Welcome to the West Virginia Bureau of Public Health’s (WVBPH) Asset Management Program! You are looking at what is the third in a series of PowerPoints, meant to provide additional information and further assist you with developing your asset management plan using the CUPSS software. All of the PowerPoints were developed to follow different Asset Management Plan elements. The third presentation will go along with your “Naming Your Assets” element. It is highly encouraged for you to develop a written Asset Registry Plan (ARP) at some point in your AM journey; however, it will not be a required submittal at this time. You will develop a simple plan for naming your assets at a minimum before you build your inventory list. In the workbook you will be given a place to provide a summary how you will name your assets. In the My CUPSS Plan section itself you should provide this summary in the critical assets section. Also, you will want to view this presentation when you are beginning your inventory process as well.

This PowerPoint presentation covers Naming Your Assets. As we continue to build our AM Plan each element will be identified with a puzzle piece and they will all come together to build our AM 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

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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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When you are beginning your asset management plan process, your asset management team needs to ask themselves the following questions:

• What do I own?

• Where is it?

• What condition is it in?

• What is its remaining useful life?

• What is its remaining economic value?

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So where do you find all of this information? When you are in the initial phases of developing your asset registry plan you can find a lot of the needed information in the following places:

• As-built drawings

• Design drawings

• Manufacturers' manuals

• Bid documents

• Schedules of quantities

• Staff—current and former (we have found that this may be one of the best sources for current assets at many of your systems)

• Photos and videos

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First start with critical assets only. You may ask, what is a critical asset? We will discuss that in more depth on the next slide.

Start Simple, add more details and/or assets over time.

Asset names must be unique

Please Note: Asset names must be unique! You need to make sure that all of your assets have an unique name, even in the beginning of this process. This is important so that you can tell them apart in the reports generated later by the CUPSS program.

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So what is an Asset Registry Plan (ARP)? Well the easy answer is, it is a description of how you assets will be named, so future operators can follow the process of how a new asset should be added to CUPSS. We will cover each component in more detail in the next few slides.

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An ARP is important, because it will help you define which assets will be apart of the AM Plan using CUPSS. Obviously you don’t want to inventory every nut or bolt in your system, so part of this process is to define down to the least expensive asset to inventory using CUPSS. For example, you could define an asset to be anything over $500.00. Or maybe it is any asset which you should track O&M activities. For, the WVBPH purposes you will need to include all of your critical assets at a minimum. A critical asset may be an asset that is in the last third of its expected useful life, one that has a high consequence or probability of failure for your Utility, or one that is very expensive to rehabilitate or replace. Remember to start simple and add more detail over time to ensure you can keep up with the aggressive schedule needed to complete your AM Plan on time.

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Determining the methods your utility will use.

We have included alternatives methods for you to consider in creating a more complex registry plan. However, please remember to do what is appropriate for and needed by YOUR Utility!

Once you define what an asset is you will want to figure out how you will categorize them. So now you will need to identify the type of methods you want to use to do so. Some are the more popular methods are as follows:

• Hierarchical: you can look at this as the parent, child, grandchild relationship or between the highest level of your asset first and then broken out into its subcomponents. For example, you could have a booster pump site, building, pump, seals, etc.

• Categorical: this looks at what type of asset it is- think source, distribution, part of treatment, or storage. CUPSS users will be required to use this as part of their method.

• Spatial relationships: assets based on their physical location. This could be related to a specific area or town, or even on a certain road or waterline. It is common to use this method and it can also be used in conjunction with the categorical

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approach as well.

• Business units: think about what department is responsible for the assets. For example, The office, distribution, or water plant, etc.

• Service provisions: a good example of this is whether the asset is part of your water or sewer service.

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So let’s review some of the different methods for developing your asset registry plan and ultimately your inventory.

Let’s start with the hierarchical method, when using this you method you identify a critical or key asset and all the other assets contributing to its function. Think of it like having a parent asset, a child asset and possibly a grandchild asset within your facility as a whole.

