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Tangible Capital Assets For Asset Management

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					Tangible Capital Assets
For Asset Management
      15th Annual Ontario First Nations
         Conference and Tradeshow
             Aug 24 – 26, 2010

      David Watt, Manager of Asset Management
 Roland Bradshaw, Senior Asset Management Engineer
   Tanya Stephens, Asset Management Technologist
             Introductions
• Roland Bradshaw – Senior Asset Management
  Engineer
• Tanya Stephens – Senior Asset Management
  Technologist
• David Watt – Manager Asset Management
  Group
        Presentation Overview
• Part 1 – 8:30 to 10:00
  – PSAB vs Asset Management
  – What, when, why and where of Asset
    Management
  – Case Studies
• Part 2 – 10:15 to 11:45
  – Handling specific inventories
  – Tips and Tricks
  – Questions and Answers
        Asset Management at AE
• 25member staff team located
  in ON, AB, BC- 25 years in situ
  municipal experience.
• Skill sets – Engineering / IT /
  Geomatics
• Provide services and training
  in Asset Management and
  PSAB to over 400
  communities across Canada
                  Some of our clients
•   Regional District of Nanaimo
•   City of Nanaimo
•   Province of Saskatchewan
•   Ledcor Inc.
•   Ontario Power Generation
•   Abbotsford Mission Water and Sewer Commission
•   Towns of Taber, Nanton, Picture Butte, Stirling and Raymond, AB
•   Region of Halton, ON
•   City of Niagara Falls, ON
•   County of Brant , ON
•   MD 124 Lesser Slave Lake, AB
•   City of Yorkton, SK
•   Town of Fort Erie, ON
•   Etc…
            Why are we here
• Asset Management:
  – What
  – Why
  – When
  – How
• Asset Management Case Studies
• Address your questions and challenges !
• We will not ….....
           Talk about Elvis




The “King of PSAB”    The “King of Rock and Roll”
               Quote for the day
We have more information now than we can use, and less knowledge and
understanding than we need.
Indeed, we seem to collect information because we have the ability to do
so, but we are so busy collecting it that we haven't devised a
means of using it.

The true measure of any society is not what it knows but what
it does with what it knows.

Warren Bennis
              Some Key Terms
• Asset : Something I own and perform work on
• Resource: Something that I use to work on my assets
• Asset Inventory: A sustainable collection of current
  information on all my assets
• Level of Service: A quantifiable measure of the
  effectiveness of my management of assets using
  indicators
• Data Management: Management of Information for
  knowledge and better decision making
     Access to Information
For Better Decision Making !!!!!
      Asset Management Myths
• Asset Management requires
  expensive software !
• Is a GIS or complex database
• Requires assistance outside of
  your community
• My budget process will be
  automatic if I buy the right
  software
                        What ?
The effective management of things I own to assess, improve,
  maintain or decrease a predetermined customer service level
  balancing:
   – My available resources
   – My legislative requirements
   – My community expectations
To make the things I own last at the least possible cost !
                        Why ?




Some definitive service level and performance indicators
       The Real Reasons Why !
• Create a community infrastructure memory
  that exists irrespective of:
  – Staff or organizational changes
  – Provides meaningful information and a history
• Make the best use of limited resources
• Protection of community and environment
• Ability to create an evidence based business
  vs anecdotal plan for your systems
       The Real Reasons Why !
                (cont)
• Ability to monitor the impact of investments
  over time - value for money !
• Focus on the things that deserve attention
• Prolong the life of assets in the most cost
  effective manner possible
• Prevent retirement based loss of community
  infrastructure memory
                Asset Management
• What do I own ? – Asset Inventory
• Where is it ? – Mapping / GIS
• What condition is it in – Condition
  Assessments – ACRS                                           Limited funds
                                                                               Legislative
                                                                               Requirements
• How important is it – if it fails what        Political
                                                                                              Liability

  will happen – criticality / risk             Asset failure                                     Risk

• When do I need to fix it ?               Capital Replacements                               Service level

• What will it cost - Valuation
• Which one should I fix first –
  Prioritization
                                        PSAB 3150
                                        TCA Steps


      Inventory                  Valuation               Amortize           Manage ?



