CUPSS Trainer's Kit
Contents
CUPSS CD
CUPSS Software
Getting Started with CUPSS Workbook
CUPSS User's Guide
CUPSS & Us Presentation
Asset Management: A Best Practices Guide
Asset Management for Local Officials: Fact Sheet
Building an Asset Management Team: Fact Sheet
Trainer's Guide
CUPSS Trainer's Guide
Getting Started Workbook
Getting Started with CUPSS Workbook
User's Guide
CUPSS User's Guide
Resources
Asset Management: A Best Practices Guide
Asset Management for Local Officials: Fact Sheet
Building an Asset Management Team: Fact Sheet
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CUPSS CD
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Trainer's Guide
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A Guide for New
CUPSS Trainers
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EPA8I6-R-08-004
April 2008
Office of Water (4606M)
epa.gov/safewater
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Contents
I OVERVIEW I
I. I ABOUT THIS GUIDE I
1.2 WHAT IS CUPSS? I
1.3 HOW WILL THIS GUIDE HELP TRAINERS? I
2 Public Relations 3
2.1 PROMOTION STRATEGIES 3
What Are The Trainer's Goals And Objectives? 4
Who Is The Target Audience? 4
Sending the Right Message 6
Resources for CUPSS Training 7
How To Evaluate Success? 8
3 Training Preparation 10
3.1 PREPLANNING FOR THE COURSE: CHECKLIST 10
3.2 TRAINING LOGISTICS 10
Coordination 10
Location 10
Promotion Materials 11
Presentation Handouts 11
Evaluation 11
3.3 "GETTING READY FOR CUPSS" TRAINING 11
4 Training Activities 12
4.1 MY TRAINING 12
4.2 SET-UP MY CUPSS 13
4.3 MY INVENTORY 13
4.4 MY O&M 13
4.5 MY FINANCES 13
4.6 MY CHECK UP 14
4.7 MY CUPSS PLAN 14
Appendix A. Additional Resources 15
Appendix B. Glossary[[[ 16
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iv
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OVERVIEW
1.1 ABOUT THIS GUIDE
This Guide for New CUPSS Trainers has been designed to educate trainers how to
successfully introduce the CUPSS tool; a tool that will help users manage small drinking
water and wastewater systems. This guide presents tips and techniques for successful
CUPSS training, marketing strategies, marketing materials and training preparation
assistance.
While this training guide primarily focuses on CUPSS, it can also complement many of
the activities that should be conducted to promote asset management locally and
around the country. EPA has developed a series of Simple Tools for Effective
Performance (STEP) Guides, referenced in Appendix B, which provides much of the
content that is used in CUPSS and could also be used to promote the development of
effective asset management plans for small utilities.
1.2 WHAT IS CUPSS?
EPA developed CUPSS as a user-friendly desktop application to promote the
integration of asset management activities into utility practices.
CUPSS leads users through a series of modules to collect information on the utility's
assets, operation and maintenance activities and financial status to produce a prioritized
asset inventory, financial reports and a customized asset management plan.
CUPSS will help water and wastewater utilities
Support budget talks with solid facts
Boost utility efficiency
Save staff time
Prepare an asset management plan in five steps
Keep utility customers happy by ensuring
continual service at competitive prices
Why Use Asset
Management?
"We now think of asset
management as nearly
analogous to utility
management."
1.3 HOW WILL THIS GUIDE HELP TRAINERS?
This trainer's guide and associated training materials have been developed for potential
CUPSS trainers. The goals of this guide are to
Educate future trainers on possible marketing strategies and techniques to
gain buy-in from decision makers and stakeholders on the adoption of asset
management and the use of CUPSS.
Provide examples and case studies of successful asset management
implementation.
I
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(/ Educate future trainers on the key features and benefits of asset management
and CUPSS to potential users.
Walk future trainers through activities to include in training events.
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Public Relations
The marketing of CUPSS should be an iterative
process that first involves creating awareness
and understanding of CUPSS and its uses. The
final stage is motivating utility managers to use
the application to develop effective asset
management plans.
L ^1^" ' 1L--
This Public Relations section presents strategies
H I^MVitf an<^ SU'ded assistance in presenting information
HH 1H successfully to various audiences. Many sections
of this guide have editable examples on the website
(www.epa.gov/cupss/resources.htm#trainers), which allow trainers to tailor examples to
their needs.
4-
2.1 PROMOTION STRATEGIES
Successful promotion occurs when social
marketing strategies are specifically geared to
a target community. The decision makers,
whether political or financial, must have
information that clearly illustrates the
benefits of using CUPSS for asset
management.
Advertisements geared to general users and
other trainers should illustrate the ease of
the system, the financial benefits of an
effective asset management system and the
general benefits of incorporating CUPSS into
the utility's overall management strategy.
Four major components should be addressed
to establish a successful marketing campaign
for CUPSS
/ What are the goals and objectives?
/ Who is the target audience?
S What are the recommended resources for CUPSS Training?
S How is success evaluated?
Benefits to the User Community
Assist with collaboration and knowledge
sharing
Improve small utilities' sustainable
management
Assist in making informed decisions rather
than crisis management
Improve financial management decisions
despite limited resources
Encourage utilities to establish and
maintain level of service
Facilitate more efficient and focused utility
performance
Help utilities in the asset management
process
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WHAT ARE THE TRAINER'S GOALS AND OBJECTIVES?
The goal is to show that CUPSS is easy to use and will help utility managers successfully
administer a utility's assets. The following objectives will help with promoting CUPSS:
I. Conduct training and give demonstrations of CUPSS
2. Distribute electronic and hard-copy marketing materials that can be used to educate
users on the availability of the tool
3. Publicize the availability of CUPSS through articles, e-mails,
electronic distribution lists, conferences and newsletters
4. Conduct train-the-trainer workshops with state and local staff, to
enable them to promote the tool
WHO IS THE TARGET AUDIENCE?
There are several audiences that should be targeted for successful
adoption of CUPSS. These include the following:
I/ Users (small drinking water and wastewater utility owners and operators)
i/ Local decision makers (utility districts, town council members, mayors and
other local government officials)
Promoters (regulatory agencies, funding agencies and public utility
commissions)
a/ Other trainers (state field staff, technical assistance providers and
consultants)
DECISION-
MAKERS
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Users
Utilities are targeted as both end-users for the tool and as potential resource partners
that can help promote the availability and use of CUPSS to their peers. Stakeholder
interviews conducted with representatives of utilities showed that some of the greatest
challenges to utilities are:
Lack of understanding of the benefits
of sound asset management through
the 5-step process.
Lack of technical expertise or time
to fully understand the asset
increasing our revenues.
management process. ฐ
Why Use Asset
Management?
Asset management "actually has
a direct financial impact by
Not knowing where to begin the
process.
CUPSS addresses each of these challenges and will be a useful tool for any small utility
willing to embrace the benefits of asset management
Trainers
Trainers provide various skill sets needed for asset management, such as technical
expertise, training and marketing support for CUPSS. Trainers, including state staff and
technical assistance providers, are a key communication gateway and primary resource
for small utilities trying to adopt or learn about asset management It is essential that
other trainers are aware of CUPSS and its uses for drinking and wastewater utilities.
The role of the trainer in the marketing of CUPSS is not only to train users, but also to
train future trainers to help broaden the use of CUPSS for communities around the
country.
Local Decision Makers
These stakeholders provide funding and support for the long-term sustainability of
CUPSS within their community. The decision makers see the direct benefit of CUPSS
through the financial savings to their community and improved quality of service from
the utilities. In addition, these groups also are a key communication gateway to states
and other local agencies on the success of CUPSS. They must understand the benefits of
CUPSS. Trainers should try to seek the support and influence of local decision makers
to help implement and sustain asset management and CUPSS.
Promoters
The support of CUPSS and asset management involves stakeholders at the state level.
These stakeholders often can reach a very broad audience at a high level within the
state and local governments to help strengthen the sustainability of CUPSS. When
marketing to this group, trainers will need to demonstrate the many benefits for the
utilities' adoption of CUPSS, such as addressing water security issues in small
communities within their state or district, improving water delivery to rural
communities or improved crisis management and response.
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SENDING THE RIGHT MESSAGE
The following are some sample messages that car,' be used to help promote
the availability and implementation of CUPSS.
Users
Trainers can teach potential CUPSS users about the many features of
, the free software. Additionally, trainers should emphasize that CUPSS
has the ability to give utility managers information to support more
effective communication with the individuals and groups that make important decisions
about the utility budget.
/ EPA has developed a FREE, easy-to-use
asset management tool for small drinking
and wastewater utilities to support
effective asset management plans. This
user-friendly, desktop-based tool leads
users through a step-by-step process to
manage assets, operations and
maintenance activities, and finances.
State and local agencies can conduct
trainings to teach utilities how to use
CUPSS to develop comprehensive asset
management plans. No experience with
the software is necessary.
Utilities using CUPSS will be more
efficient with managing their time and
money.
Why Use Asset
Management?
"Asset management is about
optimization; working smarter,
not harder."
Trainers
For informing other instructors, trainers should demonstrate how CUPSS-related
support material can aid in their overall training practice and how they can train
communities in creating sustainable water systems.
/ EPA developed CUPSS in response to a clear need from communities and
trainers to consolidate and package asset management materials in an easy-to-
use, clear and updated fashion.
/ Check out EPA's recently developed CUPSS Package to help utilities develop
effective asset management plans.
Promoters and Local Decision Makers
Trainers should target community leaders to demonstrate the benefits of CUPSS to the
community water systems. Trainers should discuss the concept of asset management
and potential savings that can arise from carefully managing the utility.
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/ CUPSS helps small systems to efficiently manage their assets and finances to save
time and money.
/ CUPSS helps improve community reactions to a crisis, while reducing response
time.
RESOURCES FOR CUPSS TRAINING
This section outlines the various distribution methods through which CUPSS can be
marketed. Three primary formats will be used to distribute the messages: (I) printed
materials, (2) electronic means, and (3) presentations, including training and
demonstrations. A combination of formats can be used for each of the target audiences
described above. The proposed materials developed to support CUPSS are tailored to
each audience group. To increase the exposure of CUPSS, a series of train-the-trainer
workshops are recommended to include decision makers, trainers not familiar with
CUPSS and users. Each of the trainees will receive presentation materials that they can
adapt to their needs.
