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The empowered field force - Leveraging new technologies in support of field operations
Doug Klocko
Allegheny Power
800 Cabin Hill Drive, M314
Greensburg, PA 15601
Telephone: (724-830-5375) Fax: (724-830-5931)
E-mail: dklocko@alleghenypower.com
Doug Klocko
Allegheny Power
800 Cabin Hill Drive, M314
Greensburg, PA 15601
Telephone: (724-830-5375) Fax: (724-830-5931)
E-mail: dklocko@alleghenypower.com
Introduction
Allegheny Power (AP) has undertaken a variety of mobile initiatives over the last several years. One of these successful implementations is a mobile Geographic Information System (GIS) application which allows field personnel to view facilities for AP’s entire service area. This mobile GIS application has the possibility of being the basis for many additional, useful applications.
Also, AP has a central Facility Information System (FIS) where all data about what companies are attached to which pole is retained. There is an existing paper-based application process where outside companies can apply to attach to AP’s poles and this information is added to FIS. In most cases, the foreign company will lease space or in some instances a joint ownership in the pole may be created.
Over time on a regular basis, AP has found it necessary to audit what attachments have been made to each pole by foreign companies to make sure all appropriate revenues are being received. This audit has historically been paper-based and done either by internal or external personnel.
The Mobile Pole Audit System is a result of using AP’s existing mobile GIS application and extending it to allow for the capturing of attachment audit information. This includes both the viewing of existing attachments and the capturing of any modifications on any pole throughout AP’s system.
Allegheny Power’s Existing Mobile Technologies
Mobile Software
AP has had an ongoing mobile computing program since 1996. Strategically, AP has attempted to take a “best of breed” approach when selecting mobile applications. After identifying the chosen application, the focus has been on integrating the many applications to work smoothly together and provide a simple user interface. In addition, AP has worked on maximizing the benefits of its mobile technologies by extending their functionality and identifying additional uses. AP currently is working with three major mobile systems:
Mobile GIS: This application was developed by MapFrame Corporation (www.mapframe.com), headquartered in Dallas, Texas. The MapFrame system is an extension of AP’s SmallWorld AMFM system. AP uses MapFrame’s FieldSmart View and Field Flow Manager system components. The purpose of the mobile GIS application is to put information about all of AP’s facilities in the hands of the field personnel. The map data from the SmallWorld database is extracted and converted to MapFrame’s proprietary data format and distributed to the mobile computers. This data format is very compact; all of the map and facility data for AP’s service territory is contained within files that total only approximately 400 megabytes. The MapFrame mobile client application allows the user to easily navigate, search and view facilities and associated attributes within the application.
Mobile Work Management: This system was developed by Utility-Associates, Incorporated (www.utility-associates.com), located in Atlanta, Georgia. The client application is called PADWorks and is an extension of AP’s Severn Trent STORMS system. The PADWorks application allows the user to complete tasks that were previously labor- and paperwork-intensive for both the field and supporting office personnel. First, the PADWorks application handles the reporting of all completed work, design changes and materials used. Second, the application handles the recording of all necessary payroll-related information. The server-side system components handle seamless uploading and downloading of data for direct integration with both the STORMS system and AP’s payroll system.
Mobile Outage Management: This system was developed by M3i (www.m3isystems.com), located in Longueuil, Quebec. This application is an extension of M3i’s Outage Management System which is used by AP. The application allows the user to identify, locate and track outages with wireless communication of dispatch and status information.
Mobile Hardware
AP is currently using the pen-based, ruggedized tablet Hammerhead computers from WalkAbout Computing (www.walkabout-comp.com), located in Singer Island, Florida. All of the applications mentioned above have been developed specifically for the pen-based computers. The Hammerheads currently run Windows 95.
Previous Pole Audit Process
Historically, AP conducted attachment audits as a paper-intensive process. This was true even after the implementation of AP’s AMFM system. Circuit maps and pole lists for the areas to be audited were generated and supplied to an internal audit team or an outside audit contractor.
The auditors would visit each pole and record on paper what attachments had been made to the pole. In addition, the auditor would attempt to identify what company made the attachment to the pole.
The audit data was then accumulated and manually checked versus FIS. Any new attachments were identified and the appropriate paperwork was manually completed and sent to the attaching company for billing. These new attachments would then be keyed into FIS.
Because the process was so cumbersome, poles were generally only audited every five years. After an internal reorganization of the company in 1996, this process was discontinued. AP depended entirely on the attaching companies to accurately communicate any poles they were attaching to.
New Pole Audit Process
In 2000, a sample audit of unauthorized attachments was conducted on four of AP’s 1,800 distribution circuits. The audit revealed that there were a significant number of unauthorized attachments, which equated to a significant revenue-generating opportunity when extrapolated across AP’s entire service territory.
In the summer of 2001, based on the results of this audit, a team was formed to manage a complete audit of AP’s 1.6 million poles. The team considered multiple options for how to do this audit in a timely manner. Because of the tight time schedule, it was decided that the use of an outside contractor was necessary.
Around the same time, the team began discussing the creation of a mobile audit application that could use the existing mobile GIS as a foundation. Based on the previous work and the other audit-related applications done by MapFrame, AP decided to move forward on a rapid development schedule.
Working together, MapFrame and AP developed the specifications for a pole auditing application. Considering the large number of poles to be audited, the aggressive time schedule and value of the data collected, it was determined that the application must be simple and fast, and also provide high data security.
