The City of Lethbridge Taking Asset Management to the · PDF fileThe City of Lethbridge Taking...
Transcript of The City of Lethbridge Taking Asset Management to the · PDF fileThe City of Lethbridge Taking...
Joel Sanchez, P. EngCity of Lethbridge - Corporate Asset Manager
The City of Lethbridge
Taking Asset Management to the Next Level
Agenda
• City of Lethbridge Background
• Asset Management
• AM Methodology, Guidelines and Frameworks
• Current Status
• Systems Used
• Next Steps
•Questions?
City of Lethbridge
Population: 96,828Over $2 Billion in Capital Assets:
Infrastructure/Engineering and Public Works• Roads• Water Mains• Sewers• Bridges• Streetlights / Traffic Signals• Storm Water Management Ponds• Solid Waste• Fleet (vehicles and equipment)• Parks
Community Services• Municipal Buildings
• Community Centre• Library• Fire Halls
• Recreation Centers• Transit
Strategic and Corporate Services• Information Technology
• Computers• Servers
What is Asset Management?
The systematic and coordinated activities and practices of an organization tooptimally and sustainably deliver on its objectives through the cost-effective lifecyclemanagement of their assets
IIMM - 2011
Defining Asset Management
The Objective of Asset Management is to meet a required level of service, in the mostcost effective manner, through the management of assets for present and futurecustomers.
• It is not a computer system
• It is not an accounting system
What Asset Management is Not:
• It is not an automated process
• It is not PSAB 3150 (TCA)
• What is the current state of my
assets:
What do I own
What condition is it in?
What is the remaining useful life?
• What do we need to do ?
• When do we need to do it?
Basic steps for Asset Management Implementation:
• How much will it cost?
• How we will fund it?
• What is my required Levels of Service
• Which of my assets are critical for sustained performance
We all know these facts:
• Existing infrastructure is ageing
• Increased demand for better roads, bridges, sidewalks, lights and improved sewer
& water systems
• Higher standards for safety & health
• Environmental protection concerns
• Regulations
• Growth
Why do we need Asset Management?
In Spring 2016 Canada’s Second Report Card on Municipal Infrastructure wasreleased and the amount required nationwide to bring all municipalinfrastructure into a good state of repair was estimated at $388 Billion.
What is the Industry or Municipality Role?
Most industries and municipalities operate as Facility Managers not Asset Managers!
FM = Find the faults and fix as many as we can with the budget available.
AM = debate and agree the service level and then deliver it for the least possible cost.
The Steps
• Update Asset Inventory
• Extract “Knowledge Management” from staff
• Criticality Assessment
• Condition Assessment
• Maintenance Evaluation
• Asset Replacement Evaluation
• Financial Planning
• Staff Training & System Integration
• Public Education
The Goals
• Extension of Asset’s Life
• Optimal Maintenance Program
• Optimal CIP
• Reliable, Planned Expenditures
• Maximize Organization’s Knowledge of its Assets
• Full Knowledge of Financial Impact of Expenditures
• Risk Reduction
Asset Management what to expect:
In 2005, the City embarked on a new initiative to design, develop and implement aCommunity Asset Management Program (“CAMP”) to achieve sustainable asset management.A designated team committed to this program was created and continues to support thecorporation in achieving this goal.
The focus of the CAMP team is to work with various levels within each of the business units to provide the processes and tools required to make consistent, effective and informed decisions which will ultimately lead to managing the corporate assets in the most cost effective manner.
Baseline Assessment Methodology – Lethbridge Experience…
Evolution of Asset Management in Lethbridge
• 2005 – AM identified as a Need: CAMP department created
• 2006 – AM started implementation in 3 pilot areas, Facilities, Water Treatment Plant and Waste Water Treatment Plant.
• 2007 – CMMS implementation – JD Edwards
• 2008 – Asset Registries created for Pilot areas, risk assessment, lifecycle analysis.
• 2009 – First Baseline Assessment
• 2012 – Second Baseline Assessment
• 2014 – Implementation of Cityworks – Mobile deployment – AVL System
• 2015 – Implementation of Asset Planner – Lifecycle tool
• 2016 – Asset Management implemented in Parks, Solid Waste, Transportation, Water, Wastewater, Facilities.
Asset Management Team – CAMP
City Manager
Director of Infrastructure Services
Corporate Asset Manager
Asset Management Coordinator
Asset Management Planner Asset Management Business Analyst
Transportation Parks Water/Wastewater Solid Waste Fleet
Facility Services Transit Urban Construction
Asset Management Team – CAMP
Teams Members
CAMP Business Unit 4
Senior Management Team 8
CAMP Network Team 20+
City of Lethbridge-CAMP Internal
Customers150+
Basic AM Process explained.
• Start documenting business process, “As Is” and generate “To Be” based on best practices
• Create Asset Registries, what do we own, attributes, create GIS records.
• Populate data and fields that will be used, replacement cost, condition, useful life.
• Create SR and WO templates and perform user training.
• Establish indicators and performance measures to monitor progress.
• Support users once they start using the tools and systems to maintain a corporate approach.
There are four key elements that are considered at all times to achieve the goal of AssetManagement and ensure it is sustainable.