"CUPSS and Us" Promotional PowerPoint Presentation
The "CUPSS and Us" presentation has been developed to assist in gaining the buy-in
from decision makers and users. This presentation provides detailed information
demonstrating the need for the tool and the benefits of using asset management for not
only the utility and utility's management, but also the community at large.
Recommended Distribution Mechanism
This presentation can be delivered in a traditional town hall meeting; the audience will
not need personal work stations. The presentation is included on the CUPSS CD.
"Asset Management 101" Training Presentation
The "Asset Management 101" presentation highlights the basics of asset management,
with a small systems focus. This training presentation provides information on the
resources to use for managing assets at small utilities and is consistent with the CUPSS
approach to asset management. This presentation is geared toward CUPSS trainers and
other stakeholders.
Recommended Distribution Mechanism
This presentation will be presented as an EPA-sponsored Webcast, and the presentation
can also be used in traditional training sessions. Participants will not need personal
work stations for this training. The presentation is available on the CUPSS training
website (www.epa.gov/cupss/resources.htmfttrainers).
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CUPSS Training Presentations
The short version of the CUPSS Training presentation (approximately 2 hours) includes
an introduction to each CUPSS module and explains the key functions of each module
through a brief walk-through of the CUPSS tool.
The long version of the CUPSS Training presentation (approximately 6 hours) covers
information found in the CUPSS Users Guide. Future CUPSS trainers can use this
presentation for in-person training with CUPSS users. Exercises are included to train
participants how to use each module within CUPSS.
Recommended Distribution Mechanism
This presentation will be presented as an EPA-sponsored Webcast, and the presentation
can also be used in traditional training sessions.
Short version: Participants will not need personal work stations for this training.
Long version: Participants will need personal work stations for this training.
These presentations are included on the CUPSS training website
(www.epa.gov/cupss/resources.htmfttrainers).
CUPSS EPA Web site
This Web site is designed for CUPSS users, trainers and all others involved with small
drinking water or wastewater utilities. Information is provided on downloading or
ordering the CUPSS software as well as guidance materials and training events related to
CUPSS and asset management.
Recommended Distribution Mechanism
This Web site is at: http://www.eDa.gov/cuDSS
HOW TO EVALUATE SUCCESS?
An evaluation component should be incorporated into all
trainings to measure the effectiveness of the materials and
distribution approaches so that changes can be made throughout
the marketing effort to maximize its usefulness. The results of
these evaluations can be used by organizations to justify
additional internal resources to continue promoting CUPSS.
They can also be used to promote CUPSS s usability and ease of
useas more utilities are using CUPSS, it should alleviate
intimidation that others might have with using the tool. Several
measures of success include:
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/ Number of people receiving/requesting the CD and associated information
about CUPSS
S Number of requests for more information on CUPSS
/ Number of requests by organizations to make a presentation or conduct
training on CUPSS
/ Number of presentations made and number of people reached in the
presentations
/ Number of utilities that use CUPSS to develop their Asset Management Plans
/ Number of systems that change their management practices as a result of
CUPSS
Why Use Asset Management?
A Utility Success Story
"Some of the most compelling information we have regarding cost and rate
benefits of asset management is through comparison of the projections we had
prior to implementation of asset management in 2002 to the actual costs and rates
since then.
Utility rates have been reduced in comparison to earlier planned levels. In
2002 - before implementation of asset management - we projected 2004, 2007,
and 2010 rates in our four lines of business, then predicted them again in 2004. In
those years, we see a reduction of between $6 and $13 per household for
combined rates for each of the prediction years.
The actuals for the 2003/2004 operations and maintenance budget were
about 6% lower than the 2002 projection. There has also been an 18% reduction
in the capital budget - comparing the 2002 prediction for our combined (WF,
DWF, SWF) capital budget in 2005 and 2006, to the actuals for those years.
Staffing, as measured by regular, temporary, and contract employees was
reduced by about 8%.
We've also been able to increase our cash contribution to the capital
budget. For the water fund, our cash contribution was about 19% in 2003, and we
project it to be 22% in 2005. For the drainage and wastewater fund, the cash
contribution was 5% in 2003 and we project it to be 15% in 2005. For the solid
waste fund, it was 6% in 2003 and we project it to be 30% in 2005."
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Training Preparation
Effective training is very important when
attempting to introduce software to a
new user group. Because of the nature
of the application, it is important for all
training locations to have access to
desktop computers. Trainers will be
instructed on how to effectively discuss
the details of the system with a variety
of user and stakeholder communities.
Some groups need to be informed of
the benefits of incorporating this tool
into their daily routine, while other
groups need to understand how this will
help them better manage the utility.
Communicating that CUPSS will provide
maintenance strategies and aid in
financial reporting will help utilities
make the decision to use this tool for
their asset management needs.
3.1 PREPLANNING FOR THE COURSE: CHECKLIST
Before beginning the training preparation process, it is important for trainers to
complete the attached checklist (see Appendix D) highlighting important, required steps.
These steps will ensure that the training will accurately target the selected audience and
will provide the audience with enough educational information that they can then
present to their larger base communities.
3.2 TRAINING LOGISTICS
COORDINATION
Preparation requires all trainers to identify the target audience, their technical abilities
and possible training locations during the planning process. Effective coordination first
requires all trainers to identify a point of contact (POC) in the targeted utility or
locality. The identified POC can help secure an audience, manage training registration
and secure a training location.
LOCATION
Once the target audience is identified, an appropriate training location must be found.
The technology required at each training location is directly related to the audience
identified. Decision makers will not be walked through the application. Instead, they will
be presented with information to assist in their decision-making processes. Because of
this, decision makers need a lecture-style classroom for their presentation.
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Both future trainers and user groups will need a more interactive setting. These groups
will require a lecture presentation, computers and software. The CUPSS application is
compatible with Microsoft Windows 1995/98/2000 Professional/XP operating systems.
Basic Microsoft Office applications or readers will be helpful for report generation and
modification.
PROMOTION MATERIALS
The CUPSS trainers website (www.epa.gov/cupss/resources.htmfttrainers) provides
several templates for various forms of advertising materials and several documents such
as the "CUPSS and US" presentation that can be used in marketing CUPSS to local
decision makers. All materials are available at EPA and, on request, will be shipped at no
cost to each CUPSS User. Trainers can order promotional post cards in bulk, but they
should use the CUPSS CD for all other materials.
PRESENTATION HANDOUTS
EPA has developed presentations that will assist any trainer in effectively communicating
the importance of CUPSS and the application's features to multiple audiences.
Presentations are specifically geared toward community and financial decision makers,
future trainers and potential users. All presentations are editable so that trainers have
the ability to modify materials to better reach a specific community.
EVALUATION
Evaluation form templates are used at the conclusion of the training course. A template
has been provided on the CUPSS training website and can be edited and geared toward
the training location and community. See Appendix E for the evaluation form.
3.3 "GETTING READY FOR CUPSS" TRAINING
"Getting Ready for CUPSS" will provide education on how to
help future trainers when setting the stage for successful
implementation of the CUPSS tool. This presentation
discusses how the tool should be used, when it should be
used and who should use it. Explanatory information is
provided on how to train new trainers and future CUPSS
users. Trainers will go through the "Getting Ready"
workbook and help potential users in the information-
gathering stage of the CUPSS process. Trainers must be well
versed in the system before seeking community support and
approval. The "Getting Ready for CUPSS" presentation is on
the CUPSS CD.
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4 Training Activities
Comprehensive training activities are essential when educating users on new concepts
and technical tools. This section provides training tips and
assistance on each of the main modules within the CUPSS desktop
application. Instructions have been provided for the trainers to
ensure an effective system walk through. These exercises follow
and complement the CUPSS User's Guide. The User's Guide
contains all the essential information for the user to make full use
of CUPSS. It includes a description of the functions and
capabilities of CUPSS and step-by-step instructions for using the
application to develop and implement an asset management plan.
An electronic version of the User's Guide is on the CUPSS CD.
CUPSS Flow Chart
My Suaicj-ic
Plan VPtz.-ird
Mv CUPSS I'ln
4.1 MY TRAINING
Overview: This module has been developed to help the user understand CUPSS and the
asset management process through clear, concise instructional materials. In this section,
the user finds an introductory training video and a tutorial for each CUPSS module. The
help section is keyword searchable and has a glossary section in addition to example
forms and reports.
Training Activity: The activity information is found in the CUPSS training presentation
and will follow Chapter I and 10 of the User's Guide.
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4.2 SET-UP MY CUPSS
Overview: The first step in the CUPSS process is to identify the CUPSS team. CUPSS
contains a team assembly wizard that will allow users to create lists of team members,
define their roles and gather contact information. The default CUPSS user (from Set-Up
My CUPSS) is carried over into the team roster. The users can then establish or modify
their team at any time but should be encouraged to set up a team during the initial run
of CUPSS. CUPSS allows users to export the team roster and associated data into a
Microsoft Excel spreadsheet file.
Training Activity: The activity information is found in the CUPSS training presentation
and will follow Chapter 3 and 4 of the User's Guide.
4.3 MY INVENTORY
Overview: This module allows users to identify and characterize their water system's
assets. The program prioritizes the user's assets and helps the utility better manage its
revenue for repair and replacement of assets. Users will enter their assets and all
related information. If an asset has already been entered, the user can review and
update the assets' information. The My Inventory module already contains information
about the utility's assets from the user's self-created diagram. The user can also enter
additional assets. All assets are displayed in a table format with both mandatory and
optional data fields.
Training Activity: The activity information is found in the CUPSS training presentation
and will follow Chapter 5 of the User's Guide.
4.4 MY O&M
Overview: This module allows users to create and track past, current and future
operations and maintenance (O&M) activities. The user can add tasks to the schedule
and mark scheduled items as completed. These items will then be moved to the log. The
log incorporates all routine tasks and logged activities into the task list. This module
then records the status and history of each task, alerts users if the task status is past due
or critically past due and alerts the user when to reassess the asset condition if
maintenance is not performed as scheduled.
