Drakenstein’s Maintenance and Asset Management Approach · 2 Drakenstein’s Maintenance and Asset Management Approach. Presented by Deon Louw . 10 September 2013. Jointly prepared

2

Drakenstein’s Maintenance and Asset Management Approach

Presented by Deon Louw 10 September 2013Jointly prepared by Gavin Barbier & Deon Louw

Pulse2013 Optimizing the Worlds Infrastructure

Content

• Background• Challenges & Requirements• Project Implementation Planning• Project Implementation• Early Results• Future Plans


Background


Background (…1)

Drakenstein


Background (… 2)

• Drakenstein did not have any Asset Register of note and therefore no Asset Maintenance

• With the new Municipal Finance Management Act, it became compulsory to have a formal Asset Register

• Had various attempts at creating a formal asset register, but never had a Asset Management Software system automatically updating the Asset Register

• Had various stand alone systems such as GIS, SCADA, Call Centre Management, Accounting Systems – none of them integrated.

• No proper maintenance philosophy and maintenance planning systems


Challenges & Requirements


Challenges at Drakenstein

• Siloed information in various systems• Difficulty in correlating data from various systems• Asset register only used for financial evaluation of asset

register• No or little preventive maintenance on assets (Run to

failure) • No visibility maintenance costs per asset

– Cost of Material/Stocked Items– Cost of Labour– Cost of Services

• Difficult to do maintenance budgeting based on current history

• Reduced budgets, needed to do Risk Analysis in order to spend limited funds wisely


Drakenstein’s Requirement

– Keep Asset Register current (constant verification and updating)

– Optimisation of Operational Resources– Unified Process of Managing Assets and Work– Integrate Data Sources: Spatial, SCADA, Financial and

Human Resources– Using SCADA data to generate maintenance plans on

Meters based on the amount of trips have occurred– Improved communication with clients


Process Impact on Asset Register

Asset Register

CAPEX

Maintenance

Service Strategy

Condition Assessment

Operations

Financial Accounting

Asset Disposal

Supply Chain


Unified Business Process for all Work

• Drakenstein’s Flow Trough Business Process– Work Initiators:

• Call Centre• Help Desk: Service Request• CAPEX • Planned Maintenance • Unplanned Maintenance

– Work Planning– Scheduling– Assigning & Dispatching– Field Force Management– Feedback– Closeout– Analysis


Project Implementation Planning


Service Management Process

Client Call Create Service Request

Classify Request

Create Work OrderWork Planning


Helpdesk: Client Calls

• Other Feeds:– E-mail– Self Service Application


Changes on Account Holder Contact Details

• Maximo can be used to update the caller’s Contact details• On saving the SR an e-Mail will be sent to the accounts

department notifying them of the change• The accounts department will contact the person to confirm

the details and physically do the change on the financial system

Old Contact Details New Contact Details


Location Identification

• Search Map


Verify duplicate Service Requests


Work Order reference SR for Auto status updates


CAPEX Process

• Functions:• CAPEX Cost Centre• Budgeting• GIS Integration• Compatible Unit Estimator• Standard Job Plans• Standard Project Templates• Supply Chain Integration• Outages Planning• Maximo Scheduler • Customer Notifications• Crew Management• Workflow signoffs

Master Plan Project Definition

Field Estimating

Office Estimating

Work Package Development Notifications

Work Planning


Preventive Maintenance

• Functions:• Meters (SCADA)• Calendar• Standard Job Plans• Master PM’s• PM Sequencing• Supply Chain

Integration• Outages Planning• Maximo Scheduler • Customer Notifications• Crew Management• Workflow signoffs

Preventive Maintenance

Launching Conditions

Job Plans & Procedures

PM PredictionsNotifications

Preventive Maintenance Generation

Work Planning


Corrective & Emergency Maintenance

• Functions:• DMS Integration• SCADA Integration• Condition Monitoring

• Infrared Cameras• Online Monitoring• High/Low Alarm Levels• High/Low Action Levels• Colour conditions

• GIS Integration• Incident Classification• Work Prioritisation• Standard Work Templates

