Clean Water 2020 Program. INFORMATION MANAGEMENT SYSTEM PROGRAM December 2015

Transcription

1 Clean Water 2020 Prgram INFORMATION MANAGEMENT SYSTEM PROGRAM December 2015

2 Table f Cntents List f Tables... 2 List f Figures... 3 Sectin 1 Prgram Summary and Intent Intrductin Acrnyms & Abbreviatins... 5 Sectin 2 Management IMS Management IMS Cmpnents Operatins and Maintenance Custmer Service System Rehabilitatin Sanitary Sewer Evaluatin Survey (SSES) Sectin 3 Operatins and Maintenance IMS Operatins and Maintenance IMS Cmpnents Cmputerized Maintenance Management System (CMMS) Sectin 4 Cmplaint Tracking IMS Cmplaint Tracking IMS Cmpnents Cmputerized Maintenance Management System (CMMS) Cmpnent Sectin 5 Metrics and Reprting Sectin 6 Implementatin Schedule List f Tables Table 1 CD Requirements fr the Infrmatin Management System Prgram... 4 Table 2 IMS Implementatin Schedule Clean Water

3 List f Figures Figure 1 Crrective Maintenance Wrk Order Prcess Figure 2 Preventative Maintenance Wrk Order Prcess Figure 3 CCTV Inspectin Prcess thrugh Citywrks Figure 4 Prcess fr Issuing Materials frm Warehuse t Wrk Order Clean Water

4 Sectin 1 Prgram Summary and Intent 1.1 Intrductin The City f Clumbia (City) has develped the Infrmatin Management System Prgram (IMS) in accrdance with the requirements f Parargraph 12 f the Cnsent Decree (CD) entered by rder dated May 21, 2014 in The United States f America and State f Suth Carlina by and thrugh the Department f Health and Envirnmental Cntrl (SCDHEC) vs. The City f Clumbia, Civil Actin N. 3: TLW, DOJ Case Number The IMS addresses specific requirements f the CD as utlined in Table 1 and was develped based n the specific needs f the City s WCTS. Table 1 CD Requirements fr the Infrmatin Management System Prgram CD Sectin CD Requirements IMS Sectin 12.d Infrmatin Management System Prgram. Within eighteen (18) mnths after the Date f Entry f this Cnsent Decree, Clumbia shall submit t EPA and DHEC fr review, cmment, and apprval an Infrmatin Management System (IMS) Prgram. The IMS Prgram shall include, but nt limited t the fllwing: a descriptin f what infrmatin is entered int the system, hw it is entered and by what means its is recrded; types f wrk reprts prepared and submitted, including examples; a descriptin f the management reprts generated frm input data (i.e. wrk reprts), including examples; standard frms used by field persnnel and management fr the prgram, where applicable; a detailed descriptin f the sfware used with cited reference fr sftware training and prcedures fr utiizing the sftware; and a prcedure fr peridic quality assurance/quality cntrl checks fr the sytem. The prgram shall include the fllwing sub-prgrams: Sectin 2. Management IMS 12.d.(i) 12.d.(ii) 12.d.(iii) Management IMS. The IMS Prgram shall include a Management IMS t prvide WCTS managers guidance and instructin t adequately evaluate peratins, maintenance, custmer service, and system rehabilitatin activities s that verall system perfrmance can be determined and WCTS planning can be cnducted. Operatins IMS. The IMS Prgram shall include an Operatins IMS t prvide managers and field supervisrs the guidance t adequately track scheduled peratinal activities and t enhance peratinal perfrmance. The system shall utilize perating reprts and standard peratin frms used by field persnnel and prvide fr field supervisr review. While the Operatins IMS need nt be cmputer based, it shall be capable f feeding infrmatin int the Management IMS. Maintenance IMS. The IMS Prgram shall include a Maintenance IMS t prvide managers and field supervisrs the guidance t adequately track scheduled maintenance activities and t enhance maintenance perfrmance. The system shall utilize maintenance reprts and standard maintenance frms used by field persnnel and fr field supervisr review. While the Maintenance IMS need nt be cmputer based, it shall be capable f feeding infrmatin int the Management IMS. Sectin 2. Management IMS Sectin 3. Operatins and Maintenance IMS Clean Water

