In Brief

This blog post is the last part of our three part series on CMMS Software. This blog post describes how to set up a demo with CMMS questions and recommends questions to ask during the demo. It also discusses CMMS pricing and technical support.

Making contact with CMMS companies 

Once you have a short list of CMMS software companies, you’ll want to call them and set up a demo. During your initial phone call describe your system and what your software needs are. The companies can then tailor the demo to focus on the features your utility is interested in.  You should be aware of other available features for possible future use. 

During the demo, view each feature on your list, both essential and optional. Also think about functionality and ease of use throughout the demo; does the feature seem user friendly? As each feature is shown, be sure to ask any questions you may have. For example, if preventative maintenance is on your list, make sure the software supports preventative maintenance as your utility would use it. Does the software do calendar-based preventative maintenance or is it based on hours of run time or odometer readings or a combination? Can you create corrective maintenance work orders from failed inspections? The more prepared you come to a demo, the more you will get out of it and the easier it will be to pick the right CMMS software.  

API 

During the calls with the CMMS companies you will likely hear the acronym API. Application programming interfaces (APIs) extend the power of your CMMS and let it talk to other computers, applications, equipment etc. Many companies may not have a specific feature as part of their software initially but can use an API to integrate that feature if necessary. For example, some CMMS software does not integrate SCADA data. However, there are companies that have the capability to use an API to integrate SCADA data into their software. Be aware that the use of an API will likely be an additional cost. 

Price 

Each CMMS software will have a different pricing scheme. Pricing may be available on a company’s website, but more often you will have to request a price estimate. Do this early on so you know if the software is within your budget. To receive an accurate estimate, companies will request part or all of the following information: gallons per day, number of connections and/or number of users. They may ask for the total number of users or ask for the number of concurrent users. These can all effect the price of the software. The cost of the software is usually subscription or licensed based. If it is subscription based, some companies will allow you one month free out of the year if you pick an annual subscription rather than a monthly one. The subscription or license costs will not be the only fees you pay. The questions below can help you find out about any hidden costs.  

Potential questions to ask: 

1. How much are onboarding and training fees? These usually depend on how large the setup is, number of days someone from the company has to be at the utility etc. 
2. Does the license or subscription fee stay the same or increase every year? 
3. Is there a cost to importing and integrating data into the system? 
4. Is there an additional cost for technical support? 
5. Is there an additional cost for upgrades? 
    

Request for Proposals 

As a water utility, you may be required to write a Request for Proposal (RFP) instead of having your team select a CMMS software. It is still important to follow the steps outlined in the CMMS part 1 and part 2 blog posts because they will help you gather all the information you need to write an RFP. A well written RFP will be specific and that will ensure that only companies with software that fulfills requirements on your essential features list will submit a proposal.  

Technical Support  

Another vital piece to CMMS selection is understanding the company’s technical support. All companies should provide some type of technical support, but the type may depend on whether your software is cloud-based or on-premise. If the software is cloud-based, most technical problems can be solved remotely. If the software is set-up on-premise then there is a higher likelihood someone would have to travel to you to fix issues. The questions below can help you gage the level of technical support you will receive.  

Potential questions to ask: 

1. How does technical support work? Is there around the clock support?
2. Do you provide instructional videos, in-software guides, live chat? 
3. How are upgrades done?   

Once you have talked to the top companies on your list and seen their demos, compare them. You can also go online and look at software advice websites that you can use to read company reviews. Buying the right software for your utility can be an intimidating activity, but defining your goals and knowing the right questions to ask will make you well prepared to navigate the process.  

Links to Part 1 and Part 2

Part 1: http://southwestefc.unm.edu/computerized-maintenance-management-system-cmms-part-1-of-3/

Part 2: Coming Soon

In Brief: This blog post is the second part of our three part series on CMMS Software. This post details how to research CMMS companies and who to involve in that process.

How to pick the right CMMS software (geared towards small water utilities) 

You’ve decided your utility needs CMMS software, but how do you go about picking the right one? The more you know about the needs of your utility, the better prepared you will be to pick the right fit. The first step is to define your goals and expectations for the software. Below are some questions to help you start thinking about what your system may need from CMMS software.  

• Do you want to be able to track all your work orders? 
• Are you looking to do preventative maintenance? 
• Do you want to manage your parts inventory? 
• Do you have SCADA or GIS data? 
• Do you want to be able to access information in the field? 

