Authors: Jeff Tokarczyk is a GIS Specialist and Ed Biggs is the GIS Program Manager for ARCADIS. Both may be reached at the ARCADIS Atlanta office at 770.431.8666.

Like many other public entities, water and wastewater utilities across the nation are under continually increasing pressure to operate more efficiently and effectively in the delivery and cost of providing their services. While addressing increased performance expectations, utilities are also having to deal with an aging infrastructure as well as improving their financial and environmental compliance with local, state, and federal regulations.

Backed with the latest GPS, GIS, and asset management technologies to assist utilities in efficiently locating, evaluating, and repairing their assets in a cost effective manner, ARCADIS designed and developed a unique “Find and Fix” program for improved management of a utility’s infrastructure. It involves a proven method for successfully inventorying and managing their assets.

Existing Data Sources
Utility infrastructure data and information are gathered from a variety of sources then evaluated and formatted for use in a GIS and the utility’s preferred asset management system. These sources of information can come from computer-aided drafting and design (CADD) systems, paper as-builts, system maps, or existing GIS data. Ancillary asset information such as structure inspections, video inspections, and photo documentation should be noted and readied for use in the GIS and asset management system in order to make the procedure more effective.

For those utilities that have yet to select and implement an asset management system, one needs to be selected. There are many off-the-shelf as well as custom asset management systems from which to choose. Each of these asset management systems has its strengths and weaknesses. Some of the considerations in choosing an asset management system include its ability to manage the attributes of the asset, manage field inspection activities, track maintenance history, issue and track work orders, and integrate with GIS. Most important in selecting an asset management system though, is an evaluation to determine the primary requirements and ability of the utility in managing its assets.

Using GPS
If a utility has not located its assets with GPS, then it would serve them well to consider this. The reasons for using GPS are many, including the reduction of confusion in the field due to missing or inaccurately mapped asset information, and removing the chance of multiple inspections on the same structure.  In addition, buried assets such as manholes, catch basins, valves, and the like can be collected and added to the existing database. GPS also provides field confirmation of the spatial and attribution integrity of the asset, and facilitates return visits to an asset for inspection and repair services.

The spatial accuracy requirements of an asset, whether survey grade or GIS sub-meter, along with what attributes of an asset are needed, varies with the asset and the needs of the utility. A thorough examination of the accuracy requirements should be conducted prior to any field data collection because this has a direct impact on the end costs of the field data collection effort. The requirements are directly related to what the data will be used for in the short and long term.

Utilizing ESRI’s mobile GIS software ArcPad, ARCADIS has taken full advantage of this software’s capabilities which enables field personnel to have access to GIS infrastructure data and precise GPS location information in the field. Field personnel can seek and find the physical structures in the field, locate them via GPS and identify them via ArcPad – which can be installed on a GPS data collector or rugged field laptop PC designed for arduous outdoor jobs.

Once the physical location of the structure has been captured, a form automatically appears on the unit’s screen prompting the field personnel to fill out the form. A rigid set of asset properties or rules, developed in conjunction with the client, can be applied to each attribute field greatly reducing the possibility of inputting erroneous data. In many cases only certain attributes that can be applied to certain fields within the forms — in these instances a specific list of attribute information — are made available in a drop down box for the field personnel to choose from. Clicking and selecting, rather than typing the attribute data into the forms, greatly reduces the possible errors and ensures the validity of the data.

Prioritization and Work Order Generation
After a predetermined amount of asset data has been collected in the field, reports are generated on the assets with their associated defects or problems. At this point, ARCADIS and the client will meet to determine the criticality of the asset problems found and develop standard procedures to address each problem. If field personnel locate an asset with a condition that requires immediate attention, for example, a missing manhole cover, a work order can be issued and a crew can be dispatched and repair conducted promptly.

All assets that have identified problems can have work orders written so that repair crews with the proper expertise and tools can perform the repairs. Information contained in the work order and the problem resolution can then be recorded in the asset management system. Asset documentation is retained for reporting and auditing purposes.

Analysis and Planning
The problem history, repair costs, and existing condition of an asset can be viewed and analyzed in either the asset management system or the GIS. These analyses can expose such things as reoccurring problems, special circumstances such as access issues, and the improper location of an asset. Plans can be formulated with the client, for long-term, more cost-effective solutions to the problems associated with a specific asset. The condition information of the assets in the system can be prioritized by severity, and repair or replacement cost estimates determined, for capital planning purposes. Having detailed and accurate asset information can assist the utility in transitioning from a reactive to proactive business operation model.

Conclusion
The ARCADIS “Find and Fix” program for infrastructure management and rehabilitation is unique in that it offers the full array of infrastructure management services needed by a utility, including GIS and asset management, GPS location of an asset, asset condition assessment, problem prioritization, work order issuance, asset repair, and planning and reporting. ARCADIS also offers a mix and match of these services based on the requirements and capabilities of its clients. In these times when utilities are under pressure to efficiently and effectively manage the delivery of their services, ARCADIS offers a people, process, and technology solution to assist them in obtaining their goals.  SLDT