5 CD Sectin CD Requirements IMS Sectin 12.d.(iv) 12.d.(vi) Cmplaint Tracking IMS. The IMS Prgram shall include a Cmplaint Tracking IMS t prvide managers the guidance t adequately assess and manage cmplaint infrmatin. The system shall utilize standard cmplaint frms used by persnnel and prvide fr supervisr review. While the Cmplaint Tracking IMS need nt be cmputer based, it shall be capable f feeding infrmatin int the Management Prgrams IMS. An implementatin schedule specifying dates and actins. Sectin 4. Cmplaint Tracking IMS Sectin 6. Implementatin Schedule 1.2 Acrnyms & Abbreviatins Banner Banner CIS (CIS) frm Hansen Technlgies CAP Capacity Assurance Prgram CCTV Clsed-Circuit Televisin CD Cnsent Decree CIP Capital Imprvements Prgram CIS Custmer Infrmatin System City City f Clumbia Citywrks Citywrks (CMMS) frm Azteca Systems, Inc. CMMS Cmputerized Maintenance Management System CMOM Capacity, Management, Operatins, and Maintenance CW2020 City s prgram t manage the Cnsent Decree cmpliance FSE Fd Service Establishment FOG Fats, Oils and Grease GIS Gegraphic Infrmatin System IFAS Integrated Financial Administrative Slutin (Financial Management) frm SunGard Bi-Tech IMS Infrmatin Management System O&M Operatins and Maintenance P6 Primavera P6 frm Oracle QA/QC Quality Assurance/Quality Cntrl SCDHEC Suth Carlina Department f Health and Envirnmental Cntrl SMP Sewer Mapping Prgram Clean Water

6 SOP Standard Operating Prcedure SR Service Request SSES Sewer System Evaluatin Survey SSO Sanitary Sewer Overflw WCTS Wastewater Cllectin and Transmissin System WMD Wastewater Maintenance Divisin WO Wrk Order WWTP Wastewater Treatment Plant (als Metr WWTP) Clean Water

7 Sectin 2 Management IMS The Management IMS is driven by the fllwing sectins f the CD: Subparagraph 12.d Infrmatin Management System Prgram. Within eighteen (18) mnths after the Date f Entry f this Cnsent Decree, Clumbia shall submit t EPA and DHEC fr review, cmment, and apprval an Infrmatin Management System (IMS) Prgram. The IMS Prgram shall include, but nt limited t the fllwing: a descriptin f what infrmatin is entered int the system, hw it is entered and by what means its is recrded; types f wrk reprts prepared and submitted, including examples; a descriptin f the management reprts generated frm input data (i.e. wrk reprts), including examples; standard frms used by field persnnel and management fr the prgram, where applicable; a detailed descriptin f the sfware used with cited reference fr sftware training and prcedures fr utiizing the sftware; and a prcedure fr peridic quality assurance/quality cntrl checks fr the sytem. Subparagraph 12.d.(i) Management IMS. The IMS Prgram shall include a Management IMS t prvide WCTS managers guidance and instructin t adequately evaluate peratins, maintenance, custmer service, and system rehabilitatin activities s that verall system perfrmance can be determined and WCTS planning can be cnducted. 2.1 Management IMS Cmpnents The Management IMS prvides guidance and instructin t adequately evaluate peratins, maintenance, custmer service, and system rehabilitatin activities allwing data t be cllected and analyzed within the WCTS. The IMS prvides WCTS managers cnvenient and timely access t infrmatin, giving them the ability t determine system and staff perfrmance and track rehabilitatin f the WCTS n an nging basis Operatins and Maintenance The City uses Citywrks by Azteca Systems, Inc. as its cmputerized maintenance management system (CMMS) t track peratins and maintenance activities. The Wastewater Maintenance Divisin (WMD) has been using Citywrks within the Department f Utilities and Engineering since Citywrks is used t recrd all peratins and maintenance activities perfrmed in-huse, including bth practive and reactive wrk. Citywrks is a GIS-centric Asset Maintenance Management System, designed fr the management f assets, t track peratins and maintenance, and custmer infrmatin in a database. Infrmatin available and entered the CMMS includes the fllwing: WCTS Custmer Accunt Infrmatin (Name, Address, Telephne Number, etc.) Incident Infrmatin Additinal Lcatin Infrmatin Start Date and Time Cmpletin Date and Time Clean Water

