/2014 22

The Custom PTS Read Gradient tool allows you to quickly identify and
prioritize problem areas.
The Custom PTS Read Gradient
tool allows problem areas to be
quickly identified and prioritized.
For example, the red color has
been defined to be applied to risers
with reads less than 0.85
Street
view
Satellite view Riser details window
9/17/2014 23

Transmission line in a remote area: Field Tech used AyaWorks mobile to
navigate the terrain, stay on the line, and capture evidence of Line
Markers, as per compliance rules.
Walk
Line
Line Marker is difficult to
see. Terrain is rough.
Line Markers
Pipeline
9/17/2014 24

Flexible queues integrate and “complete” O&M corrective actions.
Can be fixed in the field,
and then documented
MWO Queue
MWO details window
Can be routed to
different work groups
for completion
9/17/2014 25

AyaBiz Modules
F9o/1r 7In/t2e0rn1a4l Use Only — Confidential. Property of AyaWorks.
Leak Survey
Asset Inspection &
Maintenance (Valves,
Tanks, Regulators, etc.)
As-Built / Construction
Management
ILI Workflow Management
Cathodic Protection
AyaBiz Compliance Management Platform
One-Call Transmission
Line Standby Tickets
Mobile device Laptop
Integrate with
Enterprise Systems,
ESRI/PODs GIS,
Maximo, SAP,
GL Essentials, and
others using Web
services such as
SOAP and REST.
Dashboards, IMP
Reporting Management

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