Training Activity: The activity information is found in the CUPSS training presentation
and will follow Chapter 6 of the User's Guide.
4.5 MY FINANCES
Overview: This module allows users to determine the full costs of doing business and to
calculate how much money is needed for full recovery. This allows staff members to
discuss their needs within the context of the community budget.
The user provides the current year's budget (at a minimum) and actual expenses from
previous years' financial statements. From this, the user can calculate their total cost of
doing business and project budget needs for up to ten years.
Training Activity: The activity information is found in the CUPSS training presentation
and will follow Chapter 7 of the User's Guide.
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4.6 MY CHECK UP
Overview: CUPSS generates two customizable reports: "My Asset Check Up" and "My
Financial Check Up." These reports allow the user to pick the level of complexity they
wish to use to manage their assets. Trainers should walk the user through each of the
two reports paying special focus on how the financial report should be set up and run.
Training Activity: The activity information is found in the CUPSS training presentation
and will follow Chapter 8 of the User's Guide.
4.7 MY CUPSS PLAN
Overview: This module assembles, using an existing template, an asset management plan
that is already pre-filled with the information the user enters throughout the previous
CUPSS modules. CUPSS allows the user to make edits within the template and export
the management plan as a Word document.
Training Activity: The activity information is found in the CUPSS training presentation
and will follow Chapter 9 of the User's Guide.
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Appendix A. Additional Resources
Several additional resources are available to provide valuable information to the trainers,
the users and the decision makers. EPA-approved guidance documents, references and
other associated information are on the associated CUPSS CD.
RESOURCES ON THE CUPSS CD
Getting Started With CUPSS Workbook. EPA 816-R-08-005
CUPSS User's Guide. EPA 816-R-08-003
CUPSS and Us presentation.
Asset Management: A Best Practices Guide. EPA 816-F-07-011
Asset Management for Local Officials Factsheet EPA 816-F-07-012
Building an Asset Management Team Factsheet. EPA 816-F-07-013
RESOURCES AVAILABLE ON THE CUPSS TRAINER'S WEB SITE
(www.epa.gov/cupss/resources.htmfftrainers)
A Guide for New CUPSS Trainer's (this guide). EPA 816-R-08-004
Getting Ready for CUPSS: Information for Trainers presentation.
Short format CUPSS Training presentation.
Long format CUPSS Training presentation.
Postcards. EPA 816-E-08-001 and EPA 816-E-08-002
RESOURCES ON THE EPA WEB SITE (epa.gov/safewater)
Asset Management- A Handbook for Small Water Systems. EPA 816-R-03-016
Taking Stock of Your Water System: A Simple Asset Inventory for Very Small
Drinking Water Systems. EPA 816-K03-002
Setting Small Drinking Water System Rates for a Sustainab/e Future. EPA 816-R-
05-006
Preventive Maintenance Card File for Small Public Water Systems Using Ground
Water. EPA 816-B-04-002
CUPSS WEB SITE
www.epa.gov/cupss
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Appendix B. Glossary
Term
Annual Debt Payment
Annual Operating Expenses
Asset
Asset Category
Asset Inventory
Asset Management
Asset Name
Asset Status
Asset Type
Associated Asset
Associated Location
Capital Improvement
(Expense)
Capital Improvement
Program (CIP) Plan
Capital Reserve Contribution
Cash on Hand
Definition
The dollar amount that must be paid each year toward
retiring existing debt.
Total annual cost of operating and maintaining the water or
wastewater utility service. This does not include savings or
future draws from capital savings accounts.
A component of a facility with an independent physical and
functional identity and age (e.g. pump, motor, sedimentation
tank, main).
Where the asset best fits within your system (e.g., source
water, distribution or collection), for organizational purposes.
A list of assets with details about each one (installation date,
original cost, condition, and such). Also known as an asset
register.
A process for maintaining a desired level of customer service
at the best appropriate cost.
The name of the technology or equipment that is used for
your system to properly function (for example, "5th Street
Pumping Station"). See Asset.
This is how your utilities view an asset. Assets can be active
(most assets), not in use or a future investment. You would
designate an asset a "future investment" if you would like it
added to your capital improvement plan.
The asset's functional purpose for a specific asset category
(for example, intake structure, pumping station, transmission
main, storage tank, and the like).
Assets that are directly related to a primary asset's function.
A location that complements an associated asset.
Funds required for the future purchase, repair and/or
alteration to or for an asset, structure, or major pieces of
equipment.
A plan that projects and assesses which projects (including
asset improvements, repairs, replacements, and such) need to
be completed in the future.
Funds set aside to fund capital improvements (i.e. future
purchase, repair and/or alteration to or for an asset,
structure, or major pieces of equipment).
The amount of cash that is available to the system within a 24
hour period.
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Term
Condition
Consequence of Failure
Criticality
Debt Payment
Debt Ratio
Emergency Reserve
Contribution
Expected Useful Life
Expense
Expense Ratio
Financial Assets
Growth
Inflation
Definition
The current condition, in your opinion, of an asset based on
age and physical functionality (ranging from poor to
excellent).
The real or hypothetical results associated with the failure of
an asset.
The importance of the asset to your system's operation. A
value, that in your opinion, best represents the consequence
of asset failure.
The dollar amount that must be paid each year toward paying
down or retiring existing debt.
Debt Ratio =Total Liabilities / Total Assets
The debt ratio measures the amount of debt being used by
the organization. A ratio of 0.6 means that 60% of operations
have been financed with debt and the remaining 40% has been
financed by equity.
Funds set aside for unexpected repairs and replacements.
CUPSS recommends that utilities work towards an
emergency reserve balance of 25% of its annual operating
expenses.
The average amount of time, in years, that a system or
component is estimated to function when installed new.
Money spent by the utility to continue its ongoing operations.
Expense Ratio = Operating Expense / Total Expense
The expense ratio measures the amount of operating
expenses compared to total expenses. A high ratio indicates
that most expenditures are for operations - leaving the
remaining balance for non-operating costs (such as debt
service, capital improvements, etc.). If the non-operating
balance is small, then the utility is not likely to meet all of its
capital-related expenses, which may cause the system to
deteriorate more rapidly.
Intangible assets such as cash and bank balances.
The amount, as a percent, a community's demand for water
or wastewater treatment has increased or decreased. This
value will be used to adjust future revenues and expenses.
The anticipated rate of increase in the price level of goods
and services.
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Term
Interest Rate
Level of Service
Liabilities
Maintained According to
Factory Recommendation
Operating Expenses
Operating Ratio
Original Cost
Probability of Failure
Redundancy
Replacement Cost
Revenue
Revenue Surplus/Deficit
Risk
Routine Maintenance Cost
Definition
A rate which is charged or paid for the use of money. Note:
Do not include a percentage sign.
The characteristics of system performance such as how much,
of what nature, and how frequently, with regard to the system's
service.
The financial obligations for which the utility is responsible.
The frequency of routine maintenance as recommended by
the manufacturer.
Total annual cost of operating and maintaining the water or
wastewater utility service. This does not include savings or
future funds withdrawal from capital savings accounts.
Operating expenses include maintenance, equipment, salaries,
wages, benefits, supplies, chemicals, contracts, utilities,
monitoring, testing, emergency, rent, mortgage, insurance,
services, training costs, billing costs, fees, and security costs.
Operating Ratio = Operating Revenue / Operating Expense
The operating ratio demonstrates the relationship between
operating revenues and operating expenses. A high ratio
indicates that the organization has operating efficiency by
keeping expenses low relative to revenue.
The amount paid for the initial purchase of an asset.
The chance an asset will fail based on the percent of effective
life consumed and redundancy.
Spare assets that have the ability to do the same job, if a
failure of the primary asset were to occur.
How much will it cost to replace the asset, if required today?
Funds earned by the system through the sale of water or by
other means.
The difference between the total cost of doing business and
the funds received from fees, loans and grants, and interest
earned from any accounts. If the result is zero or greater, the
utility is taking in enough money to fully recover its costs and
have a surplus. If the result is less than zero, the utility will
not cover all costs and therefore will have a deficit.
The potential for realization of unwanted adverse
consequences or events.
How much does it cost for a single routine maintenance
activity to be performed on the asset?
18
-------
Term
Sales Ratio
Savings Withdrawal
Total Annual Cost of Doing
Business
Definition
Sales Ratio = Sales / Total Revenue
The sales ratio measures the percentage of total revenue that
is made up of sales from operations. A low ratio indicates that
the organization is overly reliant on outside funding.
A fixed amount of money removed from the savings account
of the utility to help pay for capital improvement items or
other planned or unplanned maintenance.
The total annual operating expenses plus the required total
annual reserve contributions to reserve funds.
GLOSSARY REFERENCES:
Boise State. "Capacity Tracker: User Manual." Accessed February 11, 2008.
http://5spa.boisestate.edu/efc/Tool5 Service5/Capacity%20Tracker/Capacity%20Tracker
%20User%20Manual.pdf.
Department of Natural Resources and Water, Queensland. "Guidelines for Implementing Total
Management Planning." Accessed December 28, 2007.
http://www.nrw.qld.gov.au/compliance/wic/pdf/guidelines/tmp/200I guidelines/implemen
tation/asset glossary.pdf.
EPA. 2003. "Asset Management: A Handbook for Small Water Systems:' One of the Simple
Tools for Effective Performance (STEP) Guide Series." Accessed December 27, 2007.
http://www.epa.gov/5afewater/smallsystems/pdfs/guide smallsystems asset mgmnt.pdf.
EPA. 2007. "Drinking Water Glossary: A Dictionary of Technical and Legal Terms Related to
Drinking Water." Accessed December 27,2007.
http://www.epa.gov/safewater/pubs/gloss2.html.
EPA. 2006. "Setting Small Drinking Water System Rates for a Sustainable Future: One of the
Simple Tools for Effective Performance (STEP) Guide Series." Accessed December 27,
2007.
http://www.epa.gov/safewater/smallsystems/pdfs/guide smallsystems final ratesetting
guide.pdf.
