Dr. Petros Kolovopoulos

Executive Manager, Hydro-Comp Enterprise, Cyprus

Prishtina, Kosovo, 02nd Novemebr 2017

Methodologies and Tools for Integrated Asset Management – An innovative Cloud Based

Approach

Definition & Main Activities of IAM

Program IAM Systems - EDAMS Software

Program Stages - Description

Training Curriculum

Program Planning

Summary

Agenda

There are various definitions in literature falling under two categories:

(1) Focuses on asset rehabilitation/ maintenance planning based on risk assessment (risk of failure of asset)

(2) Adopting a more integrated approach addressing also asset and Utility performance as a whole.

Adopted International Definition: An integrated approach to monitoring, operating, maintaining, upgrading, and disposing of assets cost-effectively, while maintaining a desired level of service and is intended for improving the overall business performance.”

IAM Definition

1) Network Data Management: The compilation and maintenance of a validated asset register with geographical reference, stored in a robust geographical database is important for the purposes of Maintenance Management, Asset Management and Distribution/NRW (non-revenue-water) Management.

To achieve “Effective Utility Management/ Integrated Asset Management” the following main activities, following under 3 main categories are required:

2) Commercial Data Management: The analysis and identification of problems in the billing database, such as malfunctioning meters, non-paying or institutional consumers with high wastage and leakage as well as connections with wrong possible consumer category allocation.

Category A: Data Management

4) Water Quality Management: Purpose: (a) to improve water service provision (quality), (b) to ensure quick emergency action in case of contamination and (c) to ensure compliance with legislation.

5) Distribution Management: Purpose: (a) to ensure proper service delivery (quantity and pressure), (b) to operate pumps cost effectively, (c) to identify, localize and quantify system losses (leakage) and (d) to ensure compliance with legislation. Main output is a Water Audit and a leakage Reduction Program.

3) Maintenance Management: Purpose: improvement of productivity and efficiency of the maintenance function, the improvement of service delivery (less breakdown time) and the collection of information for condition assessment needed for Asset Management (rehabilitation planning).

Category B: Operations and Maintenance

7) Rehabilitation/ Maintenance Plan: Activities include: (a) Condition Assessment, (b) Financial Asset Valuation, (c) and Risk Assessment. The output is two plans, (1) Rehabilitation Plan (replacement, refurbishing) & (2) a Preventive Maintenance plan. The main purpose of these plans is to minimise the risk of failure and minimise cost of ownership of the existing assets

Category C: Planning

8) Infrastructure Planning: Infrastructure planning results in the formulation of the Upgrading Plan, Emergency Response Plan and the Master Plan.

The Upgrading Plan addresses infrastructure performance issues ensuring proper service delivery under present conditions for the present supply area whilst the

Master Plan looks at future capital requirements to ensure continuation of proper service delivery both in the existing areas (bulk supply) and new areas to be developed.

The Emergency Response Plan, sets down operational rules (shutting/ opening valves, etc..) to handle emergencies (contamination, large leaks, breakdowns, etc..).

9) Business Plan & Model: Assesses the performance and sustainability of a Utility based on its current condition and the effect of various interventions to be carried out through a proposed Investment Plan on its performance – important for raising finance.

Business Plan & Model

Utility Assessment Questionnaire &

Model

Investment Plan & Model

Utility Activities& Studies

Current Operations Questionnaire

Financial Plan & Model

Operational System with embedded IAM Best Practices

Technical Department’s IAM System

- Water/Waste Water Quality Management

- Zoning Management

- Financial Assets Management

- Projects Register Management

- Metering Management

- Demand/Water Audits Management

- Engineering Design/Analysis support

- Web Enabled

Non-Revenue

Water breakdown

20.9%

8.9%

2.0%

Real Losses (leakage)

Apparent Losses (commercial losses)

Payment Losses (Non-payment)