• Buildings                     • Historical cost
• Land                                               • Units of output     • Additions
                                • Reproduction       • Declining balance   • Disposals
• Equipment / Vehicles          • Replacement Cost
• Water / Wastewater Plants                          • Straight line       • Writedowns
                                • Appraisals         • Residual value      • Budgets
• Water / Sewer /
  Road Networks                                                            • Reporting
• Transit
• IT / Furniture + Appliances
                Doesn’t PSAB do that ?

                                                                              Financial
Inventory                 Valuation                Amortize
                                                                             Statement


                  Manage contributions, disposal, write downs etc..

                        Asset Management
                                                  Condition                   Manage
Inventory                 Valuation              Assessment                   Assets



            Manage additions, rehabilitation, replacements, removals etc..
                 PSAB Will
• Provide a statement of what you own.
• Provide a simplistic lifecycle assessment of
  your assets.
• Provide a statement of the amortized value of
  your assets.
                                                                                                                                            5000 Bridges in Saskatchewan
                                                                                                                                                                                        Bridge
                                                                                                                                                                               Future Replacement Value




                                                                          $70,000,000.00
                                                                          $60,000,000.00                                                                                                                                                                        Future Replacement
                                                                                                                                                                                                                                                                Value
                                                                          $50,000,000.00
                                                                          $40,000,000.00
                                                                          $30,000,000.00
                                                                          $20,000,000.00
                                                                          $10,000,000.00
                                                                                   $0.00




                                                                                           2010
                                                                                                  2016
                                                                                                                   2022
                                                                                                                                  2028
                                                                                                                                                 2034
                                                                                                                                                                 2040
                                                                                                                                                                               2046
                                                                                                                                                                                            2052
                                                                                                                                                                                                                                              Future Replacement Value




                                                                                                                                                                                                     2058
                                                                                                                                                                                                                         2064
                                                                                                                                                                                                                                2072
                                                                                                                                                                                                                                       2081
          City of Niagara Falls Watermains
                                   Cash Flow
                            Water Main - Replacement
$10,000,000
 $9,000,000
 $8,000,000
                                                                                    Town of Taber Alberta Infrastructure
 $7,000,000
 $6,000,000
                                                                                                                                              Town of Taber Infrastructure Costing Summary
 $5,000,000
                                                                                                                                                     Estimated Annual Expenditures
 $4,000,000
 $3,000,000                                                                          $600,000
 $2,000,000                                                                          $500,000

 $1,000,000                                                                          $400,000
                                                                                     $300,000
         $0
                                                                                     $200,000
              20    2   2   2   2   2   2   2   2   2   2   2   2   2
                 02 034 041 047 057 063 069 075 081 087 093 099 105 111              $100,000
                                                                                           $0
                                                                                                                                                                                                                                                                         Min Annual Expenditure




                                                                                                  Water Distribution



                                                                                                                       Collection Network
                                                                                                                                                                                                                          Min Annual Expenditure




                                                                                                                                            Collection Network

                                                                                                                                                                   Sidewalks


                                                                                                                                                                                      Road Network
                                                                                                                          Wastewater




                                                                                                                                                                                                      Alleys and Lanes
                                                                                                      Network



                                                                                                                                                Stormwater
                  PSAB (cont)
• PSAB financial statement will NOT allow me to
   – Better manage my assets / infrastructure
   – Benchmark my asset performance against others
   – Accurately predict replacement and rehabilitation
• PSAB can be the starting point for Asset
  Management !
• Asset Management factors in condition, risk and past
  performance to drive improved decision making
         Example
PSAB VS Asset Management
     Saskatchewan Highways
     Bridge Valuation (PSAB)
Strategic Asset Management Plan
                            Work Plan

• Consistent with Infraguide
  – What do we own - Inventory
  – What is the risk versus value* - AM
  – Where is it* - Mapping
  – What is it worth - PSAB
  – What condition is it in – AM
  – What needs to be done and when - AM
   *Supplemental conditions added by AE Staff
    for the purposes of the study
                What do you own
              (Bridge and Culvert Data Review)