EPA Office of Water, California State University. "Glossary." Accessed February 10, 2008.
http://www.mcet.org/Resource5/LOH%20images/Glossary.pdf.
19
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Appendix C. Readiness Checklist
Q Are you sure that the facility meets your needs? Does the room have electrical
outlets?
Q Are there tables and chairs? Are you going to have the space to yourself during the
session?
Q Do any of the participants have special needs (e.g., wheelchair access, hearing
impaired)?
Q Have you arranged for refreshments?
Q Have you identified all the restroom locations?
Q Have you sent reminders/flyers to potential participants?
Q Have you reviewed the session?
Q Have you prepared all needed presentations and visual aids for the sessions?
Q Have you prepared specific examples that your participants will be able to relate to?
Q Have you practiced your presentation?
Q Do you have a participant sign-in sheet?
Q Are the discussion questions pre-written on a flipchart?
Q Have you brought your Trainer's Guide and some extra participant workbooks?
Q Have you prepared and printed the evaluation form?
Q Do you have all of your teaching materials?
Q Computers?
Q Markers?
Q Flipchart?
Q Flipchart stand?
Q Tape?
Q Overhead projector?
Q Extra pencils?
Q Extra calculators?
Q Have you set the date, time and place for the next session?
Q Other
20
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Appendix D. Evaluation
CUPSS APPLICATION FOR SMALL SYSTEMS
TRAINING COURSE EVALUATION
Parti
Please rate the following aspects of the training course.
I. Trainer Evaluation
Excellent Good Not Good Poor
A. Knowledge of subject
B. Organization of sessions
C. Style and delivery
D. Responsiveness to group
E. Producing a good learning climate
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
2. Course Evaluation
Excellent Good Not Good Poor
A. Organization
E.g., Were you informed as to what the subjects would be and when they
would be covered?
B. Relevance
E.g., Were the subjects relevant to your job and your future needs?
C. User's Guide booklet
E.g., Were the notes clear, professionally presented and supplied on time?
D. Supporting materials
E.g., Were appropriate materials provided or a source referenced?
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
21
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E Informative
a a n
E.g., Did this course provide additional information not previously known ^^
regarding asset management plans for small systems?
Part II
Please complete questions about the training course.
I. How would you rate the program overall?
(Please circle the score number that most dose/y represents your view)
Very useful | 5 4 3 2 i Little use
Very interesting ! 5 4 3 2 I Of little interest
2. To what extent do you feel you have learned from the program?
(Please drde the score number that most closely represents your view)
Learned a lot 5 4 3 2 I Learned nothing
3. What module did you most learn from? Please explain.
4. What module did you least enjoy? Please explain
5. What subjects were not covered fully enough? Please explain.
6. What subjects were not covered that you would have liked addressed?
7. Do you find that this tool fits your needs and expectations?
8. What barriers might impede your implementation?
9. What benefits do you hope will result from using this software?
10. Any other comments?
22
-------
Getting Started Workbook
-------
Getting Started
with CUPSS
A Workbook for Users
-------
EPA8I6-R-08-005
April 2008
Office of Water (4606M)
epa.gov/safewater
11
-------
Contents
Getting Started with CUPSS I
Before you Begin I
Step I -Why am I here? 3
Step 2 - What assets do I have? 5
Step 3 What do I do every day? 9
Step 4 - Where is the money going? 12
Step 5 - What now? 15
Vyiossary ป i o
Printable Forms
Inventory List (Drinking Water) 8
Inventory List (Wastewater) 9
New Task 10
Finances 13
-------
Getting Started with CUPSS
This workbook is designed to give you five easy steps to
get ready for using the Check Up Program for Small
Systems (CUPSS) for drinking water and wastewater
utilitiesthe new asset management software developed
by the U.S. Environmental Protection Agency (EPA). By
completing several pencil-and-paper exercises, you will
have a head start on 'doing asset management' and adding
your information into CUPSS. Let's get started!
For step-by-step instructions on installing and using CUPSS,
consult your User's Guide.
Before you Begin
Before you begin using this workbook, you might have a few questions about CUPSS. Maybe
your state regulator or a technical assistance provider handed you this workbook and said, "Go
for it!" In this section, we'll give you a little bit of information about the CUPSS software and
how you might find it beneficial. We'll even tell you what asset management really means for
your utility.
The first thing you may ask is "What is CUPSS?" CUPSS is 'desktop software,' meaning it is a
program that runs on your PC at no cost to the user. Because CUPSS is desktop software, all
of your CUPSS data will be stored on your computer and is not accessible by EPA. You do not
need an Internet connection to use CUPSS, just a computer to load the software. If you are
connected, the program can use the Internet so that you can register your copy and update
your version when necessary. If you have questions about technical specifications, consult your
User's Kit. The User's Kit is a binder that contains everything you need to know about CUPSS.
It includes the CUPSS Installation CD, helpful fact sheets like the Asset Management Best Practices
Guide as well as the CUPSS User's Guide.
CUPSS is asset management software; its purpose is to help you organize and develop a plan
for the physical and financial health of your drinking water or wastewater utility. If you are
effectively managing your assets, you should be able to successfully meet customers'
expectations at an appropriate cost.
Like other types of computer software, there are two key componentsinput (what goes in),
and output (what comes out). CUPSS relies on a combination of specific information entered by
the user and general information provided by EPA. The information entered by EPA has been
inserted to provide additional assistancesuch as the life expectancy of 6" mainsto provide
simple, eye-opening reports. You only need to enter in a couple of important assets and last
year's financial statement to generate a targeted action plan.
You are likely most intrigued by what CUPSS can actually do for you. We think CUPSS will help
you do these tasks:
Communicate with the decision makers in your community
-------
Make more informed, proactive choices
Improve the efficiency and focus of your operations
Maximize limited financial resources
Like anything worth doing, integrating CUPSS and asset management into your utility's culture
will take time and effort. These are certainly high goals, but we think taking the simple approach
used in CUPSS will result in great strides forward for your community.
Helpful Tip:
Don't forget to check out http://www.epa.gov/cupss to register your copy of CUPSS,
find training events near you and learn more about asset management.
-------
Step 1 - Why am I here?
Your discovery of CUPSS might have been by accident, on purpose or by recommendation. It
might even have been a condition of a loan or grant agreement. Regardless of the how, it is
time to think about the why. Ask yourself, "Why should I or anyone else use CUPSS? How can
this program help me operate and manage my utility more efficiently?" These exercises will
answer these and many other questions you might have.
Also start thinking about who helps you manage your utilitywhether it be with operations or
financial records. Having your team in mind will help you with the exercises included in this
workbook
Let's begin by identifying what you are doing well. We will start by listing
three areas of your utility where you see yourself already
succeeding. For example, if you have someone, perhaps a town clerk or
someone else, who keeps your accounting records organized and up-to-
date, this would be great to include below. Keeping these strengths in
mind will help you leverage opportunities for making changes as needed.
I.
2.
3.
Helpful Tip:
A map will help your utility understand the current service capacity. Use
Internet-based mapping tools (try Google Maps or Google Earth) to
visually designate the boundary of your utility's service area and
important features. You can also do this by hand using a regular or
topographic map!
-------
Now, think about and list three areas in your management strategy that could be improved to
facilitate your customer service interactions and relationships. For example, having a
comprehensive list of aging fire hydrants that need to be rehabilitated or repaired is beneficial
to the safety of a community.
I.
3.
CUPSS will help improve these areas! CUPSS also provides additional information addressing
other potential areas of improvement. These areas can be as simple as improving customer
relations or as detailed as developing a long-term maintenance strategy. What would you like
to improve and how would you do it? Select one of the areas you just listed, create a
target goal and date. What is your first step toward reaching your goal? Think about it
and write it below.
Here is an example: You have an issue area of "leak or break response time" Your
current response time is 24 hours.
Specific Goal: Reduce the leak or break response time by 50%
Goal Date: One year
First Step: Convene a meeting of all utility staff to discuss why the response time
is currently 24 hours
Area Selected
Specific Goal:
Goal Date:
First Step:
Goal and milestone tracking is crucial in asset management
applications. CUPSS will allow you to establish and keep track of
both while conducting normal activities and following your
established maintenance plan. For now, just keep thinking about
these important issues. When you start using the software, it will
automatically prompt you to formally begin the goal-setting
process.
Helpful Tip:
Get a head start on
data entry by getting
your files organized!
-------
Step 2 - What assets do I have?
Now that you have figured out where you are and why you are here, let's examine your utility's
assets. We will use a drinking water chlorination system as an example. How much do you
know about the chlorination system? Can you answer the following questions about this
chlorination system? Do you know how your responses make the difference between having
safe, disinfected water and potentially health-hazardous water?
When was it installed?
How much did it cost?
When was the last major repair?
What maintenance will you perform on it this year?
What and when are the typical routine maintenance actions performed?
When are the major components scheduled to be replaced?
Will you be financially prepared to replace a major component if it fails?
If you knew the answers to all these, you are already on the fast track to success. It is more
likely, however, that you knew some of the answers and knew where or how to find the rest.
CUPSS helps you identify your assets; allowing all of your important asset information to be
stored in one place.
While entering information about each of your assets is the most time-consuming part of
CUPSS, it is not difficult. In fact, this workbook has been developed to make it an easier
process. The form on the next page is similar to what you will see in CUPSS within the "My
Inventory" section. You can make copies of it, attach it to a clipboard and start digging out
those records. Taking baby stepslike planning 30 minutes every day to add one of the major
assets in your systemwill have you in great shape in no time. Once you have mastered this
process, you can start using CUPSS to inventory and manage your assets. Just copy the
information you collected on the forms and putting it into CUPSS. Because CUPSS contains
dropdown features and help tools, you'll find it more efficient to use the software. But for now,
let's focus on thinking about the most important assets you have.
Helpful Tip:
Start with what you know and don't worry about leaving blanks. You can always
come back later!