• Strategy
• Assets
• People
• Processes
Baseline Assessment Methodology – Lethbridge Experience…
Baseline Assessment Methodology (PASS 55)
Strategy
•Overall Strategic Planning•Asset & Customer LOS•Corporate LOS•People Skills•Technology Planning•Business Process Mapping•Future trends•Asset Management Plan•Legal & Regulatory
Assets
• Asset Registry• Asset Knowledge• Data Maintenance• Business Applications• Technology System
Integration• Asset Investment Plans• Risk Framework
People Effectiveness
• Asset Management Leadership
• Roles & Responsibility• Learning and Development• Communication and
Information Sharing• Continuous Improvement• Knowledge retention and
succession planning
Business Processes
• Capital Projects• Operations Management• Maintenance Management• Materials Management• Financial• Asset Process Flow• Asset Management QA
Item # Asset Management Focus Area Corporate Score
Strategy
Q1 Overall Strategic Planning 3.5Q2 Asset & Customer Levels of Service 3.5Q3 Corporate LOS & Targets 3.5Q4 People Skills & Competencies Master Planning 3.5Q5 Technology Assets Planning 3.5Q6 Business Process Mapping 3.5Q7 Future trends (Impact of growth) 3.5Q8 Asset Management Plan and Master Plans 2.5Q9 Legal, Regulatory & Statutory Requirements 4.0
Assets
Q10 Asset Registry 4.0Q11 Asset knowledge 4.0Q12 Data Maintenance 4.0Q13 Business applications 4.0Q14 Technology Systems Integration 4.0Q15 Asset Investment Plans (AIP) 3.5Q16 Risk Framework - BU level and Asset level 2.5
People Effectiveness
Q17 Asset Management Leadership & Governance 4.0Q18 Roles & Responsibility 3.5Q19 Learning and Development 3.5Q20 Communication and Information sharing 3.5Q21 Continuous improvement culture (sustainability) 3.5Q22 Knowledge retention & Succession planning 3.5
Business Processes
Q23 Capital projects - Planning, design & construction 3.5Q24 Operations Management 3.5Q25 Maintenance Management 3.5Q26 Materials Management 3.5Q27 Financial 4.0Q28 Asset Process Flow 3.5Q29 Asset Management Quality Assurance 3.5
Corporate Average Score 3.6
Baseline Assessment Methodology
Awareness Establishing Competence Enterprising Excellence
Maturity Level 1
Maturity Level 2
Maturity Level 3
Maturity Level 4
Maturity Level 5
Learning Applying Embedding Optimizing Continuous
Improvement
1/1/2007 12/31/2007
Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Asset Management Maturity Scale
2016 20182006 2012
ParkingCondition: Fair
Roads and Structures
Condition: Fair to Good
Parks Condition: Good
WaterCondition: Fair
Stormwater
Condition: Fair to Good
Corporate FacilitiesCondition: Fair to GodSolid Waste
Condition: Very Good to Good
FireCondition: Good
RecreationCondition: Fair to Good
Culture FacilitiesCondition: Fair to Good
Urban ForestryCondition: Fair to Good
Wastewater (Sanitary)
Condition: Fair to Good
FleetCondition: Good
Traffic Signals
Condition: Fair to Good
Current Condition
Systems used…
JDE Cityworks
Asset Planner
Tempest
GIS SOMS
Long range planningLife Cycle CostCondition Assessment
Parcel InformationAssessment InfoLocal ImprovementTaxation
Existing linear assetsGIS dataParks, Transportation,Water inventory
Meter shop SO systemMeter replacement
Scada(Future) Road
Matrix
Asset RegistryFinancial DataAddress BookGeneral LedgerFAC, Fleet, WWTPWTP
Asset RegistryCondition AssessmentWater Utilities TransportationParksUrban ConstructionWaste & Recycle
Bridges
2-Way Automated Interface
Runtime hoursFlow meter readingAlarms
PQI dataRoad ConditionLong range plan
Condition gradingLong range plan
People Soft
PayrollTime & Labor
Systems used…
Cityworks
• Mobile Access
• All Linear Assets
• Citizens Service Request
• Work Orders
• Inspections
• More than 100 users
• Access to drawings and documents at all time
• Track assets cost for lifecycle and decision making
• Track Condition
• Preventive Maintenance
Systems used…
Asset Planner
• Mobile Access
• Lifecycle Tool
• Energy Consumption and Carbon Footprint
• Mobile Audits of Buildings
• Interface with GIS ( In progress)
• Long Range Planning ( 30 years and more)
• Currently Facility Services but in the process of implement corporate wide
Asset Management program results
The following achievements have been completed up to date:
• Asset Registries completed for : Facility Services, Water Treatment Plant, Wastewater Treatment Plant, Fleet, Transit, Waste & Recycle and Transportation, all Water Utility, Parks, etc .
• Migration of asset registries from excel spreadsheets to a GIS geodatabase for Transportation, Waste & Recycle and Parks.
• Integration of Financial and Asset Management systems.
• Deployment of mobile solutions for asset work order and condition assessment.
• Performance measures in place to track asset maintainability, cost of ownership, lifecycle events, all this to support the process of making informed decisions looking at the big picture.
• Upgrade/replacement of obsolete systems with integration between different areas, which resulted in the elimination of multiple data entry and rework.
• Improved communication between different departments through the use of electronics forms and electronic submission, reducing paper usage.
Take-aways
• Don’t try to make it perfect the first time
• Divide and Conquer
• Keep it simple
• Clearly define “What’s in it for me”
• Process before Software
• Communicate, Communicate, Communicate and more important LISTEN
• A mix of Art and Science
Questions?
Joel Sanchez, P.Eng.Corporate Asset Manager, City of Lethbridge
[email protected](403) 320-3037