Once you have defined your goals, create a list of features the CMMS needs to have to help you achieve these goals. Split the list into essential features versus optional features. As a small system, many CMMS software’s will do more than your utility needs and you don’t necessarily want something that comes packed with thousands of features. You can save money by knowing exactly what you want out of the software. It is also important to not exclusively focus on your current needs, you should also consider what your needs may be in 5 to 10 years. You do not want to outgrow your CMMS software. Below is an example of an essential features list and an optional features list created by a wastewater utility looking for CMMS software. 

Essential Software Capabilities  

• Asset Management Tracking 
• Asset Inventory 
• Cost Data 
• Maintenance Records 
• Generates Work Orders  
• Spare parts inventory tracking 
• Part name, location, quantity available, reminder to reorder via email 
• Communication with (future) SCADA systems  
• Communicates with tablets or smart phones for in-field updating and accessing (mobile option) 

Optional Software Capabilities 

• Clean user interface, easy to use 
• Connects horizontal assets (GIS based inventory) and vertical assets  

You should also consider whether you want your CMMS software to be cloud-based or installed on-premise to a desktop computer. Companies will only offer one or the other and there are advantages and disadvantages to both. A cloud-based system requires fewer upfront costs because you do not have to purchase the hardware for the CMMS to run on and your IT department does not have to set up and manage the server. A cloud-based system can also quickly implement updates and issues with the software can be solved remotely. An on-premise solution has better security and if your utility has data or regulatory requirements that force the data to stay on site then it will be the best option for you. All CMMS websites should indicate whether the software is cloud-based or on-premise.  

The easiest question to answer in your CMMS software research is who to involve in the selection process. Everyone! The most important people to engage are those already familiar with maintenance operations and facility managers. However, there is a high likelihood your billing and IT staff will also end up using the software in some capacity and their input is also valuable. Include at least one person from each department that will be using the system to ensure that everyone’s needs will be met.  

Once you have your two lists, start researching CMMS companies online. You can start by finding out what software similar sized utilities are using or see if there are any CMMS companies in your state. As you are reading through the information on each company’s website, make sure they check off all the features on your essential features list. After you have thoroughly researched companies, create a short list of companies, three to four, that could be a fit and call them to set up a demo. Demos are a chance for you to actually see how the software will fit your needs. Usually before a demo the company will ask about your goals so they can better tailor the demo to your needs. It is important to be prepared when you are calling companies that offer CMMS software because they are trying to sell you a product. To get the most out of the phone call and subsequent demo you need to know what questions to ask and come with information about your utility. The next blog post walks you through what questions to ask CMMS software companies once you’ve made contact. 

Links to Part 1 and Part 3 of this series:

Part 1: http://southwestefc.unm.edu/computerized-maintenance-management-system-cmms-part-1-of-3/

Part 3: Coming soon

In Brief

This blog post is part of our three part series on CMMS Software. This blog post is the first in the series. This blog post describes what CMMS software is and how your utility can determine whether or not it would be useful for your utility.

What is CMMS software?  

A computerized maintenance management system (CMMS) is a software designed to simplify maintenance management. Maintenance management is a necessity in a broad range of disciplines and CMMS software is able to serve fields ranging from manufacturing to energy to healthcare. With CMMS, companies or organizations can monitor work orders, quickly generate accurate reports, schedule repairs, create accurate inventory forecasts and easily determine which assets require maintenance and when. You may have also heard of enterprise asset management (EAM) systems. CMMS and EAM are actually different systems but are often referenced interchangeably. Both systems provide many similar features but EAM systems tend to be broader and more useful for larger companies.  

The goal of CMMS software is to improve organization, extend asset lifespans and reduce costs. It is there to help protect an organizations large capital investment. CMMS software cannot take the place of knowledgeable individuals but instead can help them prioritize and easily keep track of assets and labor. CMMS software’s core functionality includes preventative maintenance, asset management, work order management and inventory management. However, many additional features can be added.   

Does your utility need CMMS software? 

Many utilities, especially small utilities, may be unsure about whether CMMS software would benefit their operation. Below are some guiding questions that can help you decide whether to take the next step in your CMMS research or determine your operation can continue without one. 

What does your record-keeping look like? Is it chaotic, with related material kept in many different locations? Is it hard to locate assets?  

When record-keeping is unorganized your team could spend more time finding relevant information than making repairs. CMMS software is capable of storing everything in a single, searchable database that allows you to make informed data driven decisions. It also improves the tracking and scheduling of labor, helping you identify and resolve bottlenecks in labor utilization and improve response time.   