• ~ 1800 Culverts
• ~ 2100 Bridges
• Saskatchewan Highways had/has an inventory
          What is the Value (2006)
• Conventional Bridges + Timber > 10 m in length
   – $ 2500 per square metre of deck surface.
   – + $25,000 in disposal (Timber)
• Timber Bridges < 10 m in length*
   – Assumes replacement with twin 2000 mm diameter culverts.
   – + $25,000 in disposal costs
   – $ 140,000 per structure
• Culverts
   – Assumes replacement costs per unit metre / mm diameter.
• Total Bridge Inventory Value ~ $565 M
• Total Culvert Inventory Value ~ $ 61 M (estimated
                              Bridge Valuation


                                      Bridge Valuation Scenarios


                                                                                          Capital Investm ent
 Life     Total Replacem ent Value Depreciated Value Future Replacem ents    Backlog           Required


75 year        $536,195,671          $239,952,750        $503,514,081       $32,681,590          $190,498,517


60 year        $536,195,671          $175,629,279        $484,608,328       $49,607,418          $271,099,057
         How long does it last ?
• Bridge life 60 and 75 years
• Culvert life 35 and 50 years
            PSAB / Lifecycle Based
               Spending Plan
• Assumes all structures will fail @ life + one day
• Not enough funding to replace on a lifecycle basis –
  preserve critical structures !
                                                                                Bridge
                                                                       Future Replacement Value




           $70,000,000.00
           $60,000,000.00                                                                                                          Future Replacement
                                                                                                                                   Value
           $50,000,000.00
            $40,000,000.00
            $30,000,000.00
            $20,000,000.00
            $10,000,000.00
                     $0.00
                             2010
                                    2016
                                           2022
                                                  2028
                                                         2034
                                                                2040
                                                                       2046
                                                                              2052




                                                                                                                 Future Replacement Value
                                                                                     2058
                                                                                            2064
                                                                                                   2072
                                                                                                          2081
         Asset Management Plan
• Risk Analysis – who uses the bridge and how often
• Funds should be spent on those most used


                            Risk and Priority Factor


                                                       Grain Haul Route


                       5%                              Road Class
                 10%
            5%
                                                       TAADT


          10%                                  50%     AADT


                 20%                                   Structure Age


                                                       Proximity to Populated Areas
                                                       (RM)
         What condition is it in?
               (Pilot Bridge Inspections)


• No comparative condition information
  available
• Small sample inspected and average condition
  by age / type of structure assessed
• Applied to spending plan
• We did not have “all the information”
       Value Versus Risk and Condition

                                                        Bridge Inventory
                                                  Total Value by Rating Group


$160,000,000.00
$140,000,000.00
$120,000,000.00
$100,000,000.00
 $80,000,000.00     Start with these
 $60,000,000.00
                                                                                               Replacement Value
  $40,000,000.00
  $20,000,000.00
           $0.00
                   73
                         60
                              55
                                   49
                                        43
                                             37
                                                   32



                                                                           Replacement Value
                                                        27
                                                             22
                                                                  10
                                                                       5
                               Rating




                        Increasing importance !
             Lessons Learned
• Not enough funding to replace on a lifecycle
  basis – preserve critical structures !
• Inspect more frequently – spend a little repair
  money now to prevent replacement later.
• Inspection information should be comparative
• Remove those not required
Back to the Process !
                      What
• Asset Management Principles can be applied
  to virtually all assets:
  – Water , wastewater, facilities, dams, dykes,
    housing etc..
  – Asset must have a significant value and or present
    a risk.
  – Monetary value <> value to the community !!!
  – Must be “tangible” and “measurable”
                         When
• Start now !
  – Current PSAB report first milestone in Asset Management.
  – PSAB regulations and reporting may be altered to reflect
    performance “condition” based funding in the future
  – Ability to present solid business cases for investment and
    funding in your infrastructure.
  – Identify rehabilitation opportunities vs costly capital
    investments.
  – Better decision making to avert High Profile Failures
             How Do I Start !
• You already have !
• You do every day but not in a structured /
  systematic format !
• Resources
  – PSAB Statement – “Inventory”
  – Asset Condition Reporting System – “Conditions
    and Priorities”
  – OPERATOR AND COMMUNITY EXPERIENCES !
              The First Thing !
• Value through cooperation
  – Form user groups
  – Share collective experiences and challenges
  – Share solutions
  – Retain expert services together – reduce cost
  – Share ongoing costs – staff, software and
    otherwise
          Recognize Value
        PSAB + AM Approach
• Approximately 5-10% more effort to add AM
  related information at inventory stage.
• PSAB inventory build without AM component
  is a missed opportunity.
• PSAB is an annual requirement
• AM is a tool to use everyday
            PSAB + AM Approach
• PSAB demands a significant
  amount of research.
• Add key values for Asset
  Management as part of your
  research:
   – Material
   – Condition
   – Past Failures
   – Operator Experiences
   – Drawing references
• References : www.sasktca.ca
                   Asset
               Inventory Data