8 Asset Infrmatin (Asset Number) Wrk Activity (Wastewater Mainline Blckage, Custmer Blckage) Persnnel lcated at Custmer Care, the City s Custmer Service Center, enter initial custmer calls. If a call is nt ruted thrugh custmer care and is directed t the WMD, persnnel at the WMD will enter the infrmatin. Infrmatin is entered int the cmputer and recrded electrnically in the Citywrks database. Wrk reprts that are currently generated include daily, weekly and mnthly reprts that prvide infrmatin n utstanding and cmpleted wrk. Wrk reprts prvide infrmatin n the wrk being cmpleted, including linear ftage f cleaning and inspectin f WCTS assets.the fllwing reprts are generated frm data that are entered int Citywrks and prvided t management fr review (available fr electrnic review): Mnthly Perfrmance Reprt (narrative) Summary f SSOs and cmparisn t previus year Number f WMD wrk rders pened and clsed Number f Outstanding wrk rders pen Metrics (linear ftage f wrk cmpleted) Mnthly Sanitary Sewer Overflw (SSO) Reprt Calendar Year SSO Reprt by type and vlume f flw Fiscal Year SSO Reprt by type and vlume f flw SSO Maps (visual representatin f all SSOs) Persnnel use different frms t manually recrd assigned and cmpleted wrk. WMD staff will recrd infrmatin n these frms and turn in the infrmatin at the end f the day where the WMD administrative staff will input wrk infrmatin int Citywrks. Recrds are electrniclly maintained in the Citywrks database. Citywrks is a GIS-based system and thus cnsumes spatial and nn spatial data. The exisiting GIS gedatabase serves as the asset inventry fr Citywrks. Training and prcedures fr utilizing the sftware are available and used by staff. Training is cnducted by the City Infrmatin Technlgy (IT) staff n an nging basis. IT prvides supprt and is respnsible fr quality assurance/quality cntrl check f the system Custmer Service The City s Custmer Care als uses Citywrks by Azteca Systems, Inc. t track custmer cmplaints/calls. Custmer Care has been using Citywrks within the Department f Utilities and Engineering since Clean Water