Are routine processes moving smoothly? Maybe routine processes are running smoothly but are they as efficient as possible? Are you easily communicating what needs to be completed on a daily basis? 

It’s challenging to plan facility repairs and service in advance and thus you may currently be fixing problems as they arise rather than preventing them from happening. CMMS software helps you proactively plan most maintenance tasks with standardized processes and set procedures. This will reduce reactive repairs and free-up valuable time. The software enables you to move from a reactive maintenance program to a preventative maintenance program.  

Have you ever failed to complete repairs in a timely manner because important spare parts were unavailable? Maybe you have the part but have no idea where it is. Or you thought you had it only to realize you used it in a previous repair and forgot to order another.  

Waiting for parts is a common setback. CMMS software allows you to create a spare parts inventory so you can adjust new material orders based on stock level and identify a pattern of materials consumption. You gain control over your inventory and ensure critical parts are available when needed.  

If your utility experiences  some the above issues then it is worth investigating CMMS software further. The software is not inexpensive but is available at varying prices with varying capabilities and most systems will find a product that matches their needs. There must also be a commitment by staff to learn a new system. However, the payoff can make it worthwhile. The next step is to begin creating a list of what your utility wants out of CMMS software before you begin researching software companies. The next blog post will walk you through how to define your CMMS goals and who to involve in the process.  

Links to Part 2 and Part 3 (COMING SOON)

Part 1
Part 2

Although it has been proven that customers are willing to pay for increased service when they desire it, decision-makers, who operate under the common belief that customers want water to be cheap, look for places where budgets can be cut. Oftentimes, the first line item to be cut is maintenance: a decision which focuses only on immediate cost reductions but ignores the long-term costs. In reality, cutting the maintenance budget is the more expensive option because you end up replacing equipment sooner and in an unplanned manner. Oftentimes this unplanned maintenance and replacement (otherwise called reactive maintenance) makes your job much harder and much costlier. So how does maintenance help?

Water utilities provide a set service at a defined cost and effective maintenance will extend the life of the many assets used at a water utility, therefore saving costs in the long-run. An asset’s condition declines with use over time until it reaches a point where it is no longer capable of providing the level of service needed and ultimately reaches failure. If intervention is completed before reaching that point, by completing maintenance on the asset, the asset’s condition is improved, extending the life of that asset.

Assets throughout the system are different and while some assets should be allowed to run to failure without intervention, others should have routine maintenance done, and others still should have routine and preventive maintenance completed.  Finally, the highest dollar assets likely should have predictive maintenance completed.  Research has shown that doing preventive maintenance saves money versus operating in reactive mode,¹ while selectively adding predictive maintenance has been shown to save even more.²

The benefits of preventive maintenance are well established.  Now you must decide what to do and when to do it.  Luckily, there is a tool to help you answer those questions.  The Environmental Protection Agency (EPA) has released an electronic preventive maintenance tool.  It is an interactive PDF file designed to be used electronically or in printed format.  The tool is called the “Preventive Maintenance for Small Public Water Systems Using Groundwater”  and it was designed with the following system characteristics in mind:

– Designed to help small systems:

1. Plan and record O&M activities
2. Create a permanent print or digital record of those activities

– Intended for ground water systems with up to:

1. 6 wells & well pumps
2. 4 storage tanks and/or pressure tanks
3. 4 chemical feed pumps
4. 4 booster pumps

– Could be used by surface water systems as part of O&M program.

The files can be downloaded here.  The SW EFC recently hosted a webinar that walks you through downloading and using the tool.  The webinar can be viewed here.

Sources:

1 “According to a case study by the Office of Energy Efficiency and Renewable Energy, practicing Periodic component replacement in the form of preventive maintenance saves an estimated 12 to 18 percent over reactive maintenance.”  Making the Transition to Proactive Maintenance, Jeremy Write www.machinerylubrication.com

2 “Condition monitoring can decrease your motor operations and maintenance (O&M) expenses by up to 25 percent” How does condition monitoring prevent motor failures?  Nicole Dyess, Uptime https://reliabilityweb.com/articles/entry/how-does-condition-monitoring-prevent-motor-failures

This past spring the SWEFC organized a pilot initiative designed to encourage undergraduate students at the University of New Mexico to explore careers in the water industry. The collaborative initiative with STEM University led to the six week long Water Utility Mapping Academy. Over the course of the Academy, Teresa Gomez, James Markham and Mark Ogrentz introduced students to water system components and taught them the basics of GIS data collection and mapping. The EFC’s goal was to sufficiently prepare students so that they could create water utility maps for small water systems around New Mexico over the course of the summer.

