A Goldilocks Problem: Identifying Suitable Asset Management Tools for Mid-Size Utilities

Utilities in Florida that have engaged the Florida Department of Environmental Protection, State Revolving Fund (FDEP-SRF), are keenly aware of the new requirement for an active asset management and fiscal sustainability program. After the successful implementation of a Fiscal Sustainability and Asset Management (FSAM) program for small utilities, FDEP-SRF decided to explore Asset Management Best Practices and tools for use by midsize water utilities in support of the SRF rule. The City of Tavares accepted the opportunity to participate in the study and partnered with SRF and engineering firm Woodard & Curran to develop an FSAM Program, with a focus on identifying and analyzing Computerized Maintenance Management System (CMMS) and Enterprise Asset Management System (EAMS) software options, suitable for midsize utilities (10,000 to 25,000 populations). The software tools that support asset management programs are an essential component of a system that also includes the people, funding, and management structures of an organization. The applications that will store vital asset information, administer aspects of the maintenance process, and provide mission-critical information to users when needed must be carefully chosen to fit the utility. These applications should fit both current and future needs as much as possible, while providing the functionality necessary to maintain critical assets effectively. The study conducted by Tavares included an initial needs assessment and a specific evaluation of asset inventory, service request, work orders, query & reporting, and advanced AM capabilities, as well as overall usability of 10 software packages. A final deliverable of this study will include a summary of findings, including product options, estimated costs and a suggested implementation approach to support utilities in their evaluation of software in support of meeting FDEP-SRF FSAM requirements. This presentation will discuss the study approach and findings, specifically the CMMS/EAMS needs assessment, evaluation, and selection process. It will summarize the strengths and weaknesses of the tools included in the study. Sharing these lessons will help other midsize utilities narrow their options and find an AM tool and approach that meets their needs and the requirement for an active asset management program. Choosing the right approach and supporting it with the necessary resources, policies, and partnerships can make all the difference.