9 Citywrks is used t recrd all custmer service calls fr the WCTS and these calls are ruted t the WMD s peratins and maintenance t track the custmer s cmplaint/call. Custmer Care has the ability t visually view custmer lcatin infrmatin, i.e., streets, huses, gravity sewer lines. Gravity sewer lines are mapped in the GIS. Infrmatin is entered int Citywrks by Custmer Care service representatives. Once a wrk rder has been issued, a Custmer Care representative will see an icn that indicates a wrk rder is in prgress. Infrmatin n the custmer accunt is recrded electrnically in the Citywrks database. Custmer Care has the ability t develp reprts t prvide infrmatin n the number f calls it recieves, by type f call and the amunt f time it tk t cmplete the wrk. Recrds are electrniclly maintained in the Citywrks database and training and prcedures fr utilizing the sftware are available and used by staff. Training is cnducted by the City Infrmatin Technlgy (IT) staff n an nging basis. IT prvides supprt and is respnsible fr quality assurance/quality cntrl check f the system System Rehabilitatin The Utilities and Engineering Department has dedicated full-time staff including engineers, supprt staff and utside cnsultants charged with planning, budgeting and managing the CIP prject lifecycle. Staff and prject managers use a series f Micrsft Excel spreadsheets t track CIPs thrughut the prject lifecycle, frm cncept thrugh cmpletin. A published prject manager guide describes related prcesses, such as requesting CIP numbers and develping business cases used t plan and priritize CIPs. Annual rehabilitatin cntracts are currently managed by the WMD. These are cnsidered small cnstructin prjects and lcatins are inspected by WMD CCTV staff prir t bid dcuments and cnstructin plans being develped by Engineering. Inspectin data is entered int Citywrks and the City s GIS t capture the amunt f linear ftage and asset types inspected. This infrmatin is used t determine future annual rehabilitatin lcatins fr bid dcuments. The fllwing prcess is hw data is managed and used fr the small cnstructin/annual cntracts: Prject infrmatin fr small cnstructin rehabilitatin prjects identified by WMD crews using CCTV technlgy and review f Citywrks custmer data. Inspectin laded in City s GIS, and area maps are develped t determine gravity line rehabilitatin prjects. Engineering Department develps bid specificatin dcuments and finalizes csts based n wrk quantities. Rehabilitatin dcuments are advertised and cntract is awarded t cntractr based n lw bid submittal. Cntractr CCTV lcatins and data are reviewed by staff and rehabilitatin prjects are identified and cmpleted. Inspectin data and rehabilitatin data are laded int the City s GIS. Clean Water

10 2.1.4 Sanitary Sewer Evaluatin Survey (SSES) The City is currently cnducting cnditin assessments f assets within its gravity sewer system fr the purpse f lcating cnditins that present a risk f failure. Prcedures are described in the City s Cntinuing Sewer Assessment Prgram (CSAP) and have been submitted t USEPA fr apprval. Clean Water

11 Sectin 3 Operatins and Maintenance IMS The Operatins and Maintenance IMS is driven by the fllwing sectins f the CD: Subparagraph 12.d.(ii) Operatins IMS. The IMS Prgram shall include an Operatins IMS t prvide managers and field supervisrs the guidance t adequately track scheduled peratinal activities and t enhance peratinal perfrmance. The system shall utilize perating reprts and standard peratin frms used by field persnnel and prvide fr field supervisr review. While the Operatins IMS need nt be cmputer based, it shall be capable f feeding infrmatin int the Management IMS. Subparagraph 12.d.(iii) Maintenance IMS. The IMS Prgram shall include a Maintenance IMS t prvide managers and field supervisrs the guidance t adequately track scheduled maintenance activities and t enhance maintenance perfrmance. The system shall utilize maintenance reprts and standard maintenance frms used by field persnnel and fr field supervisr review. While the Maintenance IMS need nt be cmputer based, it shall be capable f feeding infrmatin int the Management IMS. 3.1 Operatins and Maintenance IMS Cmpnents The Operatins IMS leverages the City s existing cmputer infrastructure t supprt the reprting f peratins and maintenance activities within the system and track wrk perfrmed ver time. The CMMS and GIS cmputerized sftware systems are the applicatins that supprt the input, strage, analysis and display/reprting f the O&M activities perfrmed by City staff and as such are the primary cmpnents f this part f the IMS. Descriptins f the use f these applicatins t supprt the CD requirements referenced abve is prvided in the text belw Cmputerized Maintenance Management System (CMMS) Wrk Order and Service Request Prcess The WCTS staff use standard frms and reprts t adequately track scheduled peratinal acitivities using a CMMS sftware package called Citywrks by Azteca Systems. The WCTS has implemented Citywrks t prvide centralized access t infrmatin abut the lcatin, cnditin, maintenance and perfrmance histry, and attributes f all f the Divisin s WCTS assets, which are cmprised primarily f the gravity and frcemain sewer pipe netwrk and pump statins. Wrk Orders (WOs) are used t track maintenance activities that WCTS field staff perfrms (ften in respnse t a service request). The WO captures the type f wrk that is perfrmed, the asset n which it is perfrmed, and sme additinal details depending upn the type f wrk that is perfrmed. Citywrks is used t recrd all maintenance activities perfrmed in-huse, including bth practive and reactive wrk. Service requests (SR) are generated by the custmer infrmatin system as well as by internal WMD staff. The Administrative Assistants at WMD cnvert the SR t a WO within Citywrks and then print the WO fr the WMD Supervisr t dispatch r schedule the wrk. Clean Water