• Create your inventory in a separate sheet.
• Copy or link your inventory data to the PSAB
  Asset Register.
              Inventory Creation
• Create an asset management excel sheet
• Use standard abbreviations everywhere i.e. CON, CONC,
  Concrete ?
• Number a map with the location of your assets – hard to find
  now – much harder to manage later !
      • Sketch !
      • Existing Paper maps
      • Scanned maps – Adobe Acrobat
      • Digital map – Autocad / GIS $$$
• Make sure condition is comparative and on a predefined scale
Location, location, location !!!
                    • Replacement of
                      200 mm diameter
                      watermain on
                      Main Street
                    • Multiple
                      watermains of that
                      size / Main Street
                    • Visual Reference is
                      key
    Saskatchewan Example
        City of Yorkton
Sidewalk Management and PSAB
           Valuation
            City of Yorkton
   Sidewalk Inventory and Valuation
• PSAB Assignment
  – Inventory of all sidewalk assets from historical
    records
  – Determine current and historical value
  – Replacement value ~ $21M
  – Annual Capital Spending ~ $ 100,000
  – Life span = $21M / $85,000 = 247 years
  – Above analysis does not tell you “what to fix and
    when”
PSAB Deliverable
    Sidewalk Inventory and Valuation
         + Asset Management
Additional Tasks
  – Assess overall condition
  – Assess risk and prevent future financial loss
  – Assess replacement service levels
  – Provide a replacement planning tool
              Asset Management
                  Deliverable
• PSAB statement
  plus
  – Condition
    inspections.
  – Criticality
  – Visualized in GIS
  – Simplification of
    results
                   Results
• Increase spending – current budget is not
  sustainable
• Repair plan aimed at worst sidewalks in most
  travelled areas versus oldest sidewalks or
  “worst first”
• Better tracking of failure mechanisms
• Coordinate replacements with other
  infrastructure
• NOT FIX WHEN IT FAILS !!!!
Health Break !!!!!!!!!!
Building an Asset Inventory
    The Fundamentals
             Remember Above All !
• Assets can depreciate, deflate and the amortization can be
  ACCOUNTED FOR in a linear fashion
• Assets do not DETERIORATE at uniform rate due to:
   –   Method of construction
   –   Environmental conditions
   –   Load applied on them
   –   Preventative Maintenance !
• Calvin could manage all of Canada’s infrastructure with little
  help !
• I know that off the top of my head – your successor won’t !
           Service Life vs Useful Life
                  And Value

• Useful Life <> Service Life
• 75 Years <> 600 BC
• Cloaca Maxima (Rome) –
  2500 years and still
  operating
          Presentation Overview
•   Asset inventory tips and tricks
•   Why don’t we just buy software ?
•   Getting it together !
•   Where to start
•   External resources
•   Specific asset examples
                Asset Inventory
                “Tips and Tricks”
•   Keep it simple – you will have to maintain it !
•   Add detail later as the business need arises.
•   Identify every asset uniquely
•   Identify the relative location of every asset
•   Always look for existing information before
    conducting field surveys
              Asset Inventory
          “Tips and Tricks” (cont)
• Nothing will ever be perfect – get used to it !
• Overall success is a collection of small
  successes.
• Focus and accountability on one “thing” or
  one asset class at a time.
            Asset Inventory
        “Tips and Tricks” (cont)

• Define the update and maintenance
  procedure before the inventory build !
• Form a team with the staff that operate and
  maintain the assets in your community
• Expand and add detail as required
           Commitment

Realize the commitment involved in not just
           building the inventory
       but maintaining the inventory

         The commitment involves
           All Staff, All the time
        Why Asset Inventories
           Typically Fail !
– Value to users not stressed at the outset
– Too much data or too much detail
– Functional need before asset build is not stressed
– Communication – operations and administration ?
– Stressing large vs small functional successes
– Information upkeep after the project – the “new
  normal”
    Let’s just buy some software !

