Welcome to the BPH Asset Management Program. This is final PowerPoint developed to provide additional information and guidance on developing an asset management plan. This presentation should be viewed when you are preparing My CUPSS Plan. Congratulations, you have almost made it to the end, and soon will have a draft AM Plan!

In this PowerPoint we will explain how you generate the My CUPSS Asset Management Plan that shows, based on the data you have entered, which assets are your most critical, your O&M Strategy, Financial Strategy, Long Term Funding Plan, and Action Plan.

PLEASE NOTE: When you print this out you will need to either print it in color or overview the pdf while looking at it in screen view. Throughout the presentation we have provided direction in the notes section to view specific items on the slide while reading through the speaker notes. We will reference specific colors of circles, rectangles, or ovals to indicate where on the slide the element of interests are located. So if you don’t have a color printer you may want to follow along on the computer using the electronic pdf version.

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We are now coming to the end of our Asset Management development so if you haven’t already done so you will start taking all of the information we have gathered and put it together in our MY CUPPS Plan.

The draft plan will incorporate all of the required elements, summaries that describe the process and protocols used, identify the critical assets, O&M, and CIP list with long term funding plan. The conclusion of the AM Plan will further support the Utility's mission statement, and LOS goals. It will incorporate an action plan that clearly defines the many objectives, targets, maintenance, and priority improvements needed for the Utility. It will address any specific issues the Utility may be facing such as financial management, environmental management, and regulatory or compliance issues.

Once you complete all the elements you will submit your Draft AM Plan, My Asset and Financial Checkup Reports, and any stand-alone documents or appendices to BPH for review, recommendation, and approval.

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Action Plan shall address:

Address deficiencies, necessary objectives, targets, maintenance and priority improvements. If should cover any action items that need to take place over the next years, including all the items listed below.

LOS Goals

LOS Deficiencies. You will need to address any LOS deficiencies you have. Please be honest about any and all deficiencies. The plan is only to help you address these and not to punish your utility for having them. Remember the plan is only here to help you plan for and address any issues that have or may come up!

Goals can be changed, added, removed, and adjusted as needed

Set Interim timeframes, if necessary

Large issues or goals may need interim timeframes to keep momentum. Taking smaller bites can be easier than trying to bite off more than you can chew.

Special Issues

Address specific issues (financial, environmental, and regulatory/compliance). This can include ANY issues or problems you see that your system is facing or will face with in the next ten years.

Sanitary Survey

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Identify deficiencies from Sanitary Survey’s. All of the deficiencies that are in your latest sanitary survey will need to be addressed in your action plan.

Capital Improvement Projects

Address projects to be completed over the next ten years. You will need to address all of the Capital Improvement Projects that CUPSS shows as needing to take place within the next ten years in your action plan.

Update AMP

Define schedule to review and update the plan annually. Most systems update the plan at least yearly. Once again, the BPH will be checking your AM Plan updates periodically and will expect them to we completed within this timeframe.

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• In the guidance you will find a template to assist you with developing your Action Plan. This is the last AM element of puzzle piece and will bring together all other aspects of your plan. You can find this information on the tab marked “Action Plan-My CUPSS Plan” (see red circle). The guidance page includes a table for you to enter in all of your action items (see yellow rectangle). We have entered a few examples for you to see. In the first column you will put in the urgency of the action item, is it high, medium or low?

• Next you will put in the issue, for example, you may need to inspect your Snow Hill Tank in 2019.

• In the third column you will put in your corrective action plan, for example, you will make sure to schedule a tank inspection in 2019 for your Snow Hill tank.

• The next column pertains to the associated performance target. For this you will need to refer back to your LOS goals and chose the right target. For example for your tank inspection the target may be “System will document existing conditions, determine repairs or replacements needed and coordinate to budget”.

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• Now you will enter in your target completion date. These can be adjusted if needed in the future, however you should enter in a timeframe in which is achievable. The next to last column is where you will enter the status of the action item, is it on hold, in progress, not started or completed.

• If the action is completed you will enter in the date completed into the last column, if it is not then leave it blank.

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CUPSS USERS can open CUPSS program and proceed to the My CUPSS Plan Section (see yellow circle).

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If you have not already create your My CUPSS Plan, then click the Begin a New My CUPSS Plan (see yellow circle). If you are returning to the My CUPPS Plan then you will right click on your created My CUPSS Plan under recent version changes (see red circle). Then click on edit plan in the popup menu. For more information on creating a My CUPSS Plan for the first time go back to the first PowerPoint (AM Team and Mission Statement).

