This section outlines the information available on the assets, information systems used and process used to make decisions on how the assets are managed. It also provides details on planning for monitoring the performance of the AcMP.
The information and data systems available to Council staff are shown below in Figure 10‑1 and discussed in greater detail within this section.
The Asset Management Information System (AMS) provides Council staff with the ability to obtain, store, analyse and report on the significant quantities of data that is or will be available associated with the 5Waters.
The AMS system was set up in 2011 and is an SQL platform linked directly to GIS. AMS includes modules for water, wastewater, stormwater, water races, plant and equipment, customer service and work management and planning.
The use of AMS will increase significantly over the coming years as Council staff become more familiar with its capabilities and processes through training and practical use. As part of the AMS system implementation policies, practices and process associated with data management have been established and are continuing to evolve. These include but not limited to data integrity and advanced asset management.
The AMS system is central to good asset management practice. Development and improvements to the AMS system are constantly occurring. This section outlines the overall functionality of the AMS at the present and where the development will occur over the coming years.
There are six modules within the asset management system. These are as follows:
Within each module, the AMS system has been developed to provide particular functionality. Improvements and extensions to this capability is required to provide advanced asset management. This is outlined in Table 10‑1 below.
In 2015 an AMS Steering group was set up. This steering group provides future direction for AMS across all operations teams (including Water, Roading, Property and Reserves, and IT). It is also anticipated that the steering group will write future work plans for the 5 Waters side of AMS, including but not limited to those in Table 10‑1.
Council has operated a “Datran" SCADA (Supervisory Control and Data Acquisition software) since 1993. SCADA is used to control the functions of plant items and pump stations along with alarm monitoring for a majority of facilities within the district (110 sites). For example, SCADA is currently used at the Paparua water race intake for controlling the inflow into the Paparua scheme, and recording the flow at the intake. Figure 10‑2 details the over view of the SCADA system for the individual out stations.
Monitoring of the 5Waters by the Councils SCADA systems have grown to the point that without current monitoring systems the existing Levels of Service would not be sustainable. The ability for Council to ascertain faults (reported via the SCADA) and instigate repairs without affecting the service to the consumer has significantly increased efficiency and reliability of the 5Waters.
Figure 10‑2 SCADA Overview
10.1.2.1 Future Strategy for Councils SCADA
A long term strategy for the on-going use of SCADA will be developed over the next three years. Currently the Councils vision is to:
- Be at the forefront of SCADA by implementing new beneficial technologies as they become available;
- Increase use of reporting functions using Data from the SCADA system integrated with data from the Asset Management System;
- Increase availability of information to maintenance operators in a format that will enable increased efficiencies in operation and management;
- Maintain system at a high level to ensure system reliability and on-going reporting ability; and
- Install SCADA at all Water Race intakes and main divides over a three year period.
As the scale of the SCADA system grew, functionality and importance has changed significantly since 1993 it was considered that the SCADA system should be reviewed in 2012. The extent of the review is outlined in Table 10‑2 below.
Table 10‑2 Outcomes
Current Utilisation
| New sites are being added for new developments |
| Risk Associated with Failure | During recent events problems were identified with alarm and data reporting due to long power failures |
| System Interface with onsite controls | As we look to improve on site controls we are bringing some sites in to be controlled by the SCADA system rather than hardwired (inflexible) controls in the electrical switchboard |
| Data Management and Reporting | As we collect more data and store it in the Datran database reporting tools are being integrated with the Asset Management System to provide seamless reporting for long term asset management. Day to day operational data can be viewed by the Datran trending application. Data is stored on the Council SQL server machine, backup of this data is managed by Council's ICT team. |
| System Data Security | As sites are upgraded short term data storage is being implemented on site so that in the event of communications problems with the central server data can be retrieved at a later time to minimise loss |
| Reliability and Renewals | So that data storage can be implemented on site and that data can be retrieved older sites are being replaced with current generation equipment and the communications network upgraded |
Another review will be undertaken when a long term strategy for SCADA is developed.