-------
Inventory List (Drinking Water)
Asset Name
Location
.ociated Asset
Associated Location
I
Asset Category
[3 Source O Pumping Facility Q Treatment Q Storage O Distribution Q Other
Asset Type
Q Wells and Springs
Q Intake Structures
Q Pumping Equipment
a Disinfection
Equipment
Q Hydropneumatic
Tanks
Q Concrete & Metal
Storage Tanks
Q Transmission Mains
Q Distribution Pipes
Valves
Computer Equipment/
Software
Transformers/
Switchgears/
Wiring
Motor Controls/Drives
Sensors
Buildings
Service Lines
a Hydrants
Q Treatment Equipment
Q Lab/Monitoring
Equipment
Q Tools and Shop
Equipment
Q Transportation
Equipment
Q Security Equipment
Q Land
Q Galleries and Tunnels
Q Meters
Q Raw Water Reservoirs
Q Generators
Q Liquid Waste Handling
& Disposal
Q Solid Waste Handling &
Disposal
Q Other
Asset Status
E3 Active D Not in Use - Abandoned D Not in Use - Back Up G Future Investment
Can this Asset be Repaired?
Yes
Q No
Can this Asset be Rehabilitated7
U Yes
No
Condition
Excellent Q Good Q Fair (Average) U Poor
Very Poor
Is the asset maintained according to manufacturer's recommendations? Q Yes
No
Consequence of Failure
Insignificant - CoF of 2 Q Minor - CoF of 4
Major - CoF of 8 a Catastrophic - CoF of 10
Q Moderate - CoF of 6
Redundancy
0% Backup U 50% Backup Q 100% Backup Q 200% Secondary Backup
Installation Date
Expected Useful Life
Original Cost
Replacement Cost
$ I
Routine Maintenance Costs Timeframe
$
a per/day Q per/week Q per/month Q per/year Q lifetime
Optional Information
Frequency of Routine Maintenance
Model Number
Start Date
Manufacturer
Supplier Name
Address
Phone Number
City, State, Zip
Fax Number
Notes
-------
Asset Name
Inventory List (Wastewater)
Location
Associated Asset
Associated Location
I
Asset Category
D Pumping Facility G Treatment E3 Storage D Collection Q Other
Asset Type
Q Pumping Equipment
Q Disinfection
Equipment
Q Concrete & Metal
Storage Tanks
Q Transmission Mains
Q Valves
Q Computer
Equipment/
Software
D Transformers/
Switchgears/
Wiring
Q Motor Controls/Drives
Q Sensors
Q Buildings
Q Service Lines
a Treatment Equipment
FJ Lab/Monitoring
Equipment
Q Tools and Shop
Equipment
Q Transportation
Equipment
Q Security Equipment
Q Land
LI Sewers
LI Pressure Pipework
D Galleries and Tunnels
Q Meters
Q Generators
Q Liquid Waste Handling
& Disposal
Q Solid Waste Handling &
Disposal
Q Other
Asset Status
U Active Q Not in Use - Abandoned U Not in Use - Back Up Q Future Investment
Can this Asset be Repaired?
Q Yes
LI No
Can this Asset be Rehabilitated?
Q Yes
No
Condition
U Excellent Q Good a Fair (Average) Q Poor a Very Poor
Is the asset maintained according to manufacturer's recommendations?
Q Yes
D No
Consequence of Failure
Q Insignificant - CoF of 2 Q Minor - CoF of 4
D Major - CoF of 8 Q Catastrophic - CoF of 10
fj Moderate - CoF of 6
Redundancy
Q 0% Backup D 50% Backup Q 100% Backup Q 200% Secondary Backup
Installation Date
Expected Useful Life
Original Cost
Replacement Cost
Routine Maintenance Costs
Timeframe
$
Q per/day Q per/week Q per/month Q per/year
Q lifetime
Optional Information
Frequency of Routine Maintenance
Model Number
Start Date
Manufacturer
Supplier Name
Address
Phone Number
City, State, Zip
Fax Number
Notes
-------
Once you have a few assets documented, begin thinking about how you'll enter your assets in
CUPSS!
IsfStart by entering the most important assets you have. Let's use a chlorination system (like
the previous asset example). You'll type Chlorination System into the box beside Asset Name.
2nd Where is your chlorination system located? You'll type this information in the Location
box on this form.
3rd What is the Asset Category for your chlorination system? Not sure what an Asset
Category is? Any time you're not sure what to type in the form, click the red circle with a
question mark, and help text appears to guide you along the way.
Next Go through the rest of the boxes to enter all the information you have available about
your chlorination system.
Done! Do you want to add another asset to CUPSS? If so, click the "Save and Add Another
Asset" button. If you want to wait to add more assets, click the "Save and Return Home"
button. Whatever you decide, be sure to click one of these buttons! You want to save all the
information you entered.
Wasn't starting your inventory list easy? You'll be ready for CUPSS in no time!
I
For specific details on "My Inventory," see
Chapter 5 of the CUPSS User's Guide.
-------
Step 3 - What do I do every day?
Do you often feel like saying, "I barely remember what I did yesterday, let alone two years
ago!" You are not alone! Recalling the service history of important parts of your utility is as
critical as planning how you will get things done in the future. CUPSS allows you to do both. It
is important to develop habits that make and keep record-keeping super easy.
Reminder! For help with record-keeping procedures, see Record Keeping Rules: A
Quick Reference Guide. September 2006, EPA 816-F-06-033.
Let's practice developing a service record to see how easy it
can be. When maintaining a service record, you must begin by
entering in all necessary information into the task list shown on
the next page. Use it over the next few days to plan and track
both routine and unexpected maintenance tasks. You can print
this form from the "My Inventory" section. Don't forget that
you'll be entering your information into CUPSS when you're
done! Pretty soon, you'll be using CUPSS without relying on
these paper versions. But for now, let's get started with
tracking the tasks you can think of right now.
Helpful Tip:
Institutional knowledge is
valuable! If you already
keep service records, it is
well worth spending time
each week entering them
into CUPSS!
~ Remember the bigger picture!! We understand that operating a water or
* wastewater utility is a tough job that requires a lot of brain power. To get ahead
of the curve, it helps to plan. What preventive actions do you routinely take?
Write down three important tasks you complete routinely, say, every quarter.
I.
3.
Are these written down anywhere else? Is there a record of these tasks? How do you ensure
that they are completed? The next form looks very similar to CUPSS. Begin filling it out,
starting with the three tasks above.
-------
Staff Name
Task Name
Task Type
D Monitoring D Routine Maintenance Q Repair D Rehabilitation D Replacement Q Other
Is this task planned? D Yes D No
Task Details
Task Notes
Cost of the Task
For Asset-related Tasks
Asset Name
$
Condition
Q Excellent Q Good Q Fair (Average) Q Poor Q Very Poor
Is the asset maintained according to manufacturer's recommendations'' O Yes Q No
For Monitoring Tasks
Chemicals
Amount
Schedule
Task Start-End Date
Completed Date
Frequency
Q Daily
Q Weekly
a Monthly
Annually
Recurs every
days
week on
(Day of week)
day of every
. (Month)
Recurrence End Date
Optional Parts Information
Ma n ufacturer/Supplier
Parts Name
Parts Number
Parts Cost
Labor Maintenance Costs
-------
You can take these tasks that you've listed on the last form and enter them into your CUPSS tasks list. Just
select "Add a Task" in the "My O&M" section. Enter the Task Name and specific details about the task. For an
asset-specific task, such as pressure testing your pipes, you can pick from one of the assets you've already
entered into CUPSS or you can enter a new asset. It's best to put as much information as you can into the
system because it saves it for you. Now your tasks are in your CUPSS calendar! CUPSS recommends many
preventive maintenance tasks and allows you to enter your own, all on this central calendar.
Ths screen alows you to schadufe ona-ame aid recumno tasks wthn
theCtMiectrai O
' . .. riRequrred II Recurrence Emits
Task
Task Name |O
Task Type (Select Type
(Fnrrrnthm
Task Details/Notes
Cost of the Task |ruro
Staff Name (Select Staff
Asset Information - Asset Associated Tasks Only
Select Exttkig Ascet (Select baiting Asset
Oil | Enter Mew Asset
Asset Category (Select Asset Category
Asset Type (select Asset Type
Inter Aปซe
Momtonm or chemical Added
Chemical (Select ChemkaT
(inter Other
~3 MdO
Schedule ^_^_^^^ ^_^_^^^
Tadc Start/End Date (04/15/2008 3 ~ (04/15/2008 31 ซ>
ComptetnnDate (Empty 3 p Pop-op Rermnder O
frequency [Select frequency -| >
Rnurrence End Date (imply ^ >
"Select Recurrence >
f Every |l 2J dny(s)
*" rvery |l ^J ปซ*(ป) on
f Doy (1 3
_
(srlrcl Day _j
fl 3 monrh(ซ)
Thป (Sfli-_J (selprt Day _J every fl 3 monl Kป
' Every J^riert "lonlh
' The " ""
OpUond Parts Information
Manulaciurer/Suppber etect manufacturer - Supplier j >
Parts Name |
Parti Number
For specific details on "My O&M," see
Chapter 6 of the CUPSS User's Guide.
11
-------
Step 4 - Where is the money
going?
As you've been learning, CUPSS is intended to make your job
easier. Financial decisions are one of the most important and
most difficult aspects of managing a utility. Do you know what
you will need to spend in the next 5 years? CUPSS will help.
However, before CUPSS can give you indicators of your future
financial health, it needs some information from you.
Use the next form to summarize last year's financial statement
or this year's budget You can use the revenue and expense
categories listed or add your own.
Helpful Tip:
Customer rates and
service related fees
should recover the full
cost of service, offset
by any grants the
system receives for
capital improvements.