An example of the method would be as follows:

Facility (H&S PSD)Water Treatment Plant (Parent Asset)Chlorinator (Child Asset)

Flow Control Valve (Grandchild asset)

Using this method you can break your assets down as far as you find feasible. However, remember that the more assets you track the more time you will need. We ask for you to start simple and add more detail to the plan over time.

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Next we will look at the category based method. In the category based method you categorize based on the function/location such as: Source, Pumping Facility, Treatment, Distribution, and Storage. As already stated, CUPPS users must use this method as part of their ARP, because it is setup to run this way. However, this doesn’t mean you can’t use category with a blend of the other approaches as well. It is likely you will use a Spatial Relationship in the naming of many of your assets as you will often want to associate location with the asset as well. CUPSS users will also notice the program has certain categories entered in for you to choose from to help you with your asset registry plan development. You can however add to what is already in there if you want to use something different. This is done by selecting “other” when you are asked for the asset category. Next you will then enter the category that you desire. We will go over this more in the inventory presentation.

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Next we have spatial relationships (location based) which is a really popular way of inventorying your assets. In this method you relate assets based on their locations. It is sometimes GPS-generated, but it could also just be related to what road the asset is located on or what part of town, etc. This would work well in a distribution system to identify the area, road, or project phase where an asset appears, but you can also group the assets in the plant, office, Lab etc. For CUPSS users this method is highly recommended to be used and combined with the category based approach.

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Next lets focus on to the last two approaches, service provisions and business unit responsibilities. We will combine these as they are very similar in nature. In the above slide you will see an example of how these may work. This example shows the PSD broken into three different service provisions: office, maintenance shop, and treatment plant (this may overlap with the location based method also). These service areas could be broken down further. For example, office could be broken down to cover the computer and printer, and maintenance shop could be broken down to cover the hand tools. The treatment plant above doesn’t show it’s subsets because of the lack of room. However, it could be further broken out into filters, chlorinators, pumps, tanks, etc.

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Organizing Your Inventory

Now what? We will now look at organizing your inventory.

Why? Well it will build your inventory list in such a way that you will have unique descriptions of your assets for tracking purposes in CUPSS. What does Asset Name V/S Asset ID mean? An Asset Name is to uniquely describe the asset which may include asset type, location, and size. For example 6" Pool Polyvinyl Chloride Pipe

could be used as the asset name. We have provided more examples of Asset Names on the next slide. The Asset ID will also help you quickly identify critical details about the asset such as: the size, length, number, location, or type of asset. If you are trying to inventory a lot of assets you may find it necessary to create the Asset ID to distinguish between assets. For example, the 6” Pool Polyvinyl Chloride Pipe could have an Asset ID of 6"PVCKPZP. We will discuss this in more depth later.

Asset IDs can include crosswalk tables to explain what the abbreviated IDs mean.

Okay so how can you simplify your inventory so you are not tracking more assets than your staff can keep up with? This may be especially important if you decided to

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include items such as the distribution system assets as well in your AM tracking. Grouping assets with similar characteristics is a great way to accomplish this. For example, you may have a group of assets with similar characteristics such as: installation date, condition, and location that should be lumped together as one asset for tracking. We will discuss this in more detail later.

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You can see that we included size (see the red circle), location (see yellow circle) and asset type (see green circle) in our examples above where appropriate. It is very important that you remember to make each of asset’s names unique so anyone can tell them apart.

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Now we are going to go over a few examples for the “Asset Type” Crosswalk. These examples are all assets in the H&S PSD distribution system.

• Polyvinyl Chloride Pipe= PVC

• Gate Valve=GV

• Water Meter=WM

This should be self-explanatory, but all that we did was use abbreviations that make it easy to identify the type of asset.

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We are now going to go over some examples to practice building Asset IDs. Remember this is not required, but rather provided in the event that you find that you want to create these. This usually would be more beneficial for a Utility that needs to track a lot of assets. In this example we are using categorical and spatial relationship as our method. Our example shows a few examples from the H&S PSD Distribution System.

We have broken into three areas, the largest area is the “Pressure Zones”. On the slide you will see that we are using the Kreger Pressure zone as our example.

