S10 Management Software Solutions for Wastewater Companies – Experiences from Viet Nam by Frank...

8/6/2019 S10 Management Software Solutions for Wastewater Companies – Experiences from Viet Nam by Frank Pogade

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Frank PogadeMay 2011

Chief Technical AdvisorGFA Consulting Group

MANAGEMENT SOFTWARE SOLUTIONS FORWASTE WATER COMPANIES –

Experiences from Vietnam

2nd ADB-DMC and Partners Sanitation Dialogue

Capacity Building in Waste Water

Management in Provincial Centres inVietnam



Overall Program Objective:Conditions for sustainable wastewater disposal are improved

Goal of Phase 2 – TC Component 2 (until 2011):Wastewater disposal in supported provincial centers improved

⇒ Strengthening local waste water companies⇒ Capacity Building



TC Component 1:Capacity Development for the MOC

Structure and Interventions of German Partners

MOC

National Level / MOC

MOF

• Investment andImprovement of WW andSW DisposalInfrastructures

• Equipment RelatedTraining

Communities and Beneficiaries

TC Component 2:Capacity Development inWastewater Management

TC Component 3:Capacity Development in SolidWaste Management

LG Bodies / WW Mngt.

Companies / DONREs

LG Bodies / SW Mngt.

Companies

GIZ

TC Module Coordination

KfW

FC Module

German Focal AreaCoordinator (SPK)

MPI



Hanoi

Ho Chi Minh City

Hai Duong

Vinh

Can ThoSoc Trang

Tra Vinh

Bac Ninh

Current Project Locations



Hoa Binh

Lang Son

Hanoi

Ho Chi Minh City

Hai Duong

Vinh

Can ThoSoc Trang

Tra Vinh

Bac Ninh

Son La

Future Project Locations (from mid 2011)



Levels of Intervention

National (Government) Level

Local (Government) Level

Waste Water Company Level

DONRE

Beneficiaries (Population)

TC Component 1

TC Component 2

TC Component 2

TC Component 2

TC Component 2



1. Financial Management1. Financial Management

2. Asset Management2. Asset Management

3. Human Resource Management3. Human Resource Management

4. Customer Relations Management4. Customer Relations Management

5. Institutional & Organisational Building5. Institutional & Organisational Building

6. Decentralized Waste Water Treatment (DWWT)6. Decentralized Waste Water Treatment (DWWT)

Areas of Capacity Building in 6 Wastewater Companies,and Related Software Solutions

Software

Software

Software

Software

Software

Accounting S.Accounting S.

Asset

Documentation

Asset

Documentation

PMISPMIS

Customer

Database

Customer

Database

Waste Water

Monitoring

Waste Water

Monitoring

Customer

Management

Customer

Management

SoftwareManagement

Information

System

Management

Information

System

Inventory S.Inventory S.



Accounting S.Accounting S.

Asset

Documentation

Asset

Documentation

PMISPMISCustomer

Database

Customer

Database

Waste Water

Monitoring

Waste Water

Monitoring

CustomerManagementCustomer

Management

Management

InformationSystem

Management

InformationSystem

Inventory S.Inventory S.



There are 2 kinds of Information Systems

1. Operation support information system(Accounting, Billing System, GIS, etc.)

2. Management Support Information System (MIS,Expert Systems, Decision making system)

Here are a few examples of software solutionsintroduced to Vietnamese Companies:



Accounting software

1. Based on commercial software (BRAVO)

2. Based on Vietnamese accounting standards andrequired by VN Ministry of Finance

3. For exporting data and reporting, this software hasbeen tailor-made to meet the WWM project’srequirements

- Cost centre- Data Export- Link with inventory software (data import)



PERSONNEL MANAGEMENTINFORMATION SYSTEM

1. Personnel Management Information System is one

of the operations support systems2. PMIS provide information to managers at tactical

and operational levels.

3. Reports and displays produced by PMIS provideinformation about Staff details, CV, Job description

and training.



