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The City of LethbridgeTaking Asset Management to the Next LevelJoel Sanchez, P. EngCity of Lethbridge - Corporate Asset Manager
Agenda City of Lethbridge Background Asset Management AM Methodology, Guidelines and Frameworks Current Status Systems Used Next Steps Questions?
City of LethbridgePopulation: 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) ParksCommunity Services Municipal Buildings Community Centre Library Fire Halls Recreation Centers TransitStrategic and Corporate Services Information Technology Computers Servers
City of Lethbridge
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 assetsIIMM - 2011
Defining Asset ManagementThe 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.
What Asset Management is Not: It is not a computer system It is not an automated process It is not an accounting system It is not PSAB 3150 (TCA)
Basic steps for Asset Management Implementation: What is the current state of myassets: 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? How much will it cost? How we will fund it? What is my required Levels of Service Which of my assets are critical forsustained performance
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.We all know these facts: Existing infrastructure is ageingIncreased demand for better roads, bridges, sidewalks, lights and improved sewer& water systemsHigher standards for safety & healthEnvironmental protection concernsRegulationsGrowth
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.
Asset Management what to expect:The GoalsThe Steps Extension of Asset’s Life Update Asset Inventory Optimal Maintenance Program Extract “Knowledge Management” from staff Optimal CIP Criticality Assessment Reliable, Planned Expenditures Condition Assessment Maximize Organization’s Knowledge of itsAssets Maintenance Evaluation Full Knowledge of Financial Impact ofExpenditures Financial Planning Risk Reduction Asset Replacement Evaluation Staff Training & System Integration Public Education
Asset Management what to expect:SilosLack of AlignmentCommon Vision
Baseline Assessment Methodology – Lethbridge Experience 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 toprovide the processes and tools required to make consistent, effective and informed decisionswhich will ultimately lead to managing the corporate assets in the most cost effective manner.
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 TreatmentPlant 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 – CAMPCity ManagerDirector of Infrastructure ServicesCorporate Asset ManagerAsset Management CoordinatorAsset Management PlannerTransportationParksFacility ServicesAsset Management Business AnalystWater/WastewaterTransitSolid WasteUrban ConstructionFleet
Asset Management Team – CAMPTeamsMembersCAMP Business Unit4Senior Management Team8CAMP Network Team20 City of Lethbridge-CAMP InternalCustomers150
Basic AM Process explained. Start documenting business process, “As Is” and generate “To Be” based onbest 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 acorporate approach.
Basic AM Process explained.Operate& Maintain
Baseline Assessment Methodology – Lethbridge Experience 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 (PASS 55)StrategyAssets Overall Strategic Planning Asset & Customer LOS Corporate LOS People Skills Technology Planning Business Process Mapping Future trends Asset Management Plan Legal & Regulatory Asset RegistryAsset KnowledgeData MaintenanceBusiness ApplicationsTechnology SystemIntegration Asset Investment Plans Risk FrameworkPeople Effectiveness Asset ManagementLeadership Roles & Responsibility Learning and Development Communication andInformation Sharing Continuous Improvement Knowledge retention andsuccession planningBusiness Processes Capital ProjectsOperations ManagementMaintenance ManagementMaterials ManagementFinancialAsset Process FlowAsset Management QA
Baseline Assessment MethodologyItem #Q1Q2Q3Q4Q5Q6Q7Q8Q9Asset Management Focus AreaStrategyOverall Strategic PlanningAsset & Customer Levels of ServiceCorporate LOS & TargetsPeople Skills & Competencies Master PlanningTechnology Assets PlanningBusiness Process MappingFuture trends (Impact of growth)Asset Management Plan and Master PlansLegal, Regulatory & Statutory RequirementsCorporate set RegistryAsset knowledgeData MaintenanceBusiness applicationsTechnology Systems IntegrationAsset Investment Plans (AIP)Risk Framework - BU level and Asset levelPeople EffectivenessAsset Management Leadership & GovernanceRoles & ResponsibilityLearning and DevelopmentCommunication and Information sharingContinuous improvement culture (sustainability)Knowledge retention & Succession planningBusiness ProcessesCapital projects - Planning, design & constructionOperations ManagementMaintenance ManagementMaterials ManagementFinancialAsset Process FlowAsset Management Quality AssuranceCorporate Average 3.53.54.03.53.53.6
Asset Management Maturity singExcellenceMaturity Level1Maturity Level2Maturity Level3Maturity Level4Maturity c12/31/2007201220162018
Current ConditionUrban ForestryCondition: Fair to GoodCorporate FacilitiesParksCondition: Fair to GodSolid WasteCondition: GoodCondition: Very Good to GoodCulture FacilitiesFleetCondition: Fair to GoodParkingFireCondition: GoodCondition: FairCondition: GoodTraffic SignalsCondition: Fair to GoodStormwaterCondition: Fair to GoodRecreationCondition: Fair to GoodRoads and StructuresCondition: Fair to GoodWaterCondition: FairWastewater (Sanitary)Condition: Fair to Good
Systems used Long range planningLife Cycle CostCondition AssessmentParcelInformationAssessment InfoLocalImprovementTaxationExisting linear assetsGIS dataMeter shop SOParks, Transportation, systemWater inventoryMeter replacementGISSOMSRuntime hoursFlow meterreadingAlarmsScada(Future)TempestPayrollTime & LaborRoadMatrixConditiongradingLong range planBridgesAssetPlannerPeopleSoftAsset RegistryCondition AssessmentWater UtilitiesTransportationParksUrban ConstructionWaste & RecycleAsset RegistryFinancial DataAddress BookGeneral LedgerFAC, Fleet, WWTPWTPJDEPQI dataRoad ConditionLong range plan2-Way AutomatedInterfaceCityworks
Systems used Cityworks Mobile AccessAll Linear AssetsCitizens Service RequestWork OrdersInspectionsMore than 100 usersAccess to drawings anddocuments at all timeTrack assets cost forlifecycle and decisionmakingTrack ConditionPreventive Maintenance
Systems used Asset Planner Mobile AccessLifecycle ToolEnergy Consumption andCarbon FootprintMobile Audits of BuildingsInterface with GIS ( Inprogress)Long Range Planning ( 30years and more)Currently Facility Servicesbut in the process ofimplement corporate wide
Systems used Automatic Vehicle Location (AVL)RoadmatrixGISJD Edwards
Asset Management program resultsThe 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 thisto support the process of making informed decisions looking at the big picture. Upgrade/replacement of obsolete systems with integration between different areas, which resulted inthe elimination of multiple data entry and rework. Improved communication between different departments through the use of electronics forms andelectronic 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
Asset Management is a Journey
Questions?Joel Sanchez, P.Eng.Corporate Asset Manager, City of Lethbridgejoel.sanchez@lethbridge.ca(403) 320-3037
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