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For many of you a lot of this will be a review since we have already talked about entering your My CUPSS Plan and putting in some information. However, as a review we will go through this again.

The first section of the AM Plan is the executive summary (see yellow circle). The executive summary has some template text already completed and as you fill in the [brackets] it stores the information for future use as long as you save your work.

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Two fields can be filled out in Tab 1 called Executive Summary. As you can see, CUPSS has already loaded some text into your system. Where there are [brackets], you should replace the text you see below with information specific to your utility. Read through the text and add anything that you think would be valuable.

The Executive Summary section (see yellow circle) of the AMP introduces the plan reader to the utility. The text you enter into the window is placed on the Executive Summary page before the tables that shows the Utilities Level of Service Goals. Additionally, this section contains the text leading to the LOS Goals table, which lists the utility’s goals and performance targets. The items for this table will be entered in the fourth tab, 3. LOS, and are displayed in the Executive Summary after you have completed and saved that section.

The text displayed after Table E-1 outlines future costs the utility is anticipating as it improves service to the community. You might wish to discuss annual operating costs, the budget for improvements, and how additional funds will be procured. Additionally, this section introduces Table E-2 and the top five important actions in your action plan. The items for this table are entered in the tenth tab, 9. Finalize Plan, and are displayed here after you have completed and saved that section.

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Be sure to click “Save and Continue” when you are finished filling out the fields (see red circle). When you click on “Save and Continue” on a page you will automatically be taken to the next tab. For example, when you click on “Save and Continue” on the executive summary tab CUPSS will take you into the 1.0 Introduction tab.

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The Introduction tab introduces the plan’s purpose and goals. Text within the Introduction section should outline the major components of the plan. Include the utility’s goals and/or mission statement in the Mission Statement section. Most of you have probably already entered the mission statement while reviewing the very first PowerPoint. If you have already entered in your information you should review and make any adjustments needed. On the next slide we will cover the rest of the 1. Introduction section, the AM Team.

Remember, when you click on “Save and Continue” on a page you will automatically be taken to the next tab. For example, when you click on “Save and Continue” on the 1.0 Introduction tab CUPSS will direct you to the 2. Utility Overview tab, and so on and so forth. When you click on it on tab 9. Finalize Plan you will exit the My CUPSS Plan area and go back to the screen where you first started to create your My CUPSS Plan.

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We continue to work on the 1. Introduction tab, but now on the 1.2 Asset Management Team section. This is where you can introduce the reader to the key staff who perform day-to-day functions for your utility and who have helped prepare the AM plan. If you have not already done so, you can enter in your information or if you have already entered it in earlier in the process, take this time to review and make any adjustments that may be needed.

The Asset Management Team table provides information on the utility’s partners in asset management. This table has been generated from the information you entered during CUPSS setup. You can add or delete team members if needed in the setup area of CUPSS. Remember, team members can include utility staff, managers, local decision makers, and technical assistance providers.

Be sure to click “Save and Continue” when you are finished filling out the fields (see red circle). CUPSS will then redirect you to tab 2. Utility Overview.

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In the 2. Utility Overview tab, you will overview the utility, the community or communities it serves, and the size of the population served (see yellow circle). This information is inserted in the paragraph before the drinking or wastewater utility overview table in the plan. Like all sections of the My CUPSS Plan you will see a template write-up in there, please update to reflect your system more specifically.

On the next slide we will continue with the Utility overview.

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The next section in this tab is the utility overview. Use the Utility Overview section to enter summary information for your utility, such as the types of customers served, storage capacity, volume serviced, and asset values. This information is displayed in a summary table in the plan. In the Drinking Water Network section you will notice that there is a prepopulated section that shows the Asset Type and the number of assets. This information is derived from the My Inventory Section within CUPSS and overviews the number of assets by type for your utility.

On the next slide we will cover section 2.1 Utility Growth.

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The Utility Growth section of the plan also discusses the future customer growth, or lack of growth, and the utility expansions or downsizing that will be required to meet the growth prediction. You might wish to refer to your future Capital Improvement Projects or financial strategies for this information. The Age Profile is created from the assets in My Inventory and graphs the age and value of assets for your utility. The utility schematic at the bottom of the page displays the diagram you completed within the My Inventory Section within CUPSS.

Be sure to click “Save and Continue” when you are finished filling out the fields (see red circle). CUPSS will then redirect you to tab 3. LOS.

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The 3. LOS tab (see yellow circle) provides information on the obligations of the utility, as well as future performance goals. You most likely entered this information right after you created your LOS goals earlier in your AM development process. However, we will once again review this information as a refresher, and if you haven’t done so already, take this time to enter your LOS goals.