Any click or entry required by the user interface to audit a pole would be repeated 1.6 million times. This made it essential that the software provided a quick easy to use interface that was tailored to the pen-based Hammerhead computers. To do this, the application makes extensive use of gestures and drop-down lists which simplify the data input process.
Considering that each unauthorized attachment identified represents a certain dollar amount, the loss of any collected data could total a significant amount. This meant that all collected data needed to be safeguarded with frequent backups and uploads. The MapFrame application provides the ability to quickly backup all working files to secondary storage media and also to upload collected data via access to AP’s WAN. This network access could take place at any one of AP’s service centers located throughout the five state service territory.
An additional critical, yet unexpected, requirement was the ability to easily manage the division of work. Because AP would be utilizing contractors to complete the audit, it was important for the application to provide a way to divide up AP’s territory into distinct areas that could be assigned to one of many auditing crews. All poles need to be audited once and only once. To meet this requirement, MapFrame came up with a method of dividing each of AP’s service centers into multiple five mile by five mile squares. The software distinctly numbers each “tile” which can then be assigned to a crew. The software also provides a count of the number of poles that needs to be audited in each tile.
The features allowed the contractor to assign specific tiles to each crew with a good estimate of how long it would take to audit the entire tile. The software went through a number of iterations as it was developed. The final version was put into use in under four months from when development began.
New Pole Audit System
The relevant components and data flows of the new Pole Audit System are outlined below.
Components
Client Software: The client software is a Windows-based application that is run on the Hammerhead mobile computers. The application requires system files and data files. MapFrame calls this their FieldSmart Inspect application. The system files take minimal disk space and can be updated as needed. The data files are from two sources, the map and facility data from the SmallWorld database and the attachment data from the FIS. The map data is required for the core Mobile GIS application and can be updated on a regular, defined schedule using the server software. The attachment data can be updated as needed. Because of the unique method the software provides for dividing the poles that need to be audited, frequent updates are not critical.
Server Software: The server software runs on a Windows 2000 server that works as the processing location and gateway for the flow of data within the system. This is MapFrame’s Field Flow Manager application. This application not only handles the conversion and compacting of the extracted SmallWorld GIS data to the proprietary MapFrame format, but also handles the creation of files related to the pole audit process.
FIS Database: The FIS database is an Oracle relational database that is the foundation of the Facility Information System. This database allows for easy selections and insertions to support the Pole Audit application.
SmallWorld Database: The SmallWorld database is an Automated Mapping/Facility Management (AMFM) system from GE SmallWorld.
Data Flows
1. Extract and Process Map Data
On a scheduled basis, a program written in SmallWorld Magik programming language is run which extracts all facilities, facility attribute and map data from AP’s SmallWorld database. The data is saved in text files following the CLIFF file standard. These files are then processed to convert and compress them into the proprietary MapFrame file format that is used by the client application.
2. Extract and Process Attachment Data
On a scheduled basis, a script is run to query the FIS database for all existing pole attachment records. This data is saved in delimited text files that are used by the client application.
3. Distribute Map and Attachment Data
The map-related data and attachment data is distributed to the clients.
4. Collect Pole Audit Data
The client application is used to capture what attachments physically exist on each pole. This includes recording both attachments that physically exist and are not recorded in the FIS database, and attachments that are recorded in the FIS database and do not physically exist.
5. Upload Collected Data and Update Attachment Data
Using AP’s wide area network (WAN), the collected audit data is uploaded by the client application to the gateway server as delimited text files. The files are parsed and records are inserted into the FIS database.
Lessons Learned
Detailed below are a number of the important lessons that AP has learned through this process.
- “Get your money’s worth.” If using contractors, make sure the contractor has an appreciation for the value of the software that will be used. This may provide a large cost savings. Generally, the auditing companies that had a better understanding of what the software could do ended up coming in with bids which were over 50% less than the higher bids.
- Think big.” When designing the application, remember that it will be used to record data on every pole. Any simplification or time-savings will be multiplied over many times.
- Clean your data before using.” It was fortunate for AP that just prior to embarking on the pole audit project that another project had been completed to update AP’s Facility Information System. This update included a thorough review of AP FIS data.
- Speed has its cost.” AP’s audit process was focused on speed. The contractor used AP’s hardware and software, and uploaded the collected data directly to AP. This does not allow the contractor to do extensive, after-the-fact quality checks. Therefore, the contractor must be involved with checking the quality of collected data on an on-going basis as the audit is being completed.
- Training is the key.” Take the time to train the crews on identifying specific attachments. This needs to be done by someone who is intimately familiar with the facilities used in the field and the entire attachment process.
- Keep it simple.” There is a huge tendency to want to record other information about each pole in addition to the attachments. Be careful to review every item that will be recorded by the auditor. Every item that is recorded takes more time and this additional time is multiplied over every pole. AP decided to also capture information on major damage, space violations and street lights, but not GPS positioning or other facility information.
- Get specific.” AP did not previously record the type of attachment a foreign company would make. This was assumed based on the type of company, such as telephone, cable television, fiber and others. However, the lines between these types of companies has blurred. Therefore, it is important for the auditors to record the specific type of attachment.
Based on the experience with the Pole Audit system, AP is moving forward with the development of additional MapFrame applications, which extend the functionality of their mobile GIS system. Two such projects are a Forestry Notification System and a Universal Facility Inspection System.
The Forestry Notification System is currently under development and will be used to record the details of all notifications and related information. The Universal Facility Inspection System will soon be under development and will provide the capability to inspect all of the facilities within AP’s AMFM system.