Below is a summary of the curriculum and activities our students completed over the course of the Academy.

Week 1:

After introducing them to the fundamentals of the water industry, Teresa took the students on a field trip around campus and taught them about various water system assets. Together they learned to identify valves, meters and hydrants as well as the purpose and function of each asset. Students also learned to estimate pipe locations with relation to the location of each of the above-mentioned assets. The skill-building homework assignment in anticipation of the next session was to draw a map of the valves, meters and hydrants in their own neighborhoods.

Image 1: Introduction to the water industry

Week 2:

Mark and James started the second session by going over the homework assignment and asking the students about their experiences. One student stated “ I had never noticed manholes before but now when I walk down the street I notice all the different kinds of manholes that are in the street and I wonder what is inside of them.” Next, Mark and James discussed asset inventories and the information needed to create an appropriate asset inventory before teaching students how to create mapping surveys using Fulcrum, a data collection application.

Image 2: Creating an asset inventory

Week 3:

Students walked around campus and used their phones and Fulcrum to collect GPS locations for UNM hydrants. They also used these applications to collect useful information about the hydrants such as hydrant manufacturer, design pressure, and hydrant condition. Thankfully, UNM Physical Plant staff agreed to provide students with a list of hydrants and their corresponding Asset IDs, estimated locations, and flow rates. This week, the homework assignment was to combine the office data they received from physical plant and the field data they collected on their own.

Image 3: Teresa shows students how to identify and collect hydrant information to input into Fulcrum, the mobile mapping app.

Image 4: Students identify and collect hydrant information to input into Fulcrum, the mobile mapping application.

Weeks 4 & 5:

Over the course of these two weeks, James and Mark introduced the students to ArcGIS. By the end of the fifth session, students created their own maps using the hydrant data they had collected in the field over the course of Week 3.

Image 5: Map of UNM hydrants

Week 6:

Teresa wrapped up the 6 week workshop series with a discussion about the various ways in which maps can be used in the water industry and possible water careers.  One student stated “I did not realize the variety of career options available in the water industry! I am going to go home and see what kinds of jobs are available around Albuquerque.”  Another student was curious about water industry careers in developing countries, while a third said that he was going to research which classes he would need to take to become a civil engineer.

Following the completion of the Mapping Academy, the SWEFC hired several students as interns to help communities around the state collect asset data and create GIS maps.  With the help of our interns, eight communities completed asset maps  We are very pleased with the outcome of this pilot project and hope that our interns’ careers will be shaped by the professional experience they accumulated while working with us over the course of the summer. Stay tuned for a blog post by one of our interns!

“4 million Americans could be drinking toxic water and would never know” headlined USA Today on December 15^th, 2016.  There is no question that lead in drinking water is a major concern and that making drinking water safe for everyone should be a paramount concern.  Much of the blame for the “toxic water” was laid at the doorstep of EPA and state regulators.  What the article fails to point out is that we – all of us – are complicit in the problem.

For generations, water has been underfunded and undervalued.  No one likes to pay their water bill and no one is happy when it is increased. We have done a great job of sending that message loud and clear to our elected officials so they do whatever they can to avoid rate increases, even when it is in the community’s best interest to increase those rates.  At first, underfunding of a utility may go largely unnoticed because many of the assets are long-lived and degrade slowly over time, at least at the beginning. However, the underfunding will catch up to the utility and eventually it will be felt in all kinds of ways. The ones highlighted in the article – inadequate operations, the wrong infrastructure, and contaminated water – are only some of the concerns. There are many others, most of which never make it into the news.

In essence, we get the infrastructure we pay for.  If we want top notch water utilities in all parts of the country, including small, rural, economically challenged communities, we will need to recognize the need to pay for them now and into the future.  This is a shared responsibility because we are one nation and we may need a national solution to address some of the more extensive challenges.

