Asset Management Implementation Using Teams Software

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ABSTRACT
Early in 2005, the City of Fergus Falls, MN made the decision to implement an “Advanced Asset Management Program.” The objective of the first phase of the program was stated as:
  • “Operation and maintenance of the Wastewater Treatment Plant and Collection System assets in a sustainable and cost-effective manner (least cost) while providing the required level of services for both present and future customers.”

Rein & Associates was selected to be the overall Project Manager. The “Total Electronic Asset Management System, TEAMS” software developed by the Maryland Center for Environmental Training under funding by the USEPA was selected as the data base software for implementation. The TEAMS software brings together the many elements of “Advanced Asset Management” (inventory, condition, criticality, valuation, maintenance management, renewal/replacement planning, and financial planning) into one cohesive data base management program. The TEAMS open software design using “Access” allows the user to easily tailor the program to their particular needs.

Nearly 80% of the City of Fergus Falls WWTP assets have been inventoried and entered into the data base. Each asset’s criticality and condition has been defined. Work orders are being generated, completed and entered into the data base. Reports such as Work Order by Date, Tasks Completed, Supervisor’s Task Report, Projected Replacement Costs, Lifetime Asset Cost Report, Cost Effective Capital Investment Decision, and Asset Remaining Life are being generated. A Five Year CIP Plan with defendable criteria has been produced and submitted for approval. Both the required maintenance and the R/R programs are now prioritized according to each asset’s criticality and condition.

Implementation has not been easy or fast. Internal resistance has been encountered at more than one level of the organization; however, progress has been made to the point where the benefits are now becoming apparent to all. For the first time a “Five Year CIP” is moving through the City’s budgeting process.

INTRODUCTION
In July, 2004, the Fergus Falls Public Works Director identified Asset Management as a goal for the Public Works Department. An outside consultant, Rein & Associates, was retained to assist and to provide continuity during the implementation process.

Rein & Associates began by searching for a software package that would bring together the many aspects of a complete asset management program, including the Collection System. On November 16, 2004, Rein & Associates attended an EPA sponsored Advanced Asset Management Training Workshop. Based on information presented at that workshop, the CAPS software was evaluated; however, it was soon determined that this software did not have all of the desired features.

Early in 2005, the City of Fergus Falls City Council made the decision to formally implement an “Asset Management Program”. The objective of the first phase of the program was stated as:

“Operation and maintenance of the Wastewater Treatment Plant and Collection System assets in a sustainable and cost-effective manner (least cost) while providing the required level of service for both present and future customers”.

In July, 2005, Rein & Associates attended an EPA sponsored conference in San Antonio, TX where the Maryland Center for Environmental Training presented an introductory “Total Electronic Asset Management Software (TEAMS)” course to “Train-the Trainers”. Based on an evaluation and recommendation by Rein & Associates, the City of Fergus Falls chose the EPA funded TEAMS for their computer platform. In addition, the City selected Rein & Associates to guide and assist them with the implementation process. Since July, 2005, the City, with the assistance of Rein & Associates, has been implementing a formal Asset Management Program using TEAMS.

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