12
-------
Finances
| Year Cash on Hand Interest Rate
| $
1
Revenue
Revenue from user rates
Revenue from grants
Revenue from loans/bonds
Transfer from reserve fund
Interest
Other Revenues (Total)
$
$
$
$
$
$
Q One-time fees $ O Contract sales $
D Bulk sales $ Q Product sales $
Other
Total Revenue
$
$
1 Expenses
Operating Expenses (Total)
$
Q Maintenance $ Q Equipment
D Salaries, wages, benefits $ D Supplies
Q Chemicals $ Q Contracts
Q Utilities $ Q Monitoring & testing
Q Emergency $ Q Rent or mortgage
Q Insurance $ Q Services
Q Training Costs $ Q Billing Costs
Q Fees $ Q Security
Capital Improvements
Debt Payment
Capital Reserve Contribution
Emergency Reserve Contribution
Other
Total Expenses
$
$
$
$
$
$
$
$
$
$
$
$
$
$
-------
Using "My Finances" keeps track of all your budgeted and actual revenues and expenses that you expect to
occur this year. It also keeps track of what your revenues and expenses were for past years. You'll even be
able to graphically display how your finances change each year by simply clicking the "Graph It" button at the
top right of this section. In addition, you'll be able to see your actual expenses and revenues in relation to
your current interest ratewithout having to figure out any tough calculations. This is a simple, yet crucial,
preparation step for understanding how to recover the full cost of doing business. Coupled with several
completed asset records, you will be well on your way to harnessing the full powers of CUPSS and long-term
success of your utility.
Check Up Program for Small Systems
ritch Utility | Create liter | Help I Training I Exit
My
Inventory
My
Finance*
My WFฃ My
Chock up f**! CUPSS Plan
Beauty View Acres Subdivision - DW Finances I
Pnnt Blank Worksheet
The My Finances section allows you to enter expense and revenue information in multiple common categories.
(1) Indicates required field* _^^__^__
Select Previous Veปr |seleCtTyF]'Or " Enter * new year [sdectayear j
Enter total cash-on-hand O |
Import Data Ftttm Previous Year
ปnd interest rate
" Type of Coil
' Budgeted Amount O Actual Amount ฉ Inflation Q
(Select a type of cost
I
Add another Line Item
and Select Type of Coil |Setect a rype of cost
Total Expenses: 0
Total Revenues: 0
Save and Add Another Ytar
For specific details on "My Finances," see
Chapter 7 of the CUPSS User's Guide.
14
-------
Step 5 - What now?
It is likely that you needed to do some searching for the
information we requested in this workbook. Maybe you
needed to ask others for help or sell your decision makers
on the process. Before you open the User's Kit, take a few
moments to list potential members of your CUPSS Team.
Most members of your team will not use CUPSS on a day-
to-day basis but will need to be kept informed of your
progress. You might not have the ultimate authority to
make decisions, especially financial ones. Anyone who
does should be a member of your team.
List names and phone numbers of three key team
members you would like to recruit. Bonus points for
already bringing them on board!
Helpful Tip:
Don't forget to include
any administrative
personnel as team
members. If you are
lucky to have these
professionals in your
water utility, you've got
a leg up on many
others!
I.
2.
3.
For more information on creating your asset management team, see Building an Asset
Management Team Foctsheet December 2007, EPA 816-F-07-OI3.
To gain decision makers' interest in being a part of your asset management team, set up a
meeting to view the CUPSS and Us presentation available in the User's Kit.
For more information on asset management and CUPSS, see http://www.epa.gov/cupss
Your CUPSS User's Guide, the CUPSS Training Module, and any in-person training will
complement this workbook and provide additional tips and tricks. However, completing the five
easy steps in this workbook should give you the confidence to add CUPSS to your utility's 'best
practices.' Ready? $oฉ'jฃ Go!
15
-------
Glossary
Term
Annual Debt Payment
Annual Operating
Expenses
Asset
Asset Category
Asset Inventory
Asset Management
Asset Name
Asset Status
Asset Type
Associated Asset
Associated Location
Capital Improvement
(Expense)
Capital Improvement
Program (CIP) Plan
Capital Reserve
Definition
The dollar amount that must be paid each year toward
retiring existing debt.
Total annual cost of operating and maintaining the water
or wastewater utility service. This does not include
savings or future draws from capital savings accounts.
A component of a facility with an independent physical
and functional identity and age (e.g. pump, motor,
sedimentation tank, main).
Where the asset best fits within your system (e.g.,
source water, distribution or collection), for
organizational purposes.
A list of assets with details about each one (installation
date, original cost, condition, and such). Also known as
an asset register.
A process for maintaining a desired level of customer
service at the best appropriate cost.
The name of the technology or equipment that is used
for your system to properly function (for example, "5th
Street Pumping Station"). See Asset.
This is how your utilities view an asset. Assets can be
active (most assets), not in use or a future investment.
You would designate an asset a "future investment" if
you would like it added to your capital improvement
plan.
The asset's functional purpose for a specific asset
category (for example, intake structure, pumping station,
transmission main, storage tank, and the like).
Assets that are directly related to a primary asset's
function.
A location that complements an associated asset.
Funds required for the future purchase, repair and/or
alteration to or for an asset, structure, or major pieces
of equipment.
A plan that projects and assesses which projects
(including asset improvements, repairs, replacements,
and such) need to be completed in the future.
Funds set aside to fund capital improvements (i.e. future
16
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Term
Contribution
Cash on Hand
Condition
Consequence of Failure
Debt Payment
Debt Ratio
Emergency Reserve
Contribution
Expected Useful Life
Expense
Expense Ratio
Financial Assets
Growth
Inflation
Definition
purchase, repair and/or alteration to or for an asset,
structure, or major pieces of equipment).
The amount of cash that is available to the system within
a 24 hour period.
The current condition, in your opinion, of an asset based
on age and physical functionality (ranging from poor to
excellent).
The real or hypothetical results associated with the
failure of an asset
The dollar amount that must be paid each year toward
paying down or retiring existing debt.
Debt Ratio =Total Liabilities / Total Assets
The debt ratio measures the amount of debt being used
by the organization. A ratio of 0.6 means that 60% of
operations have been financed with debt and the
remaining 40% has been financed by equity.
Funds set aside for unexpected repairs and
replacements. CUPSS recommends that utilities work
towards an emergency reserve balance of 25% of its
annual operating expenses.
The average amount of time, in years, that a system or
component is estimated to function when installed new.
Money spent by the utility to continue its ongoing
operations.
Expense Ratio = Operating Expense / Total Expense
The expense ratio measures the amount of operating
expenses compared to total expenses. A high ratio
indicates that most expenditures are for operations -
leaving the remaining balance for non-operating costs
(such as debt service, capital improvements, etc.). If the
non-operating balance is small, then the utility is not
likely to meet all of its capital-related expenses, which
may cause the system to deteriorate more rapidly.
Intangible assets such as cash and bank balances.
The amount, as a percent, a community's demand for
water or wastewater treatment has increased or
decreased. This value will be used to adjust future
revenues and expenses.
The anticipated rate of increase in the price level of
goods and services.
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Term
Interest Rate
Level of Service
Liabilities
Maintained According to
Factory Recommendation
Operating Expenses
Operating Ratio
Original Cost
Probability of Failure
Redundancy
Replacement Cost
Revenue
Revenue Surplus/Deficit
Risk
Definition
A rate which is charged or paid for the use of money.
Note: Do not include a percentage sign.
The characteristics of system performance such as how
much, of what nature, and how frequently, with regard to
the system's service.
The financial obligations for which the utility is
responsible.
The frequency of routine maintenance as recommended
by the manufacturer.
Total annual cost of operating and maintaining the water
or wastewater utility service. This does not include
savings or future funds withdrawal from capital savings
accounts. Operating expenses include maintenance,
equipment, salaries, wages, benefits, supplies, chemicals,
contracts, utilities, monitoring, testing, emergency, rent,
mortgage, insurance, services, training costs, billing costs,
fees, and security costs.
Operating Ratio = Operating Revenue / Operating
Expense
The operating ratio demonstrates the relationship
between operating revenues and operating expenses. A
high ratio indicates that the organization has operating
efficiency by keeping expenses low relative to revenue.
The amount paid for the initial purchase of an asset.
The chance an asset will fail based on the percent of
effective life consumed and redundancy.
Spare assets that have the ability to do the same job, if a
failure of the primary asset were to occur.
How much will it cost to replace the asset, if required
today?
Funds earned by the system through the sale of water or
by other means.
The difference between the total cost of doing business
and the funds received from fees, loans and grants, and
interest earned from any accounts. If the result is zero
or greater, the utility is taking in enough money to fully
recover its costs and have a surplus. If die result is less
than zero, the utility will not cover all costs and
therefore will have a deficit.
The potential for realization of unwanted adverse
consequences or events.
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Term
Routine Maintenance Cost
Sales Ratio
Savings Withdrawal
Total Annual Cost of
Doing Business
Definition
How much does it cost for a single routine maintenance
activity to be performed on the asset?
Sales Ratio = Sales / Total Revenue
The sales ratio measures the percentage of total revenue
that is made up of sales from operations. A low ratio
indicates that the organization is overly reliant on
outside funding.
A fixed amount of money removed from the savings
account of the utility to help pay for capital
improvement items or other planned or unplanned
maintenance.
The total annual operating expenses plus the required
total annual reserve contributions to reserve funds.
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User's Guide
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User's Guide
Check Up Program for Small Systems
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EPA8I6-R-08-003
April 2008
Office of Water (4606M)
epa.gov/safewater
CUPSS User's Guide
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Contents
1 Introduction 9
1.1 CUPSS and Asset Management 9
1.2 Benefits of Using CUPSS 9
1.3 About This Guide 10
1.4 How to Use This Guide 10
1.5 Structure 10
1.6 Points of Contact 10
2 Installation Instructions 11
2.1 Launch the CUPSS Installation Wizard 11
2.2 Uninstall CUPSS 14
3 Getting Started 16
3.1 CUPSS Startup 16
3.2 Utility Information 17
3.3 User Information 19
3.4 Operation and Maintenance 20
3.4.1 Daily Tasks 20
3.4.2 Weekly Tasks 22
3.4.3 Monthly Tasks 23
3.4.4 Annual Tasks 24
3.5 Assemble Your Team 26
3.5.1 Add Team Members 27
3.5.2 Edit and Delete Team Member Information 29
3.6 Review 29
4 Login and Navigation 32
4.1 Login 32
4.1.1 Select Utility 33
4.2 Navigating CUPSS 34
4.3 Navigation Area 34
4.3.1 Administration menu 35
4.3.
