“Customer for life through the delivery of excellence”

Drakenstein’s Maintenance and Asset Management Approach

Bouke Spoelstra February 2013

Drakenstein’s Requirement

• Requirement Definition • Current Asset Register (constant verification and

updating)

• Optimisation of their Operational Resources

• Unified Process of Managing Assets and Work

• Integrate Data Sources: Spatial, SCADA and

Financial

Process Impact on Asset Register

Asset Register

CAPEX

Maintenance

Service Strategy

Condition Assessment

Operations

Financial Accounting

Asset Disposal

Supply Chain

Unified Business Process for all Work

• Drakenstein’s Flow Trough Business Process • Work Initiators:

• Help Desk: Service Request

• CAPEX

• Planned Maintenance

• Unplanned Maintenance

• Work Planning

• Scheduling

• Assigning & Dispatching

• Field Force Management

• Closeout

• Feedback

• Analysis

“Customer for life through the delivery of excellence”

Client Call Create Service

Request Classify Request

Create Work Order

Work Planning

Service Management Process

Helpdesk: Client Calls

Other Feeds: • E-mail • Self Service Application

Location Identification

Filter for correct street or ERF

Search Hierarchies/ Drill down Search Map

Verify duplicate Service Requests

Work Order reference SR for Auto status updates

“Customer for life through the delivery of excellence”

Master Plan Project

Definition Field

Estimating

Office Estimating

Work Package Development

Notifications

Work Planning

CAPEX Process

Functions: • CAPEX Cost Centre • Budgeting • GIS Integration • Compatible Unit Estimator • Standard Job Plans • Standard Project Templates • Supply Chain Integration • Outages Planning • Maximo Scheduler • Customer Notifications • Crew Management • Workflow signoffs

“Customer for life through the delivery of excellence”

Preventive Maintenance

Launching Conditions

Job Plans & Procedures

PM Predictions Notifications

Preventive Maintenance Generation

Work Planning

Preventive Maintenance

Functions: • Meters (SCADA) • Calendar • Standard Job Plans • Master PM’s • PM Sequencing • Supply Chain Integration • Outages Planning • Maximo Scheduler • Customer Notifications • Crew Management • Workflow signoffs

“Customer for life through the delivery of excellence”

Smart Feeds Incident Reporting

Trending Actions Launching

Prioritisation Work Planning

Corrective & Emergency Maintenance

Functions: • DMS Integration • SCADA Integration • Condition Monitoring

• Infrared Cameras • Online Monitoring • High/Low Alarm Levels • High/Low Action Levels • Colour conditions

• GIS Integration • Incident Classification • Work Prioritisation • Standard Work Templates

“Customer for life through the delivery of excellence”

Work Planning Material, Resource Planning

Approve Work

Crew Scheduling

Assignment Dispatching

Field Force Management

Planning to Execution

Functions: • Job Plans • Resource selection

• Material • Labour • Tool • Services

• Planning Tools • Dispatching Tools • Mobility Tools

CAPEX, Preventive Maintenance, Service Requests, Incidents

P&S Optimization Achievement on Productivity

13% Personal

10% Clerical

15% Waiting for Jobs

22% Travel Time and Stores

10% Waiting for Instructions

30% Productive Work

Reduce from 70 % to 50%

50% Productive Work

Before P&S Optimization

60% Increase in Productivity

After P&S Optimization

Planning & Scheduling Optimization ROI

Impact of Improvement

• Reduce time to complete jobs by 33 %

• Increase Productivity (Labor wrench time) by 60 %

Effect Of Improvement

• 3 techs at 30% = 90 % total productivity

• 2 techs at 50% + 1 planner @ 0% = 100% total productivity

• A planner can plan work for 15-40 technicians depending on industry and

complexity of maintenance work. Average ratio is 1-20

• One planner /scheduler for 20 technicians (21 employees) will yield the same

output as 30 technicians without planners

Visual Planner allows Planners, Schedulers and Supervisors

achieving a 20% time saving (One full day per week)