12 The crews carry ut and dcument the wrk perfrmed and recrd the assets invlved n a hardcpy WO which is then returned t their Supervisr fr review and apprval. If unplanned wrk is required (e.g. emergency r pririty wrk) the crew will cmplete a green sheet t recrd the activity and assciated wrk. The infrmatin written n the green sheet is later entered int the Citywrks WO recrd after the wrk is cmpleted. The Administrative Assistants then enter the infrmatin frm the WO frms and green sheets int Citywrks and clse the WOs as apprpriate. The Administrative Assistants use Citywrks sftware, which is integrated with the electrnic WCTS GIS database t attach the WOs t the related asset(s) s that the wrk histry ver time is recrded and managers can identify trends in wrk r asset cnditin ver time. The fllwing types f infrmatin are stred within the CMMS: Crrective Maintenance The WOs that are being lgged in Citywrks fr the WMD staff reflect crrective maintenance and are reactinary maintenance in respnse t a repair event, failure, r request. Based upn the current cnfiguratin f Citywrks, the Administrative Assistants must select the type f GIS asset (entity type) befre they can select the type f WO that is needed. The Crrective Maintenance wrk rder prcess is utlined belw in Figure 1. Figure 1 Crrective Maintenance Wrk Order Prcess Clean Water

13 Preventative Maintenance Preventative Maintenance (PM) is being cnducted by WMD crews, and it is identified and dcumented. The PM activities related t the cllectin and transmissin system are scheduled within Citywrks by supervisrs based n standard best practices r O&M maintenance guidelines fr the assets in questin. The WOs generated by Citywrks are prvided t the field staff in paper frmat and the wrk is perfrmed as described in Figure 2 belw. Figure 2 Preventative Maintenance Wrk Order Prcess Prcess fr Preventive Maintenance Wrk Orders Superintendent and Supervisrs Distribute PM WO t Maintenance Crew WCTS Maintenance Staff Cmplete PM and Recrd WO Infrmatin Administrative Assistant Print Asset Specific PM WO (autgenerated in Citywrks) Enter Data int Citywrks and Clse PM WO TIME Citywrks Autmatically Generates next PM WO Inspectins The WMD cnducts CCTV internal pipeline inspectins as well as dye and smke testing. The inspectin results are being tracked thrugh Citywrks, as utlined in Figure 3, and fllw-up WOs are issued when CCTV staff members identify an issue thrugh the inspectin prcess. WMD uses Granite XP sftware, by CUES, t cllect and stre the digital CCTV inspectin infrmatin that is then linked t the City s GIS database. Clean Water

14 Figure 3 CCTV Inspectin Prcess thrugh Citywrks SSO Respnse Currently, upn receipt f a handwritten SSO reprt frm frm field persnnel, an SSO WO is created in Citywrks and linked t an asset. In additin t inputting infrmatin in Citywrks, the Administrative Assistant types the same infrmatin frm the WO int a ntificatin frm (Micrsft Wrd template) frm the SCDHEC, creating a digital versin f the SSO Reprt. This reprt is then passed nt the Cmpliance Manager fr review, crrectin, apprval and final submissin t SCDHEC. Inventry The WMD warehuse uses the Strerm mdule as part f the Citywrks sftware. The prcess fr tracking and issuing stck is a manual ne and is nt dne directly frm the warehuse t the WO at the time f the event. Hwever, the prcess des result in the capture and tracking f issued stck fr each WO. The current prcess invlves the fllwing steps and is als utlined in Figure 4: Warehuse hands ut necessary parts/materials t the crews and dcuments n a sheet what is distributed t each crew. Warehuse takes the sheet and perfrms a "transfer" in Citywrks Strerm t mve each part frm the main WMD strerm t the applicable crew strerm. When clsing ut the WO the Administrative Assistants add the part frm the crew strerm t the Citywrks WO in rder t capture the use f materials/stck n the WO. Clean Water