• Protect Your Information
• Beware of “black boxes”
• No one system or piece of software will fulfill
  all municipal data requirements
• Implementation Cost = 3 X Software Cost
    Let’s just buy some software !
• Many systems are failing to deliver on promises
• Research, research and more research on the “happy
  customer base”
• Learning curve
• Staff requirements to keep the gorilla fed
• Ongoing costs and long term contracts
• Take a test drive !
• Will it work with the rest of our systems ?
             Retaining Outside
            Consulting Assistance
• Be clear on scope of project – what’s included –
  more importantly what is not ?
• Be clear on data ownership after project completion
• Aligned with one software provider – STAY AWAY
• Get project deliverables in a format that you
  understand and can use !- (Excel)
• References, References and References
Where to start ?
Document the process !
                Where do I start
          The path of least resistance !
• General Arrangement Plans of water, sewer and road
• External Engineering Consultants for their records:
   –   Infrastructure Master Plans
   –   Development / Planning Studies
   –   Water and Sewer Models
   –   Autocad plans of your infrastructure
   –   Traffic impact studies
   –   Pavement Assessments
   –   Recent surveys
   –   Bridge Assessments
   –   CCTV Inspections
              Other Resources
•   Provincial, Regional and Federal Information
•   Asset Condition Reporting System Reports
•   PSAB Inventory
•   Legacy operators of your systems
•   Past public works staff
General Arrangement Plan
Linear Infrastructure
                   Asset
               Inventory Data

• Create your inventory in a separate sheet.
• Copy or link your inventory data to the asset
  register.
                 Inventory Creation
• Create an excel sheet with the information shown
• Use standard abbreviations for materials everywhere
  i.e. CON, CONC, Concrete ?
• Number a map with the location of your assets – hard
  to find now – much harder to manage later !
      •   Sketch !
      •   Existing Paper maps
      •   Scanned maps – Adobe Acrobat
      •   Digital map – Autocad / GIS $$$
• Capture only that which is relevant
Location, location, location !!!

                    • Replacement of
                      200 mm diameter
                      watermain on
                      Main Street
                    • ??????
                    • Visual Reference is
                      key
Roads
              Road / Transportation
• Linear road component Assets
   – Road Surface
   – Road Base
• Singular road assets
   –   Bridges
   –   Culverts
   –   Signage
   –   Traffic Control
   –   Street Furniture
• Valuation is discretionary based on road type - $ / metre
  squared !
• Asset registry should be segmented by intersection or change
  in road class ?
    Road Numbering / Segmentation

• Road sections to be numbered intersection to
  intersection unless
   – Road class or material of construction changes.
   – Ownership changes – create a break !!!
• Add a prefix to identify the other potential service
  areas or operators if necessary
   – i.e. owned by you, maintained by another
• All Asset Id’s must be unique !
                 Required Information for
                  Road Asset Inventory
•   Asset ID – Road ID
     – From Street ID + To Street ID
•   Asset Class
•   Construction Date                       Valuation is on a
•   FULL ROAD NAME                          M2 basis
•   Location
•   Provincial Road Class, (if available)   Gravel Roads – one cost
•   Length                                  Paved Roads – two costs
•   Width
•   Surface type
•   Base type
•   Road Condition
•   Road Class
•   Unique Drawing number reference
•   Traffic volumes
               Required Information
                 Culvert Inventory
•   Asset ID – Culvert ID
•   Asset Class
•   Year Constructed - Amortization   Valuation is on a
                                      Valuation is on a
                                        / diameter / x length
                                      $ per diametermetre basis
•   Road name
•   Location
•   Length - Valuation
•   Diameter – Valuation
•   # of pipes
•   Material – useful life ?
•   Shape
•   Crossing Type
                  Required Information
                    Bridge Inventory
•   Asset ID – Bridge ID
•   Asset Class
•   Construction Year - Amortization
•   Location                              Valuation is on a
•   Length - Valuation                    M2 basis of deck by
•   Width - Valuation                     Bridge type
•   Superstructure material - Valuation
•   Substructure material - Valuation
•   Surface material - Valuation
•   Bridge Condition
•   Crossing type
•   Drawing Reference
•   Load Restrictions
         Traffic Control / Signs / Street
                    Furniture
• Signs are assumed as implicit to Road assets !
• Traffic control
   – Lights
   – Control Systems
• Street lights – talk to your auditor !
• All are valued singularly based on standard types
• Create a SIMPLE Asset listing
   –   Asset ID
   –   Asset Class
   –   Asset Description
   –   Year of Construction
   –   Condition
Water
                             Water
• Linear water assets
   –   Watermain
   –   Hydrants
   –   Large system valves
   –   Services
• Value these inclusive of all components
   – $ / per diameter / unit metre
• Asset registry should be segmented by valve to valve
  or junction
• Also segment if diameter / material changes !
                  Required Information
                    Water Inventory
•   Asset ID – Watermain ID
•   Asset Class
•   Year Constructed                         Valuation is a
                                         Valuation is on on a
•   Location                                 diameter / metre basis
                                         $ / $ per diameter x length
•   Length
•   Diameter
•   Drawing number
•   Material
•   Previous break record
•   Visual inspection at site of break
•   Leakage
•   Pressure / Fire Flow ?
Sanitary / Storm Sewer
        Sanitary / Storm Sewer
• Sewer line component assets
  – Sewer line
  – Manholes
  – Service Laterals
• Value these inclusive of all components
  – $ / per diameter / unit metre
• Asset registry should be segmented by
  manhole to manhole section.
Sanitary / Storm Sewer Segmentation