4.3.
4.3.
4.3.
4.3.
4.3.
.1 Set-up 35
.2 Switch Utility 35
.3 Create User 35
.4 Help 35
.5 Training 35
.6 Exit 36
4.3.2 CUPSS Module Buttons 36
4.3.2.1 My Home 36
4.3.2.2 My Inventory 36
4.3.2.3 MyO&M 37
4.3.2.4 My Finances 37
4.3.2.5 My Check up 37
4.3.2.6 My CUPSS Plan 37
4.4 Activity Window 37
4.4.1 My Calendar 38
4.4.2 My Messages and Alerts 38
4.4.2.1 Popup Messages 38
4.4.2.2 Status Table 39
4.5 Set-up Module 41
4.5.1 Utility Information 41
4.5.2 User Information 42
4.5.3 Team Information 43
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4.5.4 Review 43
4.6 Add Another Utility 44
4.6.1 Utility Information 45
4.6.2 O&MTasks 45
4.6.3 Team Information 46
4.6.4 Review 46
4.6.5 Select Utility 47
My Inventory 48
5.1 Create or Edit My Schematic 49
5.1.1 Accessing the Schematic 49
5.1.2 Editing and Creating a Schematic 50
5.1.2.1 Schematic Editing Toolbar 50
5.1.2.2 Add an asset to the editing window 51
5.1.2.3 Working with assets in the editing window 52
5.1.3 GettingHelp 54
5.1.4 Print Schematic 54
5.2 Create or Edit My Inventory List 54
5.2.1 Basic Information 55
5.2.2 Status and Condition 57
5.2.3 Cost and Maintenance 58
5.2.4 Manufacturer and Supplier 59
5.2.5 Print Blank Worksheet 60
5.3 View My Inventory List 62
5.4 View My Capital Improvement Projects 63
5.5 Search 65
5.6 Inventoried Asset List 67
5.7 Asset Risk Matrix 68
5.8 Training and Help 69
MyO&M 70
6.1 View, Edit, and Add Tasks 71
6.1.1 Edit Tasks 71
6.1.2 Add A Task 71
6.2 Task Form 72
6.2.1 Asset Information 73
6.2.2 Monitoring or Chemical Added 73
6.2.3 Schedule 74
6.2.4 Optional Parts Information 75
6.2.5 Print Work Order. 77
6.3 Additional Features 78
6.3.1 Print Blank Work Order 78
6.4 Search/Print 79
6.5 Training and Help 79
My Finances 80
7.1 Adding Data to the My Finances Page 81
7.1.1 Add New Data 81
7.1.2 View and Edit Data for a Year with Existing Data 81
7.1.3 Import Data From a Previous Year 81
7.2 Data Entry Fields 82
7.3 Additional Features 84
7.3.1 Graph Your Financial Data 84
7.3.2 Print Worksheet 85
7.4 Training and Help 86
My Check Up 87
8.1 My Asset Check Up Report 88
8.2 My Financial Check Up Report 89
8.2.1 Future Growth and Inflation 90
8.2.1.1 Step 1: Starting Point 90
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8.2.1.2 Step 2: Growth 90
8.2.1.3 Step 3: Inflation 91
8.2.2 My Financial Statement 92
8.2.2.1 Financial Projections Window 93
8.2.2.2 Ratios 95
8.2.2.3 Financial Projection Summary 96
8.3 Training and Help 96
9 MyCUPSSPlan 97
9.1 Begin a New My CUPSS Plan 97
9.2 Plan Information 98
9.3 My CUPSS Plan Wizard 99
9.3.1 Step 1 - Utility Profile 99
9.3.2 Step 2 - Mission and LOS Agreement 100
9.3.3 Step 3 - Critical Assets 103
9.3.4 Step 4 - O&M Strategy 104
9.3.5 Step 5 - Capital Improvement Plan (Cff) 105
9.3.6 Step 6 - Financial Management Strategy 105
9.3.7 Step 7 - Finalize Plan 106
9.4 Training and Help 107
10 CUPSS Help and Training 108
10.1 Help 108
10.1.1 Navigating Help 108
10.1.2 Finding Information using the Help Navigator 109
10.1.2.1 Browse Help Contents 110
10.1.2.2 Search for Help 110
10.1.3 Additional Features Ill
10.1.3.1 Help Navigator Menus Ill
10.1.3.2 Help Topic Window Menus 113
10.2 Training 114
10.2.1 Navigating Training 114
Appendix A : Database Backup and Restore Procedures 116
Backup 116
Restore 117
Appendix B : Worksheets 120
Appendix C : My Finances Calculations 125
Appendix D : My Inventory Calculations 129
Appendix E : Glossary 132
Appendix F : Available Assets 135
Appendix G : Troubleshooting Guide 136
Appendix H : Cheat Sheet 141
Figures
Figure 2.1 Introduction 11
Figure 2.2 Choose Shortcut Folder 12
Figure 2.3 Choose Install Folder 12
Figure 2.4 Pre-Installation Summary 13
Figure 2.5 Install Complete 13
Figure 2.6 Navigating to CUPSS program and selecting "Uninstall" 14
Figure 2.7 Uninstall CUPSS 14
Figure 2.8 Uninstall Complete 15
Figure 3.1 Welcome to CUPSS page 16
Figure 3.2 CUPSS startup page 17
Figure 3.3 Tracking image 17
Figure 3.4 Utility Information page 18
Figure 3.5 Error message 19
Figure 3.6 User Information page 19
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Figure 3.7 Operations and Maintenance Daily Tasks page 21
Figure 3.8 Operations and Maintenance Weekly Tasks page 23
Figure 3.9 Operations and Maintenance Monthly Tasks page 24
Figure 3.10 Operations and Maintenance Annual Tasks p?ge 25
Figure 3.11 Team page 27
Figure 3.12 Table showing existing team members 28
Figure 3.13 Right-clicking on the name of a team member to edit or delete the record 29
Figure 3.14 Review page 30
Figure 3. IS Selecting a directory to save your password 31
Figure 3.16 Choosing a directory to store your password 31
Figure 4.1CUPSS login page 32
Figure 4.2 Password prompt 33
Figure 4.3 Select Utility 33
Figure 4.4 My Home page with Task Notification popup window 34
Figure 4.5 CUPSS Navigation Area 34
Figure 4.6 Administration menu 35
Figure 4.7 Do Some Training popup 36
Figure 4.8 CUPSS module buttons 36
Figure 4.9 The CUPSS My Home activity window 37
Figure 4.10 My Calendar window 38
Figure 4.11 My Messages and Alerts window 38
Figure 4.12 My Messages and Alerts window showing that popup messages are deactivated 39
Figure 4.13 Popup window showing tasks for the day 39
Figure 4.14 Popup window showing past due tasks 40
Figure 4.15 Popup window to show tasks requiring update 40
Figure 4.16 Popup window to show high risk assets 41
Figure 4.17 Tracking bar for the Set-up module 41
Figure 4.18 Utility Information page 42
Figure 4.19 Edit user information 42
Figure 4.20 Enter information for project team members 43
Figure 4.21 Review your project information 44
Figure 4.22 Tracking bar for the Add Utility module 45
Figure 4.23 Utility Information page 45
Figure 4.24 Add and edit team member information 46
Figure 4.25 Review your project information 46
Figure 4.26 The new project available on the Select Utility page 47
Figure 5.1 My Inventory page 48
Figure 5.2 Asset Inventory window 49
Figure 5.3 Editing window of the Create or Edit My Schematic page 50
Figure 5.4 Schematic editing toolbar 50
Figure 5.5 Clicking on the category title to view assets 52
Figure 5.6 Asset name prompt 52
Figure 5.7 Clicking on an asset to identify it 53
Figure 5.8 Creating links between assets 53
Figure 5.9 Asset Inventory window 55
Figure 5.10 Asset Inventory page 55
Figure 5.11 Basic Information fields 56
Figure 5.12 Status and Condition fields 57
Figure 5.13 Cost and Maintenance fields 58
Figure 5.14 Manufacturer and Supplier fields 59
Figure 5.15 Blank Inventory List forms 62
Figure 5.16 Asset Inventory window 62
Figure 5.17 Asset Inventory list 63
Figure 5.18 Records shown sorted in descending order by category 63
Figure 5.19 My Inventory window 64
Figure 5.20 Viewing your "Capital Improvement Projects" and editing the recommended date 65
Figure 5.21 Asset Inventory window 65
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Figure 5.22 Search and Report page 66
Figure 5.23 Search results page 67
Figure 5.24 Inventoried Asset List 68
Figure 5.25 Edit or remove asset from inventory 68
Figure 5.26 Asset Risk Matrix window 69
Figure 6.1 MyO&Mpage 70
Figure 6.2 Top of the My O&M activity window 72
Figure 6.3 Task section 72
Figure 6.4 Asset Information section 73
Figure 6.5 Monitoring or Chemical Added section 74
Figure 6.6 Click "Add" to save the data and add the record to the table 74
Figure 6.7 Schedule section 75
Figure 6.8 Optional Parts Information section 76
Figure 6.9 Manufacturer and Supplier form 77
Figure 6.10 Links at the bottom of the Task Details form 77
Figure 6.11 Generated Work Order document 78
Figure 6.12 Blank Work Order form 79
Figure 7.1 My Finances page 80
Figure 7.2 Using the dropdown menu to select a year 81
Figure 7.3 Lower half of the My Finances activity window 82
Figure 7.4 Graph of actual and budgeted revenue and expenses 85
Figure 7.5 Finances worksheet 86
Figure 8.1 My Check Up options 88
Figure 8.2 My Asset Check Up Report options 88
Figure 8.3 First screen of the My Financial Check Up page 89
Figure 8.4 Step 1 of My Financial Check Up Report 90
Figure 8.5 Step 2 of My Financial Check Up Report 90
Figure 8.6 Step 3 of My Financial Check Up Report 91
Figure 8.8 Step 3 of My Financial Check Up Report 92
Figure 8.9 "Save and Continue" button 92
Figure 8.10 Financial Projections window 93
Figure 8.11 Ratios window 95
Figure 8.12 Financial Projection Summary graph 96
Figure 8.13 My Financial Check Up Report buttons 96
Figure 9.1 Edit previously created My CUPSS Plans 98
Figure 9.2 Plan Information page 98
Figure 9.3 My CUPSS Plan Wizard page 99
Figure 9.4 Saving My CUPSS Plan Wizard 99
Figure 9.5 Utility Profile page 100
Figure 9.6 Mission and LOS Agreement page 102
Figure 9.7 Critical Assets page 103
Figure 9.8 O&M Strategy page 104
Figure 9.9 CIP Program page 105
Figure 9.10 Financial Management Strategy page 106
Figure 9.11 Finalize Plan page 107
Figure 9.12 My CUPSS Plan final buttons 107
Figure 10.1 Navigation area showing the Help link in the upper right corner 108
Figure 10.2 Table of Contents Page. 108
Figure 10.3 Viewing each pane separately 109
Figure 10.4 Tabs in the Help Navigator window 109
Figure 10.5 Help Navigator window showing the Contents tab 110
Figure 10.6 Typing in a search term or picking one from the dropdown menu 110
Figure 10.7 Additional fields for modifying the search 111
Figure 10.8 Search results 111
Figure 10.9 Help Navigator window when windows are docked (together) 112
Figure 10.10 Help Navigator window when windows are undocked (separated) 113
Figure 10.11 Help Topic Window when windows are undocked (separated) 113
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Figure 10.12 Help Topic Window when windows are docked (together) 113
Figure 10.13 Navigation area showing the Training link in the upper right corner 114
Figure 10.14 Do Some Training Popup 115
Figure A.I Task Manager window 116
Figure A.2 Copying the cupss folder to a backup location 117
Figure A.3 Task Manager window 118