The LOS information is important, because it identifies the utility's goals and how often those goals are achieved. You need to enter your information as prompted, including information regarding how often goal performance will be met and which parts of the utility have LOS Agreements. Additionally, you need to enter your LOS goals and the level at which that the goals will be met if needed. The information in the text box gives an overview of LOS and introduces the LOS table following the text.

To add a new goal, select one of the four service areas from the dropdown list and enter text for your goal and performance target. Also specify a measurement by which you can gauge if the target was achieved. Click Add another LOS Goal to save your entry and to add another goal. The performance targets also show in the dropdown under 9. Finalize Plan when you are identifying your action items.

Make sure to click “Save and Continue” when you are finished filling out the fields (see

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red circle). CUPSS then will redirect you to the 4. Critical Assets tab.

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The 4. Critical Assets tab provides information on the priority of distinctive assets within the utility (see yellow circle). This information is crucial, because it provides the reader with a concise overview of the state of each of the utility's critical assets, including information on the condition of the asset, the asset’s consequence of failure, the risk associated with the asset, and the asset's targeted replacement date. Please update the template information as you see fit if you have not done so already. If you have developed a standalone document for naming your assets (ARP) or Conditions Assessment Protocol (CAP) then you need to make sure to talk about those here and indicate where they are located. By doing this, it communicates to the future Utility staff the protocols and plans that the Utility has adopted as part of managing the AM Program, it also communicates the location of where the documents reside to ensure they are maintained into the future.

Make sure to click “Save and Continue” when you are finished filling out the Critical Assets section (see red circle). CUPSS then will redirect you to the 5. O&M Strategy tab.

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The Operations and Maintenance (O&M) Strategy tab (see yellow circle) provides general information on the operations and maintenance of the utility’s assets. This is important, because it informs the plan reader of what methods you used in determining how assets are managed day-to-day. You should describe the rationale and features for the maintenance program including any routine or preventive practices and specific O&M challenges. In addition, you might want to describe how you are using CUPSS to improve your O&M practices and when your maintenance strategy will be revised and updated. In other words, please update all of the template information to fit your system and to provide extra details of your O&M Strategy.

The Preventive Maintenance section provides more specific information on the strategy used to manage routine and preventive maintenance. Describe the methods used to complete maintenance, the rationale for using the methods, and the maintenance schedule. Items listed in the Preventative Maintenance Schedule are for planned tasks you entered in the My O&M Section within CUPSS.

The Emergency/Reactive Maintenance section describes how you address emergency maintenance issues and requests for maintenance filed by your customers. The Emergency/Reactive Maintenance Expenses table lists unplanned expenses from the previous year. These items are retrieved from the My O&M section within CUPSS where the task type was selected as unscheduled.

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The Deferred Maintenance section outlines the status of the utility’s deferred maintenance tasks and discusses the plan to reduce the amount of deferred maintenance. You might want to include an example of how deferred maintenance could vary over the upcoming years. This section concludes by providing a sum of the total deferred maintenance values from the tables on the page. Another aspect of deferred maintenance, is that most utilities are deferring some amount of O&M maintenance. For example, any maintenance that is projected to need to be completed in the ten year projection that the Utility does not cover 100% through revenue or savings, and therefore, you know will be a future CIP cost (or portion of it) should be tracked as deferred maintenance. Basically, you are deferring the maintenance for a future time. If you don’t have the money to cover the costs, then you are deferring the costs as well. It is common that most systems defer some amount of maintenance. However, too much deferred maintenance may indicate that your Utility isn’t sustainable on the current path into the future. You will want to make sure that you are evaluating your liabilities and whether you are taking the proper measures at the right times, i.e. like raising customer rates.

Make sure to click “Save and Continue” or when you are finished filling out the O&M fields (see red circle). CUPSS then will redirect you to the 6. Water Quality & Energy Efficiency tab.

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The next tab is the Water Quality and Energy Efficiency tab (see yellow circle). The information on this tab is not required for BPH My CUPSS Plan approval, however you may find that much of this information is useful to your system. Please update as you see fit.

This tab discusses how your utility addresses the major federal statutes governing water and outlines your monitoring/implementation strategy. The Source Water Assessments and Protection section identifies any key water quality or protection issues you have studied and are addressing in the action plan.

The National Pollutant Discharge Elimination System (NPDES) Permitting Program section, displayed only for wastewater facilities, contains information on your NPDES permit, resources the plan reader can access regarding your permit, and on any exceedances and corrective actions.