15 Figure 4 Prcess fr Issuing Materials frm Warehuse t Wrk Order Clean Water

16 Sectin 4 Cmplaint Tracking IMS The Cmplaint Tracking IMS is driven by the fllwing sectin f the CD: Subparagraph 12.d.(iv) Cmplaint Tracking IMS. The IMS Prgram shall include a Cmplaint Tracking IMS t prvide managers the guidance t adequately assess and manage cmplaint infrmatin. The system shall utilize standard cmplaint frms used by persnnel and prvide fr supervisr review. While the system need nt be cmputer based, it shall be capable f feeding infrmatin int the Management IMS. 4.1 Cmplaint Tracking IMS Cmpnents As with the O&M IMS, the Citywrks CMMS sftware is the primary applicatin supprting the tracking and reprting f custmer cmplaints surrunding issues regarding the WCTS Cmputerized Maintenance Management System (CMMS) Cmpnent The City uses Citywrks by Azteca Systems, Inc. as its CMMS. The Wastewater Maintenance Divisin has been using Citywrks within the Department f Utilities and Engineering since The City s Custmer Care Center has been recrding custmer cmplaints in Citywrks since All wastewater-related cmplaints are ruted t the apprpriate WMD staff and fllw-up wrk rders are created in Citywrks, as needed, fr field staff t review and determine the cause and crrective actin fr the cmplaint. Wrk rders regarding cmplaints received by citizens thrugh the Custmer Care Center are then dcumented and clsed ut apprpriately within the Citywrks applicatin using the same crrective/preventative maintenance wrk rder prcess described in Sectin 3. Managers at WMD can then generate reprts utilizing Citywrks reprting functins t determine the number, cause and reslutin f custmer cmplaint driven wrk rders. Clean Water

17 Sectin 5 Metrics and Reprting WCTS managers and supervisrs btain metrics and reprts directly frm Citywrks regarding the amunt, type and frequency f wrk perfrmed in the WCTS. The reprts are in bth digital and paper frmat and utilize bth standard and custmized reprts within the Citywrks sftware. In additin, the WO events can als be viewed n screen directly within the GIS using the Citywrks interface t view the wrk perfrmed n a map. This allws O&M managers and supervisrs t identify and analyze trends in wrk frequency and/r lcatin. The fllwing are the reprts currently utilized by managers t track and analyize the wrk perfrmed in the system: Service Service calls received mnthly, quarterly, annually with respnse times included Inspectin Linear feet f lines cleaned Linear feet f CCTV Manhles Inspected Linear feet f lines smke tested Repairs/Installatins Mainlines repaired Service lines/taps renewed New taps installed Linear feet f new lines installed Rehabilitatin SSOs Linear feet f CIPP installed Manhles rehabilitated Linear feet f rt cntrl applied Linear feet f lines replaced Number f SSOs per mile f gravity sewer Number f SSOs pump statin related Number f SSOs capacity related Number f SSOs frce main related Number f SSOs grease related Number f SSOs rt related Number f SSOs tracked by vlume released Maintenance Activities by Type Crrective Clean Water

18 Preventative Emergency Clean Water

19 Sectin 6 Implementatin Schedule The implementatin schedule belw satisfies the fllwing sectin f the CD: Subparagraph 12.d.(v) An implementatin schedule specifying dates and actins. The City is already using the infrmatin management system prgrams described herein with the exceptin f the fllw: Table 2 IMS Implementatin Schedule Prgram Strerm cmpnent f Citywrks Descriptin The Strerm will nt be cmpleted until June 30, The data entry/reprting which is dependent n this feature will nt be implemented until June 30, Sewer Mapping Prgram Sewerbasin electrnic mapping will be implemented in accrdance with the submitted and EPA apprved Sewer Mappling Plan (July 2014). Clean Water