Integration of Computerized Maintenance and GIS
Barbara Schmitz GIS Global Technology Leader CH2M HILL P.O. Box 492478 Redding, California 96049 Abstract Significant investment is required for capturing, storing, and manipulating large quantities of utility asset information. Two of the most data intensive programs include maintenance management systems (MMS) and geographic information systems (GIS). Often, each of these programs is developed independently of the other but often contain duplicate information for asset inventories. Many organizations are looking for ways to integrate these systems to improve efficiency of resources and data collection processes, and reduce data redundancy and maintenance requirements. Early determination of integration options and methodologies will result in significant increases in efficiency. This paper discusses the major phases of an asset inventory project and important actions that need to be considered. These actions include strategic information planning; software acquisition, integration, and implementation; and training and support. This paper presents lessons learned from all phases of asset data management activities and highlights recommendations for successful integration of MMS and GIS. Most critical to successful implementation is the need to understand in detail the business processes and operational and management needs of the client. Introsuction As more organizations try to meet the continual demand to do more with fewer resources, integration of information systems is becoming more critical. Significant investment is required for capturing, storing, and manipulating large quantities of utility asset information. Two of the most data intensive programs include maintenance management systems (MMS) and geographic information systems (GIS). Organizations often already have one or the other or both systems in place to some degree. Often, each of these programs is developed independently of the other but often contain duplicate information for asset inventories. Many organizations are looking for ways to integrate these systems to achieve greater efficiency of resources, improved data collection processes, and reduced data redundancy and maintenance requirements. Government agencies are moving toward integrating CMMS and GIS for several reasons, but two of the primary drivers are GASB-34 and CMOM. The Government Accounting Standards Board (GASB), in Statement No. 34 – Management’s Discussion and Analysis for State and Local Governments (GASB-34) – requires state and local governments to inventory their assets and report the value of those assets. Assets reported in more than one database, often named differently in different databases, complicate this process. CMOM – Capacity, Management, Operation and Maintenance Program – is an EPA regulatory program associated with the National Pollutant Discharge Elimination System (NPDES). CMOM standards specify that each permittee must properly manage, operate, and maintain all parts of their collection system, provide adequate capacity to convey base flows and peak flows, mitigate impact of sanitary sewer overflows, and notify parties exposed to pollutants associated with an overflow event. Each permittee is also required to prepare a CMOM program summary and make it available to the public. The tools that address CMOM include hydraulic modeling, predictive modeling, decision analysis, field inspections, GIS, and master planning. Again, data can typically be stored in two locations and can be difficult to combine for use. Significant investment is required for capturing, storing, and manipulating large quantities of utility asset information. By determining integration options and methodologies for pursuing integration at the onset, significant efficiencies can be realized. Integration can be done at any time; however, the sooner in the life cycle of a project that integration is initiated, the sooner savings can be realized. Following are the major phases of implementing an integrated CMMS and GIS:
What is CMMS? CMMS stands for Computerized Maintenance Management System and is an automated application tool capable of storing, manipulating, and displaying maintenance work management information. A proficient CMMS should include one or more of the following components: asset inventories, infrastructure inspections, work orders, historical work histories, problem tracking, preventative maintenance, spare parts, user-defined report generation, and work planning. Some CMMS programs provide links to other user applications, such as GIS, mapping, billing, SCADA, and online operations and maintenance manuals. There are typically two kinds of CMMS-GIS integration types – those that directly link or push information out to GIS and those that are driven by or are tightly integrated with GIS. Historically, CMMSs were developed independently of GIS because each system was driven by the different needs of people in various departments and integrating GIS functionality was added later. Some CMMSs were developed using GIS technology to ‘drive’ the input of maintenance-related information. The ‘new’ generation of CMMS can allow for a much tighter integration. Many CMMSs now allow the user to enter spatial information through GIS and maintenance-related information through the CMMS without duplicating any data entry. Including a unique identifier for each feature links the two databases. What is GIS? GIS stands for Geographic Information System and is a computer system capable of assembling, storing, manipulating, and displaying spatial information. A GIS can function as an analytical tool that links information from traditional databases to individual map features, allowing for detailed spatial analyses and depictions of multiple data sets across geographic boundaries. Because a GIS establishes links between spatial information (features) and descriptive information (attributes), attribute information can be accessed for any map feature or a feature can be located through its attributes. Typically, GIS databases were developed independently of CMMS, and it is only recently that the two traditionally independent information systems have been integrated. At this time, few CMMS packages allow the direct entry of spatial information using GIS software. Once the maintenance record is added in CMMS, the unique identifier is noted and spatial data entered in GIS using the same identifier to make the connection. At one utility district, the maintenance staff adds a new inventory record to the CMMS, which establishes the unique identifier. The unique identifier is noted on a hard copy map and directed to the GIS staff who adds the spatial representation using GIS. The unique identifier is added within the GIS and the link established. This may sound cumbersome, but this district uses a GIS that is not typically supported by many CMMS vendors and requires a process that works, although it may not be optimal. The important aspect is the flexibility to add spatial data to the GIS and related maintenance information to the CMMS without having to add any duplicate information. Strategic Information Planning The following “real-world” examples indicate the expectations that some agencies have stated regarding the capabilities that GIS - CMMS integration can provide:
The needs assessment establishes what the users needs are – business and operational needs – and requirements for the solution. The needs assessment is an essential part of the project life cycle and is accomplished by conducting user interviews and workshops with potential users or impacted parties and the appropriate client decisionmakers. The information gathered in the needs assessment will assist in selecting an information management solution that best fits the client needs. The needs assessment will identify specific problems with present systems to ensure compatibility with existing or future client systems. The needs assessment will also identify project implementation components (e.g., system interfaces, data conversion) and will determine user ownership. Gaining an intimate understanding the organization’s business processes and operational and management needs is the most critical success factor in implementing an integrated CMMS and GIS. This knowledge will result in an integrated system with the following benefits and advantages:
A needs assessments helps to determine the priorities of the project so that the highest need is addressed at the onset of implementation. It also determines how the data will be maintained and used currently and what changes will be required to the existing work flow process. Relevant questions to ask in a needs assessment include: What are the system interface expectations? What are the mandatory requirements and priorities? What kind of issues will need to be overcome? Can the client’s staff populate and maintain the CMMS and GIS today? What additional resources will be required? Once the needs have been identified and prioritized, criteria for selection and implementation should be developed for software selection. All stakeholders should actively participate in the selection of the software. This will help provide ‘buy-in’ at the beginning of the project and result in a more successful program. At one utility department, the maintenance staff participated in the software vendor demonstrations and completed written responses to selection criteria qualifications, but they were not involved in the actual selection of CMMS software. As a result, some concerns were not addressed thoroughly. At the same time, an integration and implementation plan must be developed to identify the impacts to the organization and how various components will work together. Acquisition, Intergration, and Implementation Acquisition The procurement of software to meet organizational needs includes determining software evaluation methodology, identifying software candidates, and selecting a vendor based on its ability to meet the evaluation criteria. Acquiring CMMS CMMS application products come in many forms and offer the user various solution combinations and supporting professional services. The secret is to understand your client’s business, operational, and management needs to identify the best-fit solution. Selecting the right system includes addressing the needs for flexibility, security, user control, and interfacing with other systems. The CMMS vendor community is changing all the time. Selecting the right vendor needs to take into consideration:
Acquiring GIS There are fewer GIS software vendors to select from, but the same considerations apply as for acquiring a CMMS. Often, data-sharing opportunities and individual experiences will weigh heavily in software selection. Additional considerations related to spatial data capture and ease of integration with other applications tend to be more important. Automation processes, visual display, and mapping needs all need to be considered. The secret is to understand your client’s business, operations, and management needs to identify the best-fit solution. Integration Integration can mean different things to different organizations and can vary dramatically. Integration can be as simple as linking a common data record in each system based on a common unique identifier. Or, integration can require that a custom interface be developed that allows the CMMS and GIS to interact directly, resulting in costly programming efforts. This may also need to be reviewed each time the CMMS and/or GIS vendors release new software upgrades. Some CMMSs support the use of GIS by pushing data out to GIS. Care needs to be given regarding which GIS is supported and by whom and how data are input. Is the GIS you propose to implement supported by the CMMS? If so, what does that mean – determine where, how, and what data will be entered, stored, and maintained. If access to related information displayed in one location is desired, web applications can be developed. An Internet or Intranet can provide a very effective means of pulling related data about a particular asset from two or more independent systems, such as CMMS and GIS, and appearing seamless to the end user. Integration and implementation considerations include developing an integration methodology, implementing software integration, assessing existing utility system data, developing a systemwide plan for data collection, and developing a data quality control plan for data validation and quality control procedures. Implementation The resulting integrated system will require special attention to what data are collected, how those data are collected, where data are stored, and how data are maintained. The following issues need to be addressed at the start:
If inspection data are required, it is critical to determine which inspection method will be used. Will it include physical inspection, closed-circuit television inspection, or sewer scanning evaluation technology? And how will this information be input into the CMMS or GIS? If direct entry of data in the field through the use of data loggers or direct entry modules will be employed, how will that information be loaded into the CMMS or GIS? Quality control procedures all need to be addressed. Issues related to accuracy requirements, spatial data collection, and maintenance also need to be addressed early. Training and Support Finally, the software program and processes are delivered. Training and support, critical to the success of any new organizational change, are also provided. The vendor or consultant can provide this at an additional cost separate from the software. The learning curve for staff to take over the program will vary depending on many factors, such as understanding of business processes, computer literacy, other responsibilities, and willingness to learn. Providing tools, processes, and training will enable clients to take over program management. Potential Problems Potential problems for integrating CMMS and GIS may include:
Because significant investment is required for capturing, storing, and manipulating large quantities of utility asset information, determining integration options and methodologies for pursuing integration at the initiation of a project can result in significant efficiency improvements. Often, these two systems are developed totally independently and without consideration of the other. Reduction in staff, increasing workload, and budget constraints all contribute to the need to evaluate the integration of CMMS and GIS. Benefits realized from integration of CMMS and GIS include:
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