10.1.2.2 After Hours Alarms
In addition to the Sicon operators getting text messages for alarms, alarms are emailed to the Palmerston North City Council Call Centre (PNCC) outside normal working hours. Sicon operators are then contacted via telephone. All calls are logged into PNCC's knowledge base system which generates emailed job reports back to Council.
10.1.3 Public Enquires & Concerns (Requests for service or Tasks)
To assist reactive maintenance Council deploys a customer service request via AMS. Customer request for service (service requests) are received through the customer service officers during business hours and ANSATEL service after hours. Service requests are recorded via AMS and forwarded to the appropriate council staff or maintenance contractor for action. The service requests are recorded with the appropriate details (name, location, issue, priority etc) to enable tracking of the problem.
The receiving Council staff member or maintenance contractor is required to action the enquiry within a specified period. Once the issue is resolved to Council's requirement, the details are updated with completion time/date and any issues.
After Hours Calls
The afterhours emergency response service is a critical process due to the requirement of a 24/7 service to the community. The Council uses ANSATEL (emergency response service provided to council by Palmerston North City Council) for its after hours service. ANSATEL provides Council with a 24 hour service outside normal business hours that monitor all SCADA alarms, screens messages and patches calls for action through to the appropriate maintenance contractor or council duty officer.
10.1.4 WINZ 7 (Water Information New Zealand) and DWO (Drinking Water Online)
Water quality monitoring data is loaded into DWO by the contractor, Food and Health Standards Limited. DWO is an online system developed by the Ministry of Health and is used by Councils around New Zealand to manage data quality for drinking water supplies. The system is live which means data sharing between Contractors, Councils and Drinking Water Assessors is available. This system is still being developed and some aspects have limited functionality, for example there is no reporting module.
Prior to June 2017 water quality monitoring data was loaded into WINZ. WINZ is a desktop based system and currently all historical information is still stored within this program.
10.1.5 Resource Consents Monitoring
Council is currently implementing a resource consents monitoring and reporting database in AMS. Each consent is kept as a separate record in AMS. The next step is to capture consent conditions which will enable Council staff to monitor the consents better for compliance purposes.
10.1.6 Geographical Information Systems (GIS – Map Viewer)
Council uses “Local Maps (Selwyn Maps)" as its front end GIS system. GIS is fully integrated with the AMS. GIS is a major investigative tool as part of the analytical process to determine maintenance and replacement programmes for reticulation networks. Selwyn Maps is available to all Council Staff (at all Service Centres) and used extensively through all Councils activities.
10.1.7 Financial Management System (NCS)
All Council activities are required to have their financial results reported externally in a way that complies with generally accepted accounting practice (GAAP) in New Zealand. This is currently in accordance with International Accounting Standards – IAS16. The International Accounting Standards are determined by the Institute of Chartered Accountants of New Zealand. The finance activity ensures that GAAP is complied with by regular updates to the Council's Accounting processes, and the ongoing formal and informal training and education of staff in departments throughout the Council.
The activity relies on the Council's core financial systems which include:
- NCS accounts payable, fixed assets, inventory, time entry, work orders, and general ledger; and
- Accounts receivable, cash receipting, bank management and rates, plus inputs from other Local Government regulatory systems such as Person/Property, Infringements, Licensing, Consents.
Monthly and yearly expenditure reporting is presented to Council staff, Council representatives and Scheme Committees.
10.2 Data Management/Quality
Accurate asset information is central asset management. However, maintaining asset information is a constant task.
The 2017 valuation rated the integrity of asset data as B – reliable. Where reliable is defined as (based on the Water New Zealand guidelines for Infrastructure Asset Grading Standards):
Data based on sound records, procedures, investigations and analysis which is properly documented but has minor short comings: for example the data is old, some documentation is missing and reliable is placed on unconfirmed reports or some extrapolation and recognised as the best method of assessment.
An improvement program to update asset data quality will be established in 2018 to:
- Update historical asset information;
- Create a process to update asset records as maintenance occurs; and
- Ensure the maintenance contractor has an ability to update certain attributes when out in the field.