Program Software

Designed for the structuring, analysis and support of the

Life Cycle Management of Network Assets

Asset

Acquisition &

Evaluation

Asset

Valuation

Asset

Renewal

Strategy

Asset

Condition

Monitoring Life Cycle

Management

of Assets

Asset

Management

Strategy

Asset

Management

System

Asset

Validation

Asset

Maintenance

System

Program Software

Maintenance Management

Network Data Management

Monitoring &

Control

Distribution Management

Asset Management

Demand & Network analysis

Planning & Design Operations & Maintenance

ERP Billing & Customer Information

Enterprise Services Commercial Management

Revenue

Management

Customer

Information

Meter &

Connection

Management

Demand

Analysis

Conservation

Planning

Network

Planning

Human

Resources

Financial

Supply

Chain &

Logistics

Human

Resources

Financial

Supply

Chain &

Logistics

Maintenance

& Work Order

Management

GIS/ Asset

Management

Operations,

Monitoring

& Control

Program

Software

Silver Package Gold Package Platinum Package

Program Description

Stage I

Stage 1 (Year 1):

To assist Utilities in setting up and maintaining a validated network geographical database, effectively performing proper Network Data Management as well as understand components of Integrated Asset Management (IAM).

Network Data Management

From………..

Disconnected networks

Network element graphical

representation

Missing attributes

Stage I

Building a Network Asset Registry

Stage I

Building a Network Asset Registry

To Proper Hierarchical Component Management

Stage I

Building a Network Asset Registry

and full life cycle management of Network Assets

Stage I

Building a Network Asset Registry

Assistance with collection & Control of field data

Stage I

Building a Network Asset Registry

Assistance with collection & Control of field data

Belgrade - Data Collection -Progress

0

20

40

60

80

100

120

16/02/

2007

16/03/

2007

13/04/

2007

05/08/

2007

31/05/

2007

15/6/2

007

29/6/2

007

20/7/2

007

03/08/

2007

17/08/

2007

07/09/

2007

21/09/

2007

05/10/

2007

19/10/

2007

02/11/

2007

16/11/

2007

30/11/

2007

% C

om

ple

ted

Field Survey Data Organisation Data Validation Data Capture0

5

10

15

20

25

30

35

40

45

28.02.200720.04.2007.08.06.2007.20.07.2007.31.08.2007.19.10.2007.30.11.2007.25.01.2008.03.03.2008.

% C

om

ple

ted

Kragujevac - Data Collection Progress

Field Survey Data Organisation

Program Description

Stage II

Stage 1 (Year 1):

To assist Utilities in setting up and maintaining a validated network geographical database, effectively performing proper Network Data Management as well as understand components of Integrated Asset Management (IAM).

Stage 2 (Year 2):

To enable (a) Maintenance Management for improving productivity and efficiency of the maintenance function and service delivery as well as for registering maintenance problems for further use in Rehabilitation/ Maintenance Planning (Stage 3)

Network Data Management

Maintenance Management

Computerisation of Maintenance function

Call Centre/Customer Services

Incidents Management

Work Order Management

Management Reporting

Job Costing

Budgeting

Performance Indicators

Stage II

Maintenance Management

Stage II

Maintenance Management –

Complaints Management/Call Centre Integrate Call Centre &

Complaints Management to Work Orders, Scheduling and Dispatch functionality enabling end-to-end business process integration.

Stage II

Maintenance Management –

Management Decision Support

Management Reporting

Job Costing

Budgeting

Performance Indicators

Program Description

Stage III

Stage 1 (Year 1):

To assist Utilities in setting up and maintaining a validated network geographical database, effectively performing proper Network Data Management as well as understand components of Integrated Asset Management (IAM).