                    SA-4

                             SA-3
         SA-1      SA-2




    In the direction of flow !
    Upstream to Downstream
     Sanitary / Storm Numbering
• Number sanitary and storm segments in the
  direction of flow
• Add a prefix to identify the system in the asset
  register
  – Sanitary – SA
  – Storm – ST
  – Forcemain – FM
• All Asset Id’s must be unique !
             Required Information for
               Sanitary and Storm
                 Asset Inventory
• Asset ID – Sewer line ID
    – From Manhole ID + To Manhole ID
•   Asset Class
                                        Valuation is on a
•   Construction Year                   $ / diameter / metre basis
•   Length
•   Diameter (W+H)
•   Location
•   Slope
•   Shape
•   Material
•   Unique Drawing number reference
•   CCTV report / visual condition
Facilities
                          Facilities
• Infrastructure facilities
   –   Water treatment plants
   –   Wastewater treatment plants
   –   Pump stations – water & sewage
   –   Reservoirs
   –   Storage tanks
   –   Lagoons
   –   Water supply facilities – wells, intakes
   –   Communal septic systems
                 Other Facilities
•   Fire stations
•   Playground
•   Recreation centres
•   Arenas
•   Administration and works buildings
•   Curling rinks
•   Golf courses
•   Etc…
                      Facilities
                  Required Inventory
• Detail will depend upon the level that you wish to
  manage to.
   – Singular “bomb drop” register entry and cost based on
     capacity. $ per L/s etc..
   – Functional pooled component level
      •   Structural + building envelope
      •   HVAC
      •   Roofing
      •   Land
      •   Etc..
                   Facility Detailed
                 Component Inventory
•   Asset ID – Asset “tag”
•   Asset class
•   Purchase cost
•   Purchase Date
•   Useful life
•   Location Description
•   Drawing number
•   Vendor
•   Condition
•   Manual
•   Photograph
•   Floor
•   Room
          Facility Specific Issues
• Tags !
• Understand that you may have many items < Capital
  Threshold
• Items may < Capital Threshold but may be critical to
  operation !
• Locate items on drawings where possible on
  drawings
• Many like items in a limited space or footprint !
LAND ?
          Sources for Valuation
• Historical capital works tender documents
• Pool your resources with your neighbours
• Local Engineering consultants – many clients – many
  projects
• ONLINE !
• Product Catalogues
• Purchasing documents
• Provincial Ministries
          Inventory Maintenance
•   The NEW NORMAL
•   Someone has to be singularly accountable
•   One person day per month after initial effort.
•   Regular audits
•   Standard Operating Procedures, (SOP), for
    new staff
                    External Inventory
                      Data Providers
                   Reducing Your Effort
• Supply a template to:
   –   Equipment suppliers
   –   Developers
   –   Engineering Consultants
   –   Contractors
   –   Service Providers
• No statement – no holdback (25%)
• Get inventory and valuation in YOUR format of
  choice.
     Sources of Age Information
• Adjoining infrastructure
• Plans of subdivision
• Staff
          Field Data Collection
• Do not SURVEY !
• Using a GPS
  – 3 metre accuracy
  – Try before you buy
  – Check against known positions available from the
    province before beginning your survey
Geographic Information Systems
             (GIS)