In 2014 a restructure of asset data (in particular, asset classes) occurred within the AMS system. This has improved data management. Reviews of asset classes will be later in the next LTP, once it has been used frequently by all user groups.
10.3 IT Responsibility
The responsibility for asset information security rests with the IT department administrators. The data is backed up at regular intervals and backup files are stored in secure lock-ups. Each system has a stepped password access system in place, allowing some staff to view the data only, and others to add and edit it. Data manuals are available that explain the various procedures.
10.4 AcMP Preparation
10.4.1 LTP Planning
To ensure that staff were thinking and working towards a common LTP goal, council management implemented activity management planning meetings. The group consists of the asset manager of utilities, four asset managers, asset management support planners and the finance manager. Planners are included in the discussion where required. The meeting is chaired by an external consultant who brings knowledge and experience regarding asset management.
Presentations and workshops were held with Council from July 2020 to November 2020. This was to raise Issues, table reports, and to seek resolution on matters such as assumptions and uncertainties, and funding.
10.4.2 Staff Review
This AcMP has been prepared by the Asset Manager of Water Services and Water Services Asset Planner. Waugh Consultants, WSP Consultants, BECA, Stantec and AECOM have all provided input into this plan.
Council staff including personnel from Service Delivery, Corporate and Planning disciplines have been involved in providing information for this AcMP. An in-house informal review has occurred by the Service Delivery team, particularly in Volume 2, 3, 4, 5, and 6 where the scheme detail is.
10.5 Audits
10.5.1 Quality Assurance Audits
To establish and ensure the on-going improvement of the quality of Council's systems, audits of financial, technical and performance systems need to be routinely implemented.
10.5.2 Financial Audits
The Local Government Act requires that independent annual financial audits be undertaken on the operations of Council – such audits may include all significant activities such as asset management planning. The auditor's opinions are included in the Annual Report.
10.5.3 Information System Audits
System audits will be undertaken at regular intervals to access the appropriateness and performance of asset management systems, data and processes. The audits will identify the current status of asset management processes, systems and data and produce targets for asset management practices to be achieved in following years. A programme of recommended actions will continue to be developed for asset management processes, systems and data.
10.5.4 Technical Audits
Technical audits (peer reviews) will be undertaken at regular intervals to assess and identify compliance with statutory requirements. This will include the following:
- The quality of the plan in terms of completeness, objectivity, logic, technical content and presentation;
- Perceived strengths and weaknesses for plan improvement; and
- Recommended specific areas for plan improvement.
Technical audits will be undertaken using a combination of external and internal reviewers.
10.5.5 Performance Audits
Performance audits will establish whether the stated objectives for the operation of the asset have been achieved.
Measurement of the success of the operation of the asset will be assessed using the results of:
- Customer satisfaction surveys;
- Key service criteria objectives compliance; and
- Benchmarking surveys.
These measurements will determine the public view of how well the levels of service have been achieved, an objective measure against stated key service criteria and national measures of relative performance. The performance audits will also be used in on-going customer consultation regarding future standards and requirements of the customers in the provision of service.
10.6 Improvement Planning
Throughout this section a number of specific actions to improve the way in which the Council identifies and manages asset processes and practises associated with the 5Waters activity. These actions are summarised below in Table 10‑3.
Table 10‑3 AM Improvement Items – Asset Management Processes and Practises
10.1.1
| AMS improvements and extensions to functionality *
| High
| Ongoing
|
| 10.1.2 | A long term strategy for the on-going use of SCADA will be developed over the next three years
| Medium
| 2019/20 |
10.1.6
| Further develop resource consents database in AMS | Medium | 2019/20 |
10.2
| Develop and maintain an improvement program to update asset data information. | High
| 2018/19 |
10.4
| Improve the AcMP preparation process by preparing a plan in January 2020 | Low
| 2020/21
|
* AMS improvements have not been listed separately, please refer to Table 10‑1
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