Stage 2 (Year 2):

To enable (a) Maintenance Management for improving productivity and efficiency of the maintenance function and service delivery as well as for registering maintenance problems for further use in Rehabilitation/ Maintenance Planning (Stage 3)

Stage 3 (Year 3):

The last year’s stage will enable the remaining activities of Integrated Asset Management namely: (a) Commercial Data Management, (b) Water Quality Management, (c) Distribution/ NRW Management, (d) Rehabilitation/ Maintenance Planning and (e) Business Planning

Network Data Management

Maintenance Management

Monitoring &

Control

Asset Management

Distribution Management

Commercial Data Management

Water Quality Management

Distribution/ NRW Management

Rehabilitation/ Maintenance Planning

Business Planning

Stage III

IAM Activities

Stage III

Commercial Data Management

Belgrade

Billing system

Commercial

Data Commercial Data Analysis Billing Data

Evaluation

Meter Age distribution

0

5,000

10,000

15,000

20,000

25,000

30,000

35,000

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

Age

Nu

mb

er

of

me

ters

Oversized Meters Analysis

171 368

2,817

15,666

6,2785,566

614

5 11141

782

1,373

2,490

523

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

18,000

200 150 100 80 50 40 30

Meter sizeM

ete

red

Co

ns

um

pti

on

(m3

/da

y)

0

500

1,000

1,500

2,000

2,500

3,000

no

of

ov

ers

ize

d m

ete

rs

Stuck Meters (Readings with zero consumption)

4018

28201937

723 865 712 732 699 724 643 681 736

161704,090.2

951.3

620.1

327.4106.8 73.0 34.6 25.7 12.0 49.4 7.2 3.4 0.10

2000

4000

6000

8000

10000

12000

14000

16000

18000

1 2 3 4 5 6 7 8 9 10 11 12 >12

Number of readings with zero consumption

Nu

mb

er

of

Stu

ck M

ete

rs

0.0

500.0

1,000.0

1,500.0

2,000.0

2,500.0

3,000.0

3,500.0

4,000.0

4,500.0

Avg

Co

nsu

mp

tio

n o

f stu

ck

mete

rs

To reduce & control the commercial component of Non-Revenue Water by improving the quality of the commercial data

Stage III

Water Quality Management

Methodologies & tools for quality assurance and quality control (QA/QC) for field sampling and subsequent laboratory and data Management control & analysis.

Stage III

Distribution / NRW Management

Addressing Auditing & Balancing including:

DMA Management/Operation

Balancing-Top down

Water Balancing-Bottom up

Consumption Analysis

Stage III

Rehabilitation Planning

Decision support methodology for assisting Utilities in establishing infrastructure investment plans.

Assessment of Useful Lives

Risk Assessment

Asset Categorisation

Rating & Ranking Assets

Budgeting

Dams

Water Tratment

Works

Water Pump

Stations

(Bulk Supply)

Reservoirs

(Bulk Supply

Useful Life 169 60 53 51

Life to date 92 40 36 37

Remaining Life 78 20 17 14

at date 01/01/2005 17/05/2005 13/11/2005 01/01/2005

Civil Cost R 408,265,000 R 345,849,665 R 6,590,000 R 167,156,000

Mechanical Cost R 18,995,000 R 33,477,678 R 51,460,000 R 0

Electrical Cost R 1,740,000 R 13,123,850 R 21,830,000 R 0

Total Cost R 429,000,000 R 392,451,193 R 79,880,000 R 167,156,000

Replacement Cost R 640,423,878 R 585,138,209 R 112,779,520 R 248,586,953

Straight Line

Depreciation (Historical)

R 397,343,464 R 260,887,611 R 59,860,845 R 100,672,708

Current Cost

Depreciation

R 566,240,420 R 463,869,096 R 84,556,393 R 184,781,063

Original

Cost

Valuation

Useful Life

Stage III

Business Planning Business Planning Modelling assess the performance and sustainability of a Water Utility based on its current condition and the effect of various interventions to be carried out through a proposed Investment Plan.

