MDWASD EAMS Solution Consolidation and

Business Process Standardization

Steve SchwabeWoolpert Project Manager

How the implementation of a common enterprise asset management (EAM) solution benefitted from standardized business processes across divisions

Miami-Dade County, FL Water & Sewer Department+ Ninth largest municipal water and wastewater utility in

the United States (based on population served)

+ ~425,000 customer accounts with operating revenues of ~$548M, employs ~2,554 people

+ Management of:

+ 7,918 miles of water lines, 6277 miles of sewer lines

+ 3 water, 3 wastewater treatment plans

+ 1,048 pump stations

+ Over 34,000 parts valued at over $21M in 9 inventory storerooms

+ 1,200+ vehicles and heavy equipment trucks

+ 24/7 emergency communication center

Miami-Dade County, FL Water & Sewer Department: Goals+ Consolidation of multiple work management solutions in a

single EAM solution

+ Integrate EAM solution with Financials, Human Resources, GIS, Customer Call Center and other business systems

+ Standardize business processes across divisions

+ Standardize naming conventions across divisions

+ Track and report maintenance activities consistently within the department

+ Improve maintenance reporting capabilities within and across divisions

+ 10 Divisions implemented Infor EAM+ Wastewater Collection and Transmission Line Distribution+ Water Transmission and Distribution+ Pump Stations Maintenance+ Water Production and Maintenance+ Wastewater Treatment and Maintenance+ SCADA+ Fleet+ General Maintenance+ Stores / Procurement+ Emergency Communications Center

The Challenge

+ Business Process and Naming Convention Standardization+ Each department’s processes and data

were discovered (as-is) and analyzed+ Processes were redesigned (to-be) and

standardized across divisions:+ Inventory Management+ Procurement+ Work Initiation+ Maintenance Planning and Scheduling+ Work Execution

Before The Implementation

+ Divided divisions into three implementation Tracks+ Similar divisions implemented in the same track+ System configuration to support the standard processes varied;

but less so between similar divisions

Before the Implementation

Maintenance Areas Divisions

GIS Equipment Water Transmission and Distribution, Wastewater Collection

Plant Equipment Water Production, Wastewater Treatment, Pump Stations

Unique Equipment Fleet, Stores / Procurement, General Maintenance, Emergency Communications Center

INVENTORY MANAGEMENT STANDARDIZATION

+ Central Stores manages the bulk of repair materials and services used by the Department+ Replenishment – interfaced to Oracle financials+ New Part requests – single repository for all

maintenance repair items+ Issues to / Returns from Work Orders – one process

for all divisions+ Physical Inventory counts – one process for all

Stores; results recorded in single system

Inventory Management Processes

+ Divisional Stores manages the repair items not stored by Central Stores+ Specialty materials with low turnover+ Repaired materials+ Low-cost, high-use materials+ Similar processes as Central Stores:

+ Replenishment+ Issues to / Returns from Work Orders – one process for all

divisions+ Physical Inventory counts – one process for all Stores; results

recorded in single system

Inventory Management Processes

Benefits of Inventory Standardization

+ Common System Benefits+ Single Part repository eliminates duplicate Part records+ Parts search across divisions – helpful during emergency repairs+ Ability to issue parts from Store in one division directly to Work

Order in another division and account for transfer accurately in Oracle Financials

+ Common Process Benefits+ All maintenance divisions communicate similarly with Central

Stores for:+ Part replenishment requests+ Part issues to Work Orders+ Part transfers to Divisional Stores

PROCUREMENT STANDARDIZATION

Procurement Processes

+ Procurement activities in Oracle Financials + Stock Replenishments tied to EAM Stores

+ Initiated by Central Stores

+ On-demand purchases tied to EAM Work Orders+ Initiated by maintenance divisions

+ Maintenance-related procurement costs + captured in EAM+ charged to Work Orders+ posted to Oracle Project in ERP+ NO DUPLICATE ENTRY INTO ACCOUNTING

Benefits of Procurement Standardization

+ Common System Benefits+ Single system to account for purchases (parts and services)

against Work Orders+ Single system to integrate to Oracle Financials+ ALL maintenance-related purchases are automatically posted to

Accounting Projects

+ Common Process Benefits+ All maintenance divisions communicate similarly with Central

Stores for:+ Part replenishment requests

WORK MANAGEMENT STANDARDIZATION

Work Management | Work Initiation

+ Ad-hoc Work Orders – equipment failures+ Work identified within my division – create Work Order+ Work identified for another division – create Work Request+ Exceptions:

+ General Maintenance – create Service Order+ Emergency Communications Center – create Call Record

+ Preventive Maintenance Work Orders+ Generate en-masse next PMs due by date+ Release individual upcoming PMs for out-of-service equipment

Work Management | Planning and Scheduling

+ Work Orders assigned to Supervisors+ Supervisors:

+ Ensure cost accounting information is populated and correct+ Plan work activities, tasks and materials+ Schedule to crews and employees

Work Management | Work Processing

+ Field crews record work and process work to completion+ Labor Booking+ Pick List for materials from Central Stores+ Issue materials from Divisional Stores+ Closing codes and work comments

+ Problem Codes+ Failure Codes+ Action Codes+ Cause Codes

+ Division-specific processes developed to accommodate each group’s business needs

Benefits of Work Management Standardization

+ Common System and Process Benefits+ Report Consolidation

+ Vehicle Usage Report – all usage recorded in EAM can be reported across divisions

+ Labor reports can be compiled across divisions+ Interdivisional Work Routing

+ Work Metrics can be compared across divisions+ PM Work versus Breakdowns+ Equipment Failure Analysis+ Overtime versus Normal Time hours+ PM Schedule Compliance+ Preventive vs. reactive work statistics

NAMING CONVENTIONS AND SHARED DATASETS

Global Datasets

+ Materials+ Suppliers+ Manufacturers+ Fleet Vehicles / Heavy

Equipment+ Employees and Trades

Work Order Codes+ Types and Statuses+ Classes and Custom

Fields+ Cost Accounting+ Closing Codes

+ Problem Codes+ Failure Codes+ Action Codes+ Cause Codes

Division-Specific Datasets

Transactional Records

+ Work Orders+ Preventive Maintenance

Work Orders+ Service Orders+ Customer Complaints+ Inventory Transactions+ Labor Bookings+ Divisional Stores

Work Order Components

+ Preventive Maintenance Schedules

+ Tasks+ Materials Lists+ Routes+ Standard Work Order

Templates

General Benefits of Standard Business Processes

+ Simplified Training+ Less Training Documentation to develop and maintain+ Easier for Trainers to replicate training for various divisions+ Easier for Work Crews to transfer between divisions

+ Reduced System Administration+ Smaller number of processes for the Functional Team to support+ Fewer configuration variants for the Technical Team to support+ Shared Reports across division+ Shared Management Metrics

QUESTIONS?