Smart Feeds Incident Reporting

TrendingActions Launching

Prioritisation Work Planning


Planning to Execution

• Functions:• Job Plans• Resource selection

• Material• Labour• Tool• Services

• Planning Tools• Dispatching Tools• Mobility Tools

Work Planning Material, Resource Planning

Approve Work

Crew SchedulingAssignmentDispatching

Field Force Management

CAPEX, Preventive Maintenance, Service Requests, Incidents


Project Implementation


P&S Optimization Achievement on Productivity

13% Personal

10% Clerical

15%Waiting for Jobs

22%Travel Time and Stores

10%Waiting for Instructions

30% Productive Work

Reduce from 70 % to 50%

50% Productive Work

60% Increase inProductivity

Before P&S Optimization

After P&S Optimization


Planning & Scheduling Optimization ROI

Impact of Improvement– Reduce time to complete jobs by 33 %– Increase Productivity (Labor wrench time) by 60 %

Effect Of Improvement – 3 techs at 30% = 90 % total productivity– 2 techs at 50% + 1 planner @ 0% = 100% total productivity– A planner can plan work for 15-40 technicians depending on industry and

complexity of maintenance work. Average ratio is 1-20– One planner /scheduler for 20 technicians (21 employees) will yield the

same output as 30 technicians without planners

Visual Planner allows Planners, Schedulers and Supervisors achieving a 20% time saving (One full day per week)


Work Management Focus Areas

Forecast Work

Identify ResourceGaps

Availability:• Assets• Location• Material• Tools

• Labor/Crews

Resource Leveling

Graphical UI

Labor and Crews

Graphical UI

Public Map Control

Route Optimization

Labor and Crews

Assign Emergency Work

Communication To Field

Technicians

CapacityPlanning

Schedule Compliance

ResourceOptimization Assignment Dispatching Real-time

Communication


Roles in Managing Work

• Defines and adjusts labor/crew availability along with resource leveling

• Capacity Planning

• Assigns work orders to resources

• Continuously optimizes the schedule as the operational environment changes

• Sequence and route work assignments based on geography

Scheduler/Planner

• Monitor field resources and work order progress and status

• Monitor the location of field resources compared to open orders

• Enter status and complete work orders on behalf of technicians who don't have mobile devices

• Sequence and route ongoing work assignments based on geography and optimization

Dispatcher

• Supervisor approves and assigns work on mobile devices

• Receive work orders in the field and provide real time status updates to dispatch

• Complete, edit and approve work orders on mobile devices along with viewing work on a map with optimal driving directions

• Notify dispatch of potentially dangerous situations, incomplete work

Field Technician


Scheduling: Resource Load and Availability


Planning: Resource Optimisation


Dispatching: Real-time monitoring


Mobile Interface


2 x Clicks


Location

Direction

Speed


Mobile Supported Devices


Service Request feedback from Work Order

• Completing the work order a message will appear notifying you that the Service Request will be Resolved

• The Client that reported the call will receive an SMS notification that the call has been resolved


Prepare for: Meter Management Lifecycle

Truck(Rolling Storeroom)

StockQuarantined

Meter Shop

Stock

Meter Random Sample TestMeter Shop

Storeroom or Staging Area

Stock

Vendor Marriage and Test Files

Status: Not Ready

Location: Meter Shop

A

ASN File

Meter

Shipment

Meter Receipt Meter Marriage

Premise

ActiveLeft in Open

Sync

StoreroomMeter Shop

Needs Test

Truck(Rolling Storeroom)

Needs TestNeeds Test

Meter Shop

Stock

Meter Inspection/Test

Meter Fails Test, Lost or Obsolete

RetiredLost

Obsolete

Meter End of LifecycleStoreroom or Metershop

Meter

Passes Test

Storeroom

Stock

A

Service Order

Service Order

Meter Installation

Meter RemovalMeter

Shipment


Early Results


The Value to Drakenstein

•• Unified solution for:

• Service Management• Work Management• Asset Management • Supply Chain Management

• For all asset groups • Infrastructure• Plant• Facilities • Transportation• IT assets

• Visualisation• GIS integration• Map Integration• Dashboards• Birt Reporting• Customer WEB UI

AssetManagement

WorkManagement

Supply ChainManagement

Service Management


Call Centre Dashboard Graphical View


Call Centre Dashboard List View


Custom Reporting


Future Plans


Future Planned Steps

• Role out to all other Engineering Service• Role out to other Directorates• Full integration of all software systems• Fault Predictive Software Installation


Questions?

Documents

Drakenstein’s Maintenance and Asset Management Approach · 2 Drakenstein’s Maintenance and Asset Management Approach. Presented by Deon Louw . 10 September 2013. Jointly prepared