• Pressure Zone: Kreger Pressure Zone= KPZ

Within the pressure zones there are different areas. For our example we are going to use the Pool area (this is a line that goes out to service the area of the Town of Pool).

• Area: Pool= P

Then within these areas we have subareas. For our example we are using Lakeview Heights subdivision subarea (this is one of the many separate extensions within the Pool area and the Kreger Pressure Zone).

• Subarea: Lakeview Heights=LH

This should be self-explanatory, but all that we did was use abbreviations that make it

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easy to identify each area.

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You can see that we included size (see the red circle), location (see yellow circle), and asset type (see green circle) in our examples above where appropriate. It is very important that you remember to make each of asset’s names unique so anyone can tell them apart.

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This is the H&S PSD ARP example. The example is a eight tab worksheet that overviews how an ARP may be developed. It contains examples of crosswalk tables (for example, it may provide the asset types and the abbreviations for the types, or asset locations and the abbreviation for the locations). By merging the values together you can create a unique ID.

We suggest you adjust these tables to suit your needs if you choose to use this level of detail. Note: this is a pretty detailed example and you are not required to use it if it does not suit your Utility. Again, you would really need to consider developing an Asset ID if you plan on tracking many assets in CUPSS.

Notice the example of the Pressure Zone ID Crosswalk table. This shows an example of how you might go about creating a crosswalk table. The next inserted table is of an Asset ID. When you read through the example you will see that we explained how the abbreviation used for the pressure zone, area, subarea, category, “asset” type, and asset kind was used together to create the Asset IDs. For a system that is going to track a lot of assets in CUPSS it may be necessary to create an Asset ID to use in place of the Asset Name so that you can create a unique ID for each asset that is tracked.

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Another important concept is grouping of assets together to aid in tracking. For example, you won’t necessarily track every water meter in your CUPSS Plan, but you could track a group of water meters as one asset that are spatially related. See example of tracking all of the water meters that are on the Lakeview Heights Subarea on the next slide.

This guidance is located at http://www.wvdhhr.org/oehs/eed/i&cd/Asset_management.asp.

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Okay so now what do you do with these abbreviations and what other steps need to be taken to get to a fully developed Asset ID?

Lets consider that your system has 40 meters on the distribution system that where installed in 2010 and they are inside the Kreger Pressure Zone/Pool Area/Lakeview Heights Subarea.

Spatial Relationship: Pressure Zones / Area / Subarea.

Categorical: Distribution line / Meter

We are going to group these 40 meters together as one asset. We can do this because all of the meters were installed at the same time, their conditions are similar and they are in the same vicinity as one another.

If you look at the crosswalk table on the slide it shows you how this is broken out into the different parts of our ID. Lets take a look at this table so that we can start to build our complete Asset ID.

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We will start the ID out with 40 which

Then we will add in WM means “Water Meter”

Next we will add KPZ which means “Kreger Pressure Zone”

Then we will add P which means “Pool” Area

And finally we will add in LH which means “Lakeview Heights” Subarea

Once we have all of these parts we will have the complete Asset ID for these 40 water meters, 40WMKPZPLH

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Now that we have learned how to create an asset ID, let's consider the followingquestions:

You have a two inch PVC pipe for the distribution system of the Kreger Pressure Zone/Pool Area/Bruce Road.

1. So what do you think the Asset ID is for the two inch pipe?

2. Would the lines be considered as one or two assets based on the age?

3. Would the lines be considered as one or two assets based on the size?

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1. So what do you think the Asset ID is for the two inch pipe? The answer is 2”PVCKPZPBR

The 2 represents the two inch pipe.

PVC represents the Polyvinyl Chloride Pipe

KPZ represents Kreger Pressure Zone

P represents the Pool Area

And BR represents Bruce Road.

2. Would the lines be considered as one or two assets based on the age? Unless the installation dates are close together you will want to have two separate assets if the assets where installed at different times.

3. Would the lines be considered as one or two assets based on the size? You will also create two assets, for example, if you have two inch and four inch pipe you will make them two separate assets.