Business Plan & Model

Utility Assessment Questionnaire &

Model

Investment Plan & Model

Utility Activities& Studies

Current Operations Questionnaire

Financial Plan & Model

Investment Plan 1: Possible interventions with direct benefits

Euro

1 503,837

2 24,248,180

3 780,000

4 5,400,000

5 260,000

6 22,600,000

7 573,804

8 850,920

9 0

10 728,968

Co

st

Defi

ne I

P

Ben

ef/

Co

st

Ben

efi

t/d

Eff

ect-

calc

s

Total

Activity

Cost

Reco

mm

Rehabilitation Plan - Pipes

Rehabilitation Plan - Other than pipes

Upgrading Plan

Emergency Response Plan

Master Plan

Data Improvement analysis (Illegal Connections)

Commercial Rehabilitation Plan-institutional

Preventive Maintenance Plan

Leakage Reduction Program

Capital Costs (CAPEX)

Operational Costs (OPEX)

Description of Intervention/Activity

Commercial Rehabilitation Plan-metering

Stage/ Package Training Course

GIS/ Network Data Management

Advanced GIS/ Network Data Management

Maintenance Management

Advanced Maintenance Management

Commercial Data Management

Distribution/ NRW Management

Water Quality Management

Rehabilitation Planning

Infrastructure Planning

Stage 1 - Silver

package

Stage 2 - Gold

package

Stage 3 - Platinum

package

Training Courses

Training: Stage I

Network Data Management

1

1.1 Introduction to

EDAMS Assets

Overview of the Assets system, including main features &

functions and integration with other systems

All users and managers

1.2 Management

Overview

Reading and interpreting management reports Management

 Network Asset Management philosophy & concepts

 Network data models and connectivity rules

 Basic system functions

 System parameters & network components

 Using queries wizard, reports, graphical templates & thematic

mapping

Basic network management

Analogue and digital data collection

Network data capture, development of an asset register

Data organisation, storage and structure

Data Maintenance

1.3

1.4

Network Data

Capture

Users1.5

Introduction to GIS

Stage 1: Silver Package - GIS/ Network Data Management

Basic Network

Management

Users

Users

2

Find exceptions & discrepancies

Correcting discrepancies

 Advanced functions

 Network data evaluation

 Correcting zoning data

 Different zoning scenarios

 Digital terrain modelling

 2 & 3-D terrain models

 Network schematics

 Orthogonal & geographical views

User Access Rights Levels

 Groups & Sessions Administration

 Profiles Management

 Use of Spatial Queries engine

 Thematic Mapping

2.2

2.3

2.1

GIS Portal

Stage 1: Silver Package - Advanced GIS/ Network Data Management

Users

Network Data

Analysis & Evaluation

Users

Zone Management Users

Training: Stage II

3

3.1 Introduction to

EDAMS MMS

Overview of the O&M system, including main features &

functions and integration with other systems

All users and managers

3.2 Management

Overview

Reading and interpreting management reports Management

 Overview of customer services cycle

 Recording a customer complaint

 Authorising an investigation

 Issuing a maintenance request

 Printing and interpreting reports

 Using enquiries to track complaints

 Maintenance programs (routine, preventive, pro-active)

 Creating & editing skills, store items & support services

(plants, instruments, equipment, vehicles)

 Linking O&M activities with Billing activities

 Printing and interpreting reports

 Graphically view logs and readings

 Scheduling & processing of work orders

 Requisition to stores and support Services

 Printing and interpreting reports Maintenance Supervisor

Call Centre operators

3.4 Maintenance

Management

Maintenance Supervisor

3.3

3.5 Scheduling Work

Orders

Dispatcher

Stage 2: Gold Package - Maintenance Management

Call Centre Manager

Call Centre

4

 Setting up of system

 Administrating the database

Setting up and updating system user information i.e.

passwords, skills etc.