A stark reminder of our failure to pay for water utilities over time is the issue of lead pipe.  We have known about the dangers of lead for a long time. We have known that the best prevention is to remove all lead from the drinking water system, including the lead on the customer’s side.  If we had been doing this all along, little by little year after year, it would all be out by now and the issue of lead contamination might largely be moot.  It is our unwillingness as a nation to invest adequate amounts in our drinking water infrastructure that has created this crisis.  The price tag to remove all lead pipe all at once is astronomical, but it does not (and should not) be done that way.  Small investments, year after year, could have created a fund to replace the lead pipe.

What we should keep in mind is that there will be another issue like lead in the future. We may not know what it is right now, but rest assured, something else will be of concern.  Maybe it will be the result of pipe materials or treatment chemicals or maybe it will be the result of business activities of some kind (e.g. fracking, agriculture, manufacturing, etc.). The main question is will we be ready to address it?  The answer right now is a resounding no.

It is ultimately the responsibility of every water utility to meet compliance and deliver safe, reliable water service.  We have state and federal regulatory agencies to ensure that the systems meet their obligations, but it is the community’s responsibility first and foremost.  The community leaders hire their water operators and have an obligation to ensure they are properly trained and certified.  There are a lot of training opportunities out there – many of them free – but operators must avail themselves of the training and elected leaders must be willing to pay for the travel costs, registration, if any, and make arrangements for a replacement operator.

In addition to EPA and state regulators holding utilities accountable, water customers also have a critical role in this process.  Customers receive a consumer confidence report annually from their water utility.  This report lists all the water tests and any water quality violations.  Water customers should read these reports and demand of their elected leaders that all violations be addressed. Additionally, customers should demand reliable infrastructure and reasonable customer service. Customers need to understand, however, that these goals cannot be achieved without financial support.  Customers need to be willing to pay what is necessary to keep the water utility in proper operating order, provide for future infrastructure replacement and pay a reasonable wage for certified operators.  Customers should let their elected leaders know they believe water to be a vital component of their community and they are willing to pay more to sustain the system. We may not want to pay but we absolutely need to pay.

The bottom line is that paying your water bill and supporting a sustainable water rate is an investment in the vitality and overall economic and public health of the community.  If the water system fails, all else will go with it – jobs, housing value, health, recreation, etc.

Remember water is life!

Asset Management has 5 core components.  They are simple concepts that are probably practiced at some level already, but likely aren’t organized into a strategic process that aids in decision making.  The 5 core components are:

1. 1.) Current State of the Assets: What do you own and what are the characteristics?
2. 2.) Level of Service: What do you want your assets to do?
3. 3.) Asset Risk: Which assets would be critical to providing whatever it is you want to do?
4. 4.) Life Cycle Costs: How would you operate, maintain, repair, rehabilitate or replace your assets to make sure they keep providing what you want?
5. 5.) Long Term Funding: How will you pay for what you want to do with your assets (i.e., the operation, maintenance, repair, rehabilitation, and replacement)?

The Asset Management thought process works with any type of asset (not just water or wastewater).  You probably use it in your everyday life to help you make decisions about how best to spend you hard earned money (i.e. buy a new car or rebuild the transmission of what you already own?).  Asset management really works to save money, time, and effort. It helps you spend your limited dollars in order to have the maximum impact.

Asset Management can also be thought of as crisis management or crisis reduction.  Asset Management shifts the focus to controlling risks and proactively addressing concerns rather than reacting to every problem.  It is much more cost effective to prevent a high risk asset from failing than it is to let the asset fail and deal with all the consequences that occur after the failure.  For example, consider a pump whose failure will cause the entire community to be out of water. This pump has been poorly maintained and has been showing signs of distress.  Fixing or replacing this pump before it fails is much better than waiting for the pump to actually shut down.  It may be as much as 3 or 4 times more expensive to react to failure than prevent it.  Asset Management also helps utilities identify which portion of the system actually requires replacement and which portions can remain in place. This analysis is vital given that the industry simply cannot afford to replace its entire aging infrastructure.

An asset management program can pay for itself in many ways:  deferral of capital investment, avoiding catastrophic failure, reduction in lost revenues due to reduction of lost water, reduction in bonds and debt.  A 2013 survey completed by McGraw Hill Construction on the Benefits of Asset Management reported the following:  Improved ability to explain budgets; Better focus on priorities; Better understanding of risks; Increased ability to minimize costs; Reduced costs without sacrificing service levels.  The more you do with Asset Management the more benefit you receive, but doing even a little bit will improve the operation and management of your system.  Don’t feel overwhelmed.  If you can get started with it, it will be worth your while.

Photo by: Mike Mozart