Work Management Focus Areas

Forecast Work

Identify Resource Gaps

Availability: • Assets • Location • Material • Tools

• Labor/Crews

Resource Leveling

Graphical UI

Labor and Crews

Graphical UI

Public Map Control

Route Optimization

Labor and Crews

Assign Emergency Work

Communication

To Field Technicians

Capacity Planning

Schedule Compliance

Resource Optimization

Assignment Dispatching Real-time

Communication

Roles in Managing Work

• Defines and adjusts labor/crew availability along with resource leveling

• Capacity Planning

• Assigns work orders to resources

• Continuously optimizes the schedule as the operational environment changes

• Sequence and route work assignments based on geography

Scheduler/Planner

• Monitor field resources and work order progress and status

• Monitor the location of field resources compared to open orders

• Enter status and complete work orders on behalf of technicians who don't have mobile devices • Sequence and route ongoing work assignments based on geography and optimization

Dispatcher

• Supervisor approves and assigns work on mobile devices

• Receive work orders in the field and provide real time status updates to dispatch

• Complete, edit and approve work orders on mobile devices along with viewing work on a map with optimal driving directions • Notify dispatch of potentially dangerous situations, incomplete work

Field Technician

Scheduling: Resource Load and Availability

19

Planning: Resource Optimisation

Dispatching: Real-time monitoring

Mobile Interface

2 x Clicks

Location

Direction

Speed

Mobile Supported Devices

Service Request feedback

Completing the work order a message will appear notifying you that the Service Request will be Resolved

Prepare for: Meter Management Lifecycle

Truck

(Rolling Storeroom)

StockQuarantined

Meter Shop

Stock

Meter Random

Sample Test

Meter ShopStoreroom or

Staging Area

Stock

Vendor Marriage

and Test Files

Status: Not Ready

Location: Meter

Shop

A

ASN File

Meter

Shipment

Meter Receipt Meter Marriage

Premise

Active

Left in Open

Sync

StoreroomMeter Shop

Needs Test

Truck

(Rolling Storeroom)

Needs TestNeeds Test

Meter Shop

Stock

Meter Inspection/Test

Meter Fails Test,

Lost or Obsolete

Retired

Lost

Obsolete

Meter End of Lifecycle

Storeroom or Metershop

Meter

Passes

Test

Storeroom

Stock

A

Service

Order

Service

Order

Meter

Installation

Meter

RemovalMeter

Shipment

The Value to Drakenstein

• Unified solution for:

• Service Management

• Work Management • Asset Management • Supply Chain Management

• For all asset groups • Infrastructure • Plant • Facilities • Transportation • IT assets

• Visualisation • GIS integration • Map Integration • Dashboards • BI Cognos • Customer WEB UI

Asset Management

Work Management

Supply Chain Management

Service Management

Questions?

IBM Maximo: The Operational Solution

Organisation

Enhanced Workflow in SLAs and Escalation Manager

Configuration – UI, Database Fields, and Applications

Maximo Integration Framework (MIF) – Native Integration Capabilities

KPIs / Reporting / Analysis

Security & Administration

IBM Maximo Detail Functions

Asset Management

Work Management

Materials Management

Purchasing Contract Management

Service Management

•Locations

•Asset

•Failure Codes

•Conditioning

Monitoring

•Meters

•Meter Groups

•Classifications /

Specifications

•Linear Assets

•Maximo Spatial

•Depreciation

•Job Plans

•Routes

•Work Order Tracking

•Failure Reporting

•Safety

•Quick Reporting

•Labor

•Qualifications

•Lock-Out / Tag-Out

•Tools / Crafts /

Companies

•Preventive

Maintenance

•Master PM

•Compatible Unit

Estimating

•Resource Scheduling

• Item Master

•Storerooms

• Inventory

•Lot Management

•Kitting

• Issues & Transfers

•Condition Codes

•Stocked Tools

•Service Items

•Classifications /

Specifications

•Request for Quotation

•Receiving

•Receiving Inspections

•Purchase Requisitions

• Invoices

•Purchase Orders

•Desktop Requisitions

•Purchase Contracts

•Master Contracts

•Warranty Contracts

•Lease / Rental

Contracts

•Labor Rate Contracts

•Payment Schedules

•Service Catalogs

•SLA Management

•Service Requests

• Incidents

•Problems

•Changes

•Releases

•Solutions

•Ticket Templates