 Setting up of reference files

 Monitoring work orders and job cards

 Scheduling & processing of work orders

 Printing and interpreting reports

 Budgeting

 Audit Trail Reports

 Performance Evaluations

 Failure & Reliability Analysis

 MS-Project export

 Enquiries

 Call Centre

 Maintenance Component

 Maintenance History

 Job Cards Management

 Reporting

Maintenance Manager &

System Manager

4.2

4.3

4.4 Web MMS application Supervisors and all O&M

Dept. users

4.1 System

Administration

System Manager

Scheduling & Work

Order Management

Maintenance Supervisor

MMS Analytical Tools

Stage 2: Gold Package - Advanced Maintenance Management

Maintenance Management

Training: Stage III

5

  Pre-processing of data

Processing of missing data

Processing of exceptions

Reconciliation of Customer group categories

Managing processing of exceptions

Programs for malfunctioning meters

Analysis of commercial data

Printing and interpreting reports

5.1 Commercial Data

Evaluation

Management & System

Managers

Users

Stage 3: Platinum Package - Commercial Data Management

6

6.1 Introduction to

EDAMS NRW

management

Overview of the NRW Management system, including main

features & functions and integration with other systemsAll users and managers

6.2 Management

OverviewReading and interpreting management reports Management

Interfacing to telemetry,

Setting up Intermediate metering databases

Filtering and processing of raw readings and storing in Assets

database

Monitoring and control of bulk meters.

Evaluation and verification of bulk meter readings.

Estimation Methods of problematic readings.

Statistical analysis tools.

Monitoring and control of bulk meters.

Evaluation and verification of bulk meter readings.

 Non-Revenue water analysis

Performance indicators & auditing

Utility performance model

Monitoring of non-revenue water

Design standards evaluation

Thematic mapping and reporting

Use of NRW management system

Managing non-revenue water

Implementation of performance improvement programs

Printing and interpreting reports

6.4

Management & Engineers

6.3 Telemetry Interface

Users

Management & Engineers

6.5 Water Audit/

Balancing analysis/

Real time Mass

Balancing

Stage 3: Platinum Package-Distribution/ NRW Management

Bulk meter readings

analysisUsers

Users

7

Setting up the Libraries (Quality Standards, Standard Analysis

etc.)

Quality Assurance & Quality Control

Quality Data Management

Quality Data Analysis & Interpretation

Quality Data Modelling & Monitoring

Management Reporting

Quality Data Management

Quality Data Analysis & Interpretation

Quality Data Modelling & Monitoring

7.1 Quality Monitoring

Users

Management & Engineers

Stage 3: Platinum Package-Water Quality Management

8

Setting up Asset Libraries

Setting up costing data

Condition Assessment

Collecting Asset’s costing data

Performing Financial Valuations

Linking to Financial Dept.

Risk assessments

Life Cycle Management of Assets

Condition Assessments

Linking to Financial Department

• Assessing rehabilitation alternatives to enable the utility

manager to prioritize rehabilitation and replacement of assets.

• Methodology for building a system rehabilitation plan prioritized

by system risk.

8.2

Management & Engineers

8.1 Financial Asset

Valuation

Users

Stage 3: Platinum Package-Rehabilitation Planning

Rehabilitation

PlanningManagement & Engineers

9

9.1 Management

Overview

Overview of Infrastructure PlanningEngineers

Setting Up Demand Categories

Exceptions Analysis

Generation of design flows

Demands analysis & interpretation

  Network elements

Manipulation of network data

 Display options & views

 Building of small network sample

 Importing of network data from EDAMS Assets & ASCII

 Steady state & sensitivity analysis

 Displaying results

 Logical & time based controls during extended simulation

 Demand distribution & categories

 Reservoirs and tanks

 Extended simulation & displaying of results

9.2 Demand Analysis

Engineers

9.5 Advanced Water

Network AnalysisEngineers

9.3 Introduction to

EDAMS Water-

Hydraulic Analysis

Engineers

9.4 Basic Water Network

AnalysisEngineers

Stage 3: Platinum Package-Infrastructure Planning

Monitoring &

Control

Distribution Management

Asset Management

Program Planning

Services to be provided

Preliminary Activities: It includes Utility registration, data collection, initial assessment etc.