PMIS FOR WASTE WATER COMPANIES

Staff

Personal detailsTraining record

Employing record

Performance appraisal

Family relations

Salary record

Catalogue

Department

Educationlevel

Position

Job DescriptionTraining courses

Annual leave

Main structure of PMIS



Components

PMIS

Security

Login Password

Access Right

Reports

Catalogues (reference data)

Input forms



Main PMIS screen



Personal details



Staff’s CV



• Hardware: Server, Local Area Network (LAN)

and personal computers

• Database: SQL Server format

• Software: Client/server programming in Visual

Basic as standard application

• Main output information: Staff details, CV, Job

description and training reports

Software Features



CUSTOMER MANAGEMENT

SOFTWARE



Overview

• Customer management software,including billing and customerComplaint management for Waste

Water companies• Different applications for water / waste

water / water & drainage companies



Features

• User friendly, MS Windows based (MS Access)• Adequate internal security (password protection,

back-up and system maintenance procedures)

• Customer database• Metered and non-metered billing for water and

sewer

• Customer complaints management and records



Applications

• At Can Tho Water Supply and SewerCompany (~ 100.000 customers)

• At Tra Vinh Water Supply and SewerCompany (~ 30.000 customers)

• At Bac Ninh Water Supply and SewerCompany: only Customer ComplaintManagement

• At Soc Trang UPW Company, separated fromWater Supply Company (under development,to be operational in June 2011)



User Interface

• Switchboards• Dialog forms



Water and Waste Water tariff• User group defined tariff table

• Multiple rate schedule



Data input form: customer information



Data input form for water consumption• Metered & non-metered water consumption



Data input form: paymentmanagement

• Payment by cash, bank transfer



Data input form: customercomplaints



Data Import/Export• Exchange/Update/Synchronize data between

Sewerage and Water Supply Companies



Data Import/Export

• To and from Excel format



Data Analysis• Unusual consumption reporting

• Aging of accounts receivable, etc.



Statistical reportsWater consumption, water and waste water fees, billing andpayment history, customer complaints, etc.



Objectives of Asset Documentation:

Establish an Asset Documentation system which is anessential wastewater asset management supportcomponent of the company in economic and effective

way.

Scope and Condition:

It is deployed for to the Asset Documentation Unit undertechnical department which are engaged in the field ofasset management, including preventive O&M activities

and schedule of wastewater assets.

Asset Documentation Software



• Based on ESRI GIS applications for mapping

• Support multi GIS file format (Specially ESRI vector and

common raster formats like TIFF, JPGE …vv

• Provide ability to collect point, line and polygon using digitizing

or GPS

• Easily customizable interface to collect attribute information for

using and Interaction

• Allow to insert base map and draw manually

• Allow and easy to integrate with other management software

(such as MIS System)



Asset Documentation Software and its tools



MANAGEMENT INFORMATIONSYSTEM

Overview

• MIS is one of Management Support systems.

• MIS provide information to managers at all levels

(strategic, tactical and operational levels).• Reports, and displays produced by MIS provide

information that managers have specified in advance

as adequately meeting their information needs.

• Information products are presented in the form of

comparison, trend, tables, graphs, and have hierarchical

structure expanding from general to detail.



Components of MIS• Hardware: Server, Local Area Network (LAN) and Personal

computers

• Database management: SQL Server to support client/servermodel

• Software: Program in Visual Basic and integrated with MS

office to generate reports in the form of Excel worksheet at

managers’ computers using data stored at MIS database

and report templates.



Management reports

• Reports based on one or more information indicators

• Information indicator: performance measurement of onebusiness activity



MIS Report structure

• Frequency : Monthly basis (monthly, quarterly, semiyearly,

9-monthly, annually)

• Classification : support specific management purpose orgroup of managers

• Hierarchy: expand from general to detail

• Comparison: actual performance to planning, previous

periods. Absolute value or percentage

• Format : enumerated manner for unstructured indicators.

Tables and graphical presentation for structured indicators.

• Hyperlink and comment: for ambiguous indicators andexpandable indicators



Relevant Findings, Experiences and Lessons Learned

1. Workgroup and client/server software was a new concept

for the companies2. Very few waste water companies were equipped with

state-of-the art computer network systems (no servers)3. Hard- and software was often poorly maintained (viruses!)

4. No regulations on IT available5. Job-hopping and frequent internal job rotations maketraining difficult

6. Often no budgets for software updates, hardwarereplacements, etc. Companies often rely on external

sources (ODA!)7. Even in cases where budgets are available, some

managers do not understand the necessity and benefits ofinvestments into IT applications



8. No confidence in electronic data storage => paper files still inuse, creating parallel work

9. Many employees quickly develop IT skills and come up withtheir own solutions

10. Some companies started investing into IT (Can Tho, Tra Vinh)11. Introduction of IT kicked-off employment opportunities

12. Some companies are now providing IT services for other citydepartments (i.g. GIS and data base applications)

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