Condition 

It is important to identify the existing condition of the assets in the inventory and update it regularly. The asset condition defines the physical state of the asset at this moment in time and helps inform useful life remaining, maintenance needs, replacements, and other asset decisions. The condition assessment should help the system: 

• • • Identify assets that are underperforming. 

    • Predict when assets will fail to deliver the desired level of service. 

    • Determine reasons for asset performance deficiency. 

    • Determine the type and timing of maintenance interventions or corrective actions. 

    • Use in data-informed decision-making. 

Systems can complete a condition assessment in many ways, depending on the capability and resources of the system. The simplest approach is to gather people who have current or historical knowledge of the assets in a room. The group can then select a condition rating system (0 through 5, A through F, Excellent through Unacceptable, etc.). The group then considers what would constitute an asset in each of the categories. For example, if a 1 through 5 rating system is being used, the group should decide what a “1” means and what a “5” means in terms of asset condition and then develop 2, 3, and 4 to be between these boundaries. 

When defining asset conditions, consider the factors that might cause the asset to change over time. For mechanical assets, considerations might include run time and maintenance history. For passive assets, considerations might include length of time in use, installation conditions, environmental conditions, and maintenance history.  

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Systems can perform a pilot project using a small subset of assets to test the effectiveness of the chosen rating system. Each asset in the pilot project is rated based on condition, and then everyone can examine the results to determine whether they make sense and if the selected system is ideal. If needed, you can revise the condition rating system and repeat the pilot.  

Once the condition rating system is selected, use it consistently throughout the utility. This approach relies on the best information available but does not require systems to gather additional data to rate the assets. Any condition rating system that is understood by utility staff and is consistently applied is acceptable. 

Below are examples of asset rating systems. You can use these as they are or modify them to make sense for your utility.

Table 2: Condition Rating System Using Letters

Table 4: Unified Condition Scale

Source: Stormwater Strategic Asset Management Plan, Johnson County Stormwater Manamgement Program | January 2019

Table 5: Visual Inspection Condition Rankings

Source: County of Hawaii Department of Environmental Management, Wastewater Division

Asset conditions will change over time through use and assets age; therefore, staff should plan for regular updates to the condition of the utility’s assets condition. Time and other resources are often in short supply, so regular updates can be challenging; however, reviewing the condition of a portion of your assets can have a significant impact on your operations and investment in future upgrades. Here are a few ways to consider keeping your asset conditions current: 

• Regularly review the condition of assets that are repaired frequently and may need replacement 

• Regularly review the condition of the most critical assets to your utility and community 

• Regularly review the condition of the most used assets 

• Update the condition of assets as routine or responsive maintenance is performed 

Determine what “regularly” means for your utility or for the type(s) of assets you are reviewing. For some assets, yearly or every other year is sufficient. Some assets may need evaluation every 6 months. This frequency can be determined while deciding on the condition rating system your utility will use. 

Condition Curve – Typical Gray Asset

The condition curve above is typical for a gray asset, where the condition is the best when the asset is first installed, it deteriorates over time. Sometimes the curve is flat for a while and drops quickly. Sometimes it curves down very slowly depending on the asset and how it is maintained. Once the asset approaches the dashed line, the minimum acceptable service level, the asset must be repaired, rehabilitated, or replaced. If it is repaired or rehabilitated, the condition immediately returns to nearly new as shown by the vertical portion of the curve. Then it will go through the process again. Eventually, the system will decide to replace the asset and allow it to run to failure, as shown here, or replace it before it fails. 

Condition Curve – Typical Green Asset

This condition curve is more typical for a green asset, where the condition is poorer when the asset is first installed. Over time, vegetation grows, and performance improves. After a few months or years, the asset condition becomes stable, and the line nearly flattens. This high level of condition should last for a few years to a few decades depending on the type of asset. Eventually, the asset condition will begin to decay, due to soil contamination or the end of plant life. This might happen quickly or over a period of years. Once the asset approaches the dashed line, the minimum acceptable service level, the asset must be repaired, rehabilitated, or replaced. If it is repaired or rehabilitated, the condition will begin to improve until the plants reach maturity, when the condition stabilizes, and the line flattens again. Then it will go through the process again.

WRF’s PROJECT NO. 4727 – Asset Management Framework for Forested and Natural Assets, Table 6‐5. Examples of Data Sources That Utilities Can Use for Natural Asset Inventory and Condition Assessment lists several data sources that can be used to help develop an inventory or condition ratings along with notes and considerations about those sources. While the list is specifically for natural assets, in some cases the sources are appropriate for other types of assets. The sources include National Land Cover Database, USDA National Forest Data Sets, USFS Forests to Faucets, GAP/LANDFIRE National Terrestrial Ecosystems, National Wetlands Inventory (NWI), State and Local Wetlands Inventories, Federal Emergency Management Agency hosts a National Flood Hazard Layer (NFHL), US Army Corps of Engineers National Levee Database, Local River Mapping Projects, NWI Wetland Mapper (riparian zones), GAP/LANDFIRE National Terrestrial Ecosystems, USGS National Hydrography Data Sets, USGS Groundwater Data, USGS Data on Glaciers in the US, Natural Resources Conservation Service USDA Snow Telemetry Data; NRCS State Snowpack Data (e.g., Colorado); EPA Climate Indicators (Snowpack), EPA’s Enviro Atlas State Natural Heritage Network (NatureServe) Ecoatlas (multiple natural assets, California focus).