Workshops/Conferences: Will be held on a regular basis presenting various aspects of the services and IAM.

Classroom Training: Training courses will be held at the Hub premises on a regular basis addressing all aspects of IAM with different courses applying for the different stages of the program.

Data Conversion & IAM Systems Implementation: The EDAMS IAM software will be provided to each Utility and will be hosted and operated through the Cloud.

Visits: Utilities are encouraged to visit the Hub in regular intervals to seek advice and assistance.

Support: Daily Remote support to Utilities in the use of the software and procedures adopted.

no. Description 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36

1 Preliminary & Admin Activities

2 Preparatory Activities for Program Stages

3 Advisory Platform Working group meetings (the day following the conf/ workshop)

4 Workshops and Conferences

5 Training courses for Utilities

6 Systems Implementation & data conversion

7 HUB Centres Support

Activity Aug-17 Sep-17Apr-17 May-17 Jun-17 Jul-17

1s

t y

ea

r

Registration of Utilities

Completion of Questionnaires

Baseline Initial Assessment

Setting Up of Cloud Assess for Utilities

Initial data collection & conversion

Dissemination Activities

Program Planning

Initial Period Activities

Program Plan

no. Description 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36

1 Preliminary & Admin Activities

1.1 Coordination Meeting-All partners

1.2 STA Launch Roadshow

1.3 Coordination Meetings HCE & Hub

1.4 Creation/Launch of STA-Utilities interactive Web Site / Forum

1.5 Finalisation of Std. Reporting (Management report to STA & Util Management)

1.6 Finalisation of Software Std. Reporting (Activity logs & Progress reports)

1.7 Finalisation of Communication protocols / call centre / e-mails support

2 Preparatory Activities for Program Stages

3 Advisory Platform Working group meetings (the day following the conf/ workshop)

3.1 1st-Opening Meeting

3.2 Adv. Pl. WGM 2017-1

3.3 Adv. Pl. WGM 2017-2

4 Workshops and Conferences

4.1 1st-Opening Workshop

4.2 Workshop 2017-1

4.3 Workshop 2017-2

5 Training courses for Utilities

5.1 GIS/ Network Data Management 2 1

5.2 Advanced GIS/ Network Data Management

5.3 Maintenance Management 1

5.4 Advanced Maintenance Management

6 Systems Implementation & data conversion

6.1 Stage 0: Baseline Initial Assessment

6.2 Stage 1a: Network Data Management (NDM)-Data Conversion & Evaluation

6.3 Stage 1b: Network Data Management (NDM)-System Deployment

6.4 Stage 2a: Maintenance Management System (MMS)-System Configuration

6.5 Stage 2b: Maintenance Management System (MMS)-Systems Deployment

7 HUB Centres Support

7.1 Support of Hubs to Utilities

7.2 Support of Hydro-Comp to Hubs

Activity Aug-17 Sep-17Apr-17 May-17 Jun-17 Jul-17

1s

t y

ea

r

The implementation of IAM at Utilities is expected to result in substantial benefits to the

Utilities in terms of Financial Benefits, improved Service Delivery and improved

Conformity to regulation & transparency.

Financial benefits will be realised through Increased Revenues, Reduction of

Operating costs, less annual rehabilitation and maintenance costs and a

considerable reduction in future Capital costs.

Improved service delivery will be achieved through better Customer services,

better water delivery (in terms of both Pressures and Quality), quicker response

to maintenance problems and more effective Emergency & Crisis Management.

Conformity to regulation & transparency will be achieved through the

production of a more accurate Balance sheet, Water Quality reporting, Water

Audit reporting and more accurate budgets on Operational Costs and Capital

Cost requirements.

“Asset Management Advisory Services to Water Utilities in South-

Eastern Europe”

Program Benefits