The Total Maximum Daily Loads (TMDLs) section contains basic information about TMDLs and lists any impaired waterbodies the utility currently discharges into and the causes of impairment.

We will continue to review the Water Quality and Energy Efficiency tab section on the

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next tab.

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The Water Quality Monitoring Strategy section outlines your monitoring strategy, including the frequency of monitoring tasks listed within CUPSS.

The Water and Energy Efficiency section outlines the steps you are taking to improve water and energy efficiency for the utility’s operations.

The Best Management Practices (BMPs) section discusses BMPs (and their cost) your utility might be taking to improve operating efficiency.

Make sure to click “Save and Continue” or “Save and Generate Plan” when you are finished filling out the fields. CUPSS will redirect you to the 7. CIP tab.

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The Capital Improvement Plan (CIP) tab (see yellow circle) provides information on the scope and cost of future projects. You most likely entered this information after you uploaded your inventory into CUPSS. However, we will review this again, and if you haven’t completed this yet you will have an opportunity to do that now.

This information is important, because it allows the plan reader to gain an understanding of upcoming obligations and resource needs. The Capital Improvement Projects table includes all assets: abandoned, backup, not-in-use, active, and future investment. Items in this table are from the My Inventory section within CUPSS, for assets that have been marked as CIP. In this section you should summarize what you consider a CIP, meaning if you already know that an asset that would cost over a certain dollar amount to either repair, rehabilitate, or replace is a CIP, then you should overview that here.

Make sure to click “Save and Continue” or when you are finished filling out the CIP section (see red circle). CUPSS then will redirect you to the 8. Finances tab.

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The Financial Management Strategy tab (see yellow circle) discusses the utility’s financial condition and its strategy for future financing. Please update the template information already in here to include your system’s information. You might wish to discuss expenses, how costs are covered, and financing methods for CIPs. The Financial Forecast section discusses the financial forecast and the financial projection summary graph. You can edit the financial information in the My Finances section within CUPSS.

The Total Expenditure section of the plan addresses recent expenditures and anticipated expenses in the next 10 years. The Expenditure Summary table lists line items for expenses, revenues, and other financial items you have already entered in the My Finances Section within CUPSS.

Make sure to click “Save and Continue” or when you are finished filling out this section (see red circle). CUPSS then will redirect you to 9. Finalize Plan tab.

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The last tab in the My CUPSS Plan wizard focuses on your action plan (see yellow circle). This section summarizes the entire plan and reviews the objectives, targets, maintenance, and improvements discussed throughout the plan. Additionally, this section introduces the items listed in the Action Plan table.

The Action Items table compiles all the aspects of the utility that require action or follow-up. You will cut and paste the items you developed within the guidance document into this table.

As review, you should clearly define any objectives and milestones to which you are committing in your plan. Action items should have a reasonable likelihood of being accomplished and should be more specific than LOS goals. Please note that any deficiencies in your LOS or latest sanitary survey that haven’t been resolved should be listed and to include a target completion date.

To add an item to the table, select the item’s priority, urgency, and service. Also enter data in the fields to describe the issue, the steps you will take to correct the issue, as well as target and completion dates. The performance target options are set on the LOS tab so you will choose the specific target that the Action addresses. To save the data you have entered and to enter another item to the table, click Add another Action

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Item.

On the next slide we will review the schedule to updating the AM Plan. We request you put the schedule date into the action plan as well so you don’t lose sight of making periodic updates to the AM Plan.

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The Review Schedule section provides information as to when the plan will be reviewed and updated. A regular review of the utility’s information is important, and having a set date for the review increases the possibility that the evaluation will be completed. Use the date dropdown to select the date for review of your CUPSS Plan. The Appendices listed below the date box show additional sections that are included in your plan, but you do not need to enter any information at this time.

When you are done filling out all information in the My CUPSS Plan section , click “Save and Generate Plan” to open an .rtf file of your customized asset management plan in your default word processor. Clicking the “Save and Continue” button when on the Finalize Plan step saves your report and take you back to the My CUPSS Plan page. Clicking the “Previous” button takes you to the previous page.

Take Note! Information changed on a page before clicking “Previous” is not saved; a popup will notify you of this.

STOP and read next slide before you save and generate the plan!

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When you click on ‘Save and Generate Plan” a popup window will come up like the one on this slide. You will want to click “save Current Version” (red red circle) . If you do this all the information you entered stays in the current “working” version of your My CUPSS Plan. WE STRONGLY SUGGEST YOU DO THIS!!! You can still track versions of your plan in the generated word document that we will see on the next slide. This is by far the best way to see your plan exactly as is it at the time you generate the AM Plan is question. For example, the LOS goals, inventory, action items etc. in your 2015 Am Plan will be represented just as they are at the time you save and generated it. The same would or for your 2016 plan and so on and so forth.