  This                To This
GIS
      Desktop – “Nerd Users”

      WEB – Everyone Else
          Another Example
PSAB 3150,
Water System
Assessments,
Municipal Asset
Information System
Northern
Saskatchewan
                Three Components
• Component 1A: Complete asset inventory for PS 3150 compliance
• Component 1B: Prepare WSA’s of water and sewer systems in
  Northern Saskatchewan
• Component 2: Concurrent with the PS 3150 work, implement a
  Northern pilot project of the data collection for the MAIS initiative
• Component 3: Develop the MAIS Basic database, Geographic
  Information System (GIS), and import/export tools at the provincial
  level.
• BLEND ALL OF THESE TOGETHER TO CREATE
        “COMMUNITY INFRASTRUCTURE MEMORIES”
Work Plan: Weyakwin Pilot
         Project
              • Pilot community:
                Northern Hamlet of
                Weyakwin
              • Purpose: Ensure all
                team members aware of
                the infrastructure and
                level of detail required
                for the project
     Challenges: Data Collection & Processing

•   PS 3150 assigns a Tangible Capital Asset threshold
•   $5,000 per item for this project
•   Future use of information for asset management may
    require asset criticality to be considered
Data Collection: Model &
       Serial No.

            • To help determine
              “useful life” and
              “condition”,
              inspectors
              photographed model
              and serial number
              plates
            • Some were more
              readable than
              others!
Data Collection: Onsite Drawings/Info



                   • Data inspectors
                     collected information in
                     the community offices,
                     eg.
                      – Engineering drawings
                      – Insurance documents
                      – Reports of damage and
                        failure
                Data Collection:
   Water                 Wastewater




 Buffalo Narrows             Denare Beach

Buildings                  Roads




   Ile-a-la-Crosse           Michel Village
                 Data Collection:
Playgrounds           Communications




                              Camsell Portage
    Bear Creek
   Docks                  Cemeteries




                             Cumberland House
  Brabant Lake
                Data Collection:
 Land Fills               Fleet




     Jans Bay                 Creighton


Recreation                Fencing




                           Patuanak
        La Loche
             Data Collection:

Offices                         Storage Tanks




 Sled Lake                                Uranium City




              … among others.
                  Results
• For each community:
  – PSAB statement
  – Asset Management
    System
  – Mandatory WSA
                                             The Value !

Weyakwin staff
   “The information contained in the asset management system really helps the staff to determine what is
                           important to maintain and have replacement parts for !”

Unknown
The GIS / mapping system provides an overall map of the community that wasn't previously available to Public
        Works Staff that allows us to plan what we do work more effectively. Our operator left for another
                                        community and he knew everything.

AE Project Manager
   information compiled will enable consulting firms to prepare future studies with more accuracy; and cost
                      efficiencies for future reports should be recognized by the community

AE Field Inspection Team
From an operator point of view, the nature of this project has helped bridge any previous gaps that may have
     been between Public Works and Administration within the communities, as they had to work together in
     order for us to collect the required data.
                                       The Value
LaRonge Administrator
“The detailed list of assets provided to the community allowed us a better understanding of what we owned !”
 " I forgot we had that. It was a trash pump used for pumping water in wet years, brand new, never used worth
                                                    approx. $10-15,000“
Administration Staff in Most Communities
  “I didn’t really have an appreciation for all of the things that we owned, their importance to the community
             and their value prior to the project. I knew there was a funding gap but now I can quantify it.”
                 Wrap Up !
•   Start simple
•   Expand information as required
•   Software is not the answer
•   Learn from community experiences
•   Stick with it !
                    Thank You
                    Questions
David Watt, Manager Asset Management Group, wattd@ae.ca

Dr Roland Bradshaw, Senior Asset Management Engineer, bradshawr@ae.ca

Tanya Stephens, Asset Management Technologist, stephenst@ae.ca

Associated Engineering
Asset Management and Applied GIS
Suite 208 – 110 A Hannover Drive
St Catharines, ON
905 346 0990
www.ae.ca

				
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