A Small City’s Story of
Implementing a
Work Order and
Asset Management System
American Public Works Association
2013 Congress
August 28, 2013
Introductions
Public Works Department
City of Colleyville, Texas
Bob Lowry, P.E.
Beth Wimpy
Director
Asst. to the Director
Laying the Groundwork for a Better Tomorrow
WHY a Work Order and
Asset Management System?
Have organized and readily‐available information
Save money by work planning
Maintain quality service
Protect investments through planned maintenance
Increase proactivity – decreases reactivity
Reduce risk of failures/unplanned incidents
Educate public and decision makers
Secure funding through real numbers
Reduces funding “waves”
Helps prioritize projects
Learning Objectives
1. Determine the agency’s unique goals in
implementing a work and asset
management system
2. Identify what to consider while selecting
software
3. Implement change with the least
resistance
The City of Colleyville
“Small‐town” city in the middle of the DFW Metroplex
Population ~ 25,000
13.1 square miles
What We Have
Two traffic signals
300 lane miles of public streets
130 miles of sidewalks
19 bridges
Over 2,500 signs
9,200 water service meters
Three elevated storage towers
162 miles of sewer mains
2,940 manholes
2 lift stations
1,274 drainage curb inlets
Public Works Department History
Aging infrastructure with no CIP
Expectations of high customer service
Previous “silo’s” in Public Works Department
LEARNING OBJECTIVE #1:
Determine the agency’s unique goals
in implementing a work order and
asset management system
(What do we really need
this system to do for us?)
What We Wanted to Know
About What We Thought We Had
Where is it?
What condition is it in?
How are we maintaining it?
How much does it cost to
maintain?
How do we develop plans to
replace it?
What We Didn’t Have
Single system to track assets
Work order tracking/costing
WHICH SHAPED OUR GOALS
So What Were Our Goals?
INITIAL GOAL:
A single system to track assets and the costs of
work associated with maintaining those assets
So What Were Our Goals?
EVENTUAL GOAL:
Move from tracking to managing!
Real asset management!
True work management!
Know the real cost of doing business!
LEARNING OBJECTIVE #2:
Identify what to consider
while selecting software
(What bells and whistles will
help us achieve our goals?)
What We Didn’t Need
Payroll system
Integration with financial system
Inventory management system
Citizen portal
Document management system
Fleet management system/integration with
fuel system
Capital project management system
Features Desired
Easy implementation and use!
Web‐based
GIS‐centric
Single platform for a range of assets
and multiple activities/work types
Robust reporting
Affordability!
Selection Process
Researched available options
Created short list of
requirements and vendors
Product demonstrations
Test drove
Found “the one”
The “Thing” to Know is….
Carefully choose your bells and whistles!
Ch‐ch‐ch‐Changes!
LEARNING OBJECTIVE #3:
Implement change with the
least resistance
(How did we keep our guys
from having a conniption?)
Understand What Really Happens
Field work to understand
and see first‐hand what
goes on in the field
Talk to the subject matter
experts – the crews!
Not New for the Sake of New
Customized work order forms to mimic old
forms when possible
Customized Work Order Forms
Another example…
Test It!