If you click copy and create a new plan and create different versions in CUPSS you will have to keep in mind that ALL of the CUPSS My CUPSS Plan generated table and figures in the plan will change every time you may a change in CUPSS. For example, if you make changes to your CUPSS inventory in 11/15/16. ALL versions of your My CUPSS Plan inventories will change (even if you created the plan in 2014). The same goes for your finances and O&M tasks etc. For this reason we find no value to doing this.

If you do click on “Copy and Create a New Plan” (see yellow tab) a new version will be created. However, if you do this your previous version will have all the saved information in it that you hit save and continue for and not the updated information on the tab you hit save and generate plan for. So you will have two VERY similar versions

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of the plan. Making similar versions may get confusing in time. So we recommend that you keep it like a living document that you continual update. As you save off the word documents you should date those with the date you ran the report so you can distinguish the information better.

If you want to use this feature to track plans for some reason you will have to click save and generate a plan on the first tab you update then click on “Copy and Create a New Plan”. You could save the new version ( maybe call in 2017 yr). When the Word document comes up you would merely exit out of it by hitting the X in the top right corner. Afterward you would be back at the My CUPSS Plan home screen. You would enter into your new version there (2017) then continue making changes on the rest of your tabs and hitting save and continue. When you get to the end and clicked save and generate plan and save current version.

On the next slide let’s review the Microsoft Word generated My CUPSS Plan document.

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When you generate your My CUPSS Plan a word document will pop up on your computer screen (see red circle). We suggest you go through this to review. You may also want to add new and remove some appendixes etc. as you see fit. You will also see a navigational list on the left of the screen (see yellow circle). You can go here and click on certain sections to go straight to that section instead of scrolling through the whole document.

Don’t Forget to save your document. When you save it please remember to include your System Name and the date in the file name to make it easier to track. Also, please do not make any changes in the word document. If you find that you need to make changes, go back into the appropriate section of CUPSS to make the changes. Then you would “Save Current Version” and it would generate the word document with the changes included. Again, you would make sure to change the filename to include your System Name and date you generated the AM Plan.

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Your AM Team will develop an AM Plan which will incorporate the findings from the previous submittals. You should include summaries to describe the process and protocols used, identify all critical assets, O&M, and CIP list with long term funding plan included. The conclusions of this AM Plan will further support the Utility's mission statement, and LOS goals. It will incorporate an action plan that clearly defines the many objectives, targets, maintenance and priority improvements needed for the utility. It will address any specific issues the Utility may be facing such as financial management, environmental management, and regulatory or compliance issues.

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I turned in Draft My CUPSS Plan, now what?

Well first your draft My CUPSS Plan will be reviewed. If there are any issues or recommendations you will receive comments on a review My CUPSS Plan scorecard.

Next if the BPH approves the final plan, then you should expect to receive in the mail a formal approval letter. BPH won’t approved any plans until all of the required findings are resolved. This letter will be send out along with a final scorecard with recommendations on how to build upon your AM Program. You will also get the System’s Guide to Maintaining your Asset Management Plan (AMP).

Periodically, you will be asked to update the plan. You will be asked for an update 1 year after approval.

• Survey Monkey survey- You will receive an email approximating 10 months after your My CUPSS plan approval asking you to fill out a survey about your Plan updates.

• Asset and Financial Checkup Reports and My CUPSS Plan- You will receive another email after you fill out the survey asking for you to turn in updated financial and

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asset checkup reports and an updated My CUPSS Plan.

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If you go to the BPH’s Asset Management page at http://www.wvdhhr.org/oehs/eed/i&cd/Asset_management.asp you will find a document called “System’s Guide to Maintaining your Asset Management Plan (AMP)”. If you review this you will be able to get information on what will need to be updated in your My CUPSS Plan or AMP. You will also get a copy of this with your My CUPSS Plan approval letter.

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An Asset Management Plan is always changing as you must continuously update different parts of it. You likely will find as you become more familiar with the process you will further the level of detail you are tracking. We recommend you reassess the CUPSS asset information annually. This may include updating CUPSS inputs and/or the stand-alone supporting documents. Remember your AM Plan should be evergreen!

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Completion of Your Asset Management Plan

The AMP should provide a summary of all the elements, findings, objectives, and targets to managing, and implementing the AM.

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These photos show an actual system that does not have a very good asset management plan in place.

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