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So where should I track my inventory? CUPSS Users will download the inventory worksheet from the CUPSS program.

The Asset Registry Plan (ARP) aka Naming Your Assets, and Condition Assessment Protocol (CAP) development overlap one another. We have found that your ARP, CAP (this will be covered in the next PowerPoint), and inventory are interconnected, and it can be a very intense process. So it is important to figure out what kind of procedure you are already using or that you may use to help you better inventory your assets. Building your ARP and ultimately your inventory will be the most detailed and lengthy activity when developing your AMP no matter what software you are using. If you are using CUPSS, all the calculations and lists that are provided are based on this information. Therefore, you want to make sure that all of the inputs are as accurate as they can be before you upload into CUPSS.

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Since the ARP AM element is related to the CAP and Inventory elements you can find out more information on all three of these elements by referring to the Inventory template tab in your guidance document (see blue circle). If you go to the orange box (see red rectangle) you can find out more about how to submit your next element. The ARP, and CAP should be included as stand-alone documents to the MY CUPSS Plan. You can provide a high level overview and address where the documentation resides in the Critical Asset section of the My CUPSS Plan. Note: you will not need to submit something until AFTER you have your inventory template complete. DO NOT upload your template into the CUPSS program until AFTER it has been approved by the BPH.

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You can now start to enter some information into your inventory so you can now:

• Download the Inventory Template

• Start familiarizing yourself with the template

• Start building your inventory on the template once you have a plan for naming your assets

• Fill in Asset Name and Asset ID columns. You will only fill in the Asset Name and Asset ID column at this point. Remember it is not a requirement that you create IDs, only create these if it makes sense for you to do so.

Once again, if you want to start building your inventory now you can do so. If you want to wait until you know how you are going to develop criticality you can also do that (after you have both your naming convention and criticality development complete).

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CUPSS USERS can open CUPSS program and proceed to the My Inventory Module to see what kind of options are available to create, manage, or edit the inventory.

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When you enter into CUPSS at the home screen you will see the “My Inventory” section you to create/edit a schematic, create/edit an asset inventory lists, view asset information and search your data. Click “Download Template for Import” (see red circle) to obtain copy. This will be used to help you build your Asset Registry and Inventory.

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When you open the inventory template you will see that there are two tabs at the bottom (see red circle). The first one in the instruction page. This page will go over everything you need to know about filling out the template on the next tab (the tab labeled Assets).

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When you open the tab labeled Assets you will see the sheet above. Once you have your asset naming system complete you can fill in the AssetName column or column A (see red circle). Your will next enter in your asset category and type (green and blue circles). You will fill out the OtherCategory column if you can’t find a preexisting category that is in column the Asset Category column (purple circle). In this case you would pick other in column C and write-in your new category in column D (OtherAssetCategory column). The same goes for asset type. If you have decided to use asset IDs you can also fill in the AssetID column or column G (see yellow circle).

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Recommendations….. That will ultimately save you time and possible errors!

There are a few important items to remember when developing your asset registry plan if you are using CUPSS. They are as follows:

• Always develop your naming system (ARP) before uploading inventory into CUPSS program! Once you upload your inventory it will be hard to redo the whole list at once. Having a well thought out ARP will save you a lot of time later!

• Your ARP is a stand alone document developed outside of the CUPSS program. As of now the program does not have a place to enter in your ARP; however, we recommend that you provide a high level overview and address where this document resides in the My CUPSS Plan under the critical assets section. Please note, if you find at a later time you need to change your naming convention that is already entered into CUPSS, you will document the approach in the critical asset section of the My CUPSS Plan.

• The ARP, CAP, and Inventory development will be overlapping as they are related to one another and help to build the Inventory sheet

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An Asset Management Plan is always changing as you must continuously update different parts of it so as you become more familiar with the process you can add in more information. We recommend you reassess the CUPSS asset information annually. Remember your AM Plan should be evergreen!

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Remember when you complete 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 before and after at a system to demonstrate just what asset management can do for your system.

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