Test work order entry and close‐out
One Step at a Time
Drainage MaintenanceDitch Cleaning and Maintenance Inlet Cleaning Street Sweeping TV Inspection (Including Prep Cleaning)
Non-Work Order Activities
Assist Other Crews Mail Runs Miscellaneous Administrative ROW Maintenance Supplies and Parts (Non WO-Related) Training
Vehicle Checks and Maintenance
Routine Cleaning
Hotspot – Monthly Hotspot – Quarterly Routine Cleaning
Signs and Markings
Street Signs – Fabrication Street Signs – Install/Repair Street Signs – New Logo Signs – Install/Repair School Zone Signal Lights Striping Traffic Counts Stormwater Management
Inlet and Outfall Inspection Mosquito Control Street Maintenance Crack Seal Curb/Gutter Repair Debris in Roadway Graffiti Removal Ice/Snow Removal Inspection Pavement Cut Restoration Pavement Markings Sidewalk Repair Standing Water Complaint Street Repair (Base Failure – Reconstruction) Street Repair (Pothole Repair – Under 2’ Diameter) Street Repair (Spot Repair – Over 2’ Diameter)
Utility Support
ROW Inspector – Certificate of Occupancy ROW Inspector – CSI/Backflow Inspection ROW Inspector – ROW Permits/Line Locates Meter Services Worker – Meter Box Replace Meter Services Worker – Net Set (Meters) Meter Services Worker – Replace Meter Meter Services Worker – Replace Meter Lid Meter Services Worker – Service Orders Pump Maintenance Operator – Facility Maintenance (Asset-Related)
Pump Maintenance Operator – Flushing Pump Maintenance Operator – Lift Station Inspection Pump Maintenance Operator – Tank Inspection Pump Maintenance Operator – Water Quality Pump Maintenance Operator - - Water Samples Pump Maintenance Operator - - Water T
Wastewater
Cleanout Locate Cleanout Repair Lift Station Repair/Maintenance Manhole Locate Manhole Repair Repair Sewer Main Repair Sewer Service Sewer Stoppage TV Inspection
Water
Fire Hydrant Maintenance Landscape Restoration Repair Service Line Replace Meter Valve Maintenance Water Main Repair Water Tap
Again, One Step at a Time
Didn’t implement all activities/ forms at one
time:
Daily
Activity Log
Work Order
Type 1
Work Order
Type 2
Work Order
Type 3
More Customization
Created our own “help” manual
Defined
Goals
to
Determine
Needs
.
Then managed
Change.
Where We Stand
We Use Maps
Consistency
Sequencing work on assets
Ensuring we get every asset, every time
Reporting
(“Knowledge = Power”)
How much do we spend on an
average backflow assembly test?
What is the average cost – in
labor, equipment, and materials –
to fill a small pothole?
What percentage of a particular
crew’s time is spent on “non‐
work order” activities?
Knowing Our Costs =
Fixing Our Weak Spots
Administrative Efficiencies
Ability to map citizen
requests for our major
concrete repair program
Queries to find the last time
we worked at a particular
address
We can know which crews
have more “admin” (non‐
work) time logged
And on and on and on…..
Activities Implemented
Drainage MaintenanceDitch Cleaning and Maintenance Inlet Cleaning Street Sweeping TV Inspection (Including Prep Cleaning)
Non-Work Order Activities
Assist Other Crews Mail Runs Miscellaneous Administrative ROW Maintenance Supplies and Parts (Non WO-Related) Training
Vehicle Checks and Maintenance
Routine Cleaning
Hotspot – Monthly Hotspot – Quarterly Routine Cleaning
Signs and Markings
Street Signs – Fabrication Street Signs – Install/Repair Street Signs – New Logo Signs – Install/Repair School Zone Signal Lights Striping Traffic Counts Stormwater Management
Inlet and Outlet Inspection Mosquito Control Street Maintenance Crack Seal Curb/Gutter Repair Debris in Roadway Graffiti Removal Ice/Snow Removal Inspection Pavement Cut Restoration Pavement Markings Sidewalk Repair Standing Water Complaint Street Repair (Base Failure – Reconstruction) Street Repair (Pothole Repair – Under 2’ Diameter) Street Repair (Spot Repair – Over 2’ Diameter)
Utility Support
ROW Inspector – Certificate of Occupancy ROW Inspector – CSI/Backflow Inspection ROW Inspector – ROW Permits/Line Locates Meter Services Worker – Meter Box Replace Meter Services Worker – Net Set (Meters) Meter Services Worker – Replace Meter Meter Services Worker – Replace Meter Lid Meter Services Worker – Service Orders Pump Maintenance Operator – Facility Maintenance (Asset-Related)
Pump Maintenance Operator – Flushing Pump Maintenance Operator – Lift Station Inspection Pump Maintenance Operator – Tank Inspection Pump Maintenance Operator – Water Quality Pump Maintenance Operator - - Water Samples Pump Maintenance Operator - - Water T
Wastewater
Cleanout Locate Cleanout Repair Lift Station Repair/Maintenance Manhole Locate Manhole Repair Repair Sewer Main Repair Sewer Service Sewer Stoppage TV Inspection
Water
Fire Hydrant Maintenance Landscape Restoration Repair Service Line Replace Meter Valve Maintenance Water Main Repair Water Tap