Figure A.4 Copy the CUPSS folder back into the local application folder 119
Tables
Table 3.1 Fields available on the Utility Information page 18
Table 3.2 Fields available on User Information page 19
Table 3.3 Fields available on the O&M pages 22
Table 3.4 Fields available on the Team page 27
Table 5.1 Schematic editing buttons 51
Table 5.2 Fields available in the Basic Information section 56
Table 5.3 Fields available in the Status and Condition section 57
Table 5.4 Fields available in the Cost and Maintenance section 58
Table 5.5 Fields available in the Manufacturer and Supplier section 59
Table 5.6 Options available on the Search and Report page 66
Table 6.1 Fields available in the Task section 72
Table 6.2 Fields available in the Asset Information section 73
Table 6.3 Fields available in the Monitoring or Chemical Added section 74
Table 6.4 Fields available in the Schedule section 75
Table 6.5 Fields available in the Optional Parts Information section 76
Table 7.1 Fields available on the My Finances page 82
Table 7.2 Options available in the Type of Cost dropdown menu 83
Table 8.1 Fields on the My Asset Check Up Report page 89
Table 8.2 Fields available on the Financial Projections form 93
Table 9.1 Fields available on the Plan Information page 98
Table 10.1 Help Navigator menu options (when docked) 112
Table 10.2 Menu options available in the Help Topic window 113
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11ntroduction
The U.S. Environmental Protection Agency (EPA) developed CUPSS as a user-friendly desktop application to
promote the integration of asset management activities into utility practices. CUPSS leads users through a
series of modules to collect information on the utility's assets, operation and maintenance activities, and
financial status to produce a prioritized asset inventory, financial reports, and a customized asset management
plan.
CUPSS is free software that will make managing assets easier. It's a desktop system, so no Internet connection
is needed and the software requirements are minimal. CUPSS was designed and developed with input and
suggestions from a diverse stakeholder group.
1.1 CUPSS and Asset Management
CUPSS is designed to help you establish a successful asset management program. Asset management is
important for many reasons. Managing assets helps a utility run more efficiently, so you'll spend less time and
energy tracking tasks and finances. Three important components of asset management are a comprehensive list
of current assets, including information on their condition and useful life; an understanding of the
daily/monthly/yearly tasks to maximize the useful life of the assets; and a clear organization system for
financial records, which will help identify trends and determine the full cost of doing business. Successful
asset management programs are characterized by a commitment to:
Allocate people, time, and other resources to implement the program
Focus on making cost-effective asset decisions
Provide a sustainable level of service for the community
By choosing CUPSS, you are already on your way to using asset management!
1.2 Benefits of Using CUPSS
CUPSS is designed to help small water and wastewater utilities support budget discussions with solid facts and
numbers, boost the efficiency of the utility, save your staff time, and improve customer service by ensuring
continual service at competitive prices. CUPSS will help you make determinations about the current state of
the assets in your utility, the level of service you are aiming to uphold, which of your assets are critically
important, what the minimum life cycle cost is, and what your long-term funding strategy is. The CUPSS
program will also help you to prepare work orders and an asset management plan. An asset management plan
will provide valuable information that you can use when you make management decisions about your utility.
CUPSS will provide a snapshot of your utility that will allow someone with little knowledge to jump in and
understand the state of the utility. The generated work orders can be used to help keep operation and
maintenance, as well as compliance tasks, on schedule.
CUPSS is a tool created for you. You are the best resource for the program. The quality of the output of the
program will be determined by how much information you put in: The more information you input, the more
accurate and descriptive your results will be!
CUPSS User's Guide
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1.3 About This Guide
This CUPSS User's Guide contains all the essential information for you, the user, to make full use of CUPSS.
It includes a description of the functions and capabilities of CUPSS and step-by-step instructions for using the
application to develop and implement an asset management plan. In addition, this guide contains information
to help you install CUPSS onto your computer, as well as several worksheets that might help you personalize
CUPSS for your utility.
1.4 How to Use This Guide
The CUPSS User's Guide is designed to help you work with CUPSS. Use it in conjunction with the other
CUPSS support documentation available at the CUPSS Web site and on the CUPSS CD. The Getting Started
with CUPSS Workbook is an especially useful tool that will help you get the maximum benefit out of the
CUPSS application.
1.5 Structure
The CUPSS User's Guide is divided into chapters based on the CUPSS modules. An extra chapter describes
the installation procedures. Each chapter contains instructions and helpful tips specific to a CUPSS module.
Additional information is included in several appendices at the end of the document. Topics are cross-
referenced within the document to provide a comprehensive understanding of how the various modules are
integrated.
1.6 Points of Contact
For additional help with CUPSS, please send an email to cupss@epa.gov or visit the CUPSS Web site at
http://www.epa.gov/cupss.
CUPSS User's Guide 10
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2 Installation Instructions
The following instructions walk you through the CUPSS installation process. The instructions assume you
already have a copy of the CUPSS installation file saved to your computer (if you downloaded the software
from the CUPSS Web site at http://www.epa.gov/cupss) or that you have a copy of the CUPSS installation
CD.
Take Note! It is recommended that you close all other applications before running the CUPSS
installation wizard.
2.1 Launch the CUPSS Installation Wizard
If you downloaded the CUPSS application from the CUPSS Web site, a copy of the installation is saved to a
location on your computer. Navigate to that file and open (double-click or right-click and select "Open") the
cupss_install.exe file. This launches the installation wizard (Figure 2.1).
If you are installing CUPSS from the CUPSS CD, the installation wizard should open automatically when the
CD is loaded. If the wizard does not open automatically, open "My Computer" and navigate to the contents of
the CUPSS CD. Open the cupss_install.exe file to launch the installation wizard (Figure 2.1).
InslallAnywhete will guide you through the installation of CUPSS
It is strongly recommended that you quit all programs before
continuing with this Installation
Click the Next1 button to proceed to the next screen It you want to
change something on a previous screen, click the Previous' button
You may cancel this installation at any lime by clicking the Cancel'
button
Cancel
mam
Figure 2.1 Introduction
The left side of the wizard shows the steps required for installation. The right side provides instructions for
what to do next. Click "Next" to proceed to the next step: Choose a Shortcut Folder (Figure 2.2).
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11
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Where would you like to create product icons?
In a new Program Group:
ffj In an existing Program Group
C In the Start Menu
C On the Desktop
C, In the Qutk Launch Bar
Ij De-ale Icons Fn All User;
Figure 2.2 Choose Shortcut Folder
Use the radio buttons to indicate where you would like to add a shortcut button to the CUPSS application.
Click "Next" when you are done to proceed to the next step: Choose Install Folder (Figure 2.3).
Please choose a destination folder for this installation
Where Would You Like to Install?
Figure 2.3 Choose Install Folder
The installation wizard selects a default location for the CUPSS program files. If you would like to select a
different location, click "Choose..." and navigate to the folder where you want the files to be saved. To reset
the save location to the CUPSS default choice, click "Restore Default Folder." When you are done, click
"Next" to move to the next step: Pre-Installation Summary (Figure 2.4).
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H2 CUPSS - Check Up Procram for Small Systems
Please Review the Following Before Continiing:
Product Name:
CUHSS
Install Folder:
C \Documents and SettmgsMnolly howard\Desktop
Disk Space Information (for Installation Target):
Recuired 243.995.007 bytes
Available 67.738.959,872 bytes
Figure 2.4 Pre-Installation Summary
Review the installation summary information to make sure it's correct. If there is something you wish to
change, use the "Previous" button to navigate back to earlier screens, where you can make corrections. If you
are satisfied with the selections, click "Install" to install CUPSS.
When the installation is done, you'll see a confirmation screen (Figure 2.5).
Pongratdationsi CUPSS has been successfully installed to
C:\Documents end Settmgs\moOy.howard\Desktop
Press "Done" to quit the installer.
Figure 2.5 Install Complete
You can now navigate to the place you stored CUPSS to open and use the application. (You should also be
able to find CUPSS in your computer's "Start" menu.)
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2.2 Uninstall CUPSS
To uninstall CUPSS, navigate to the CUPSS link in the "Start" menu and select the "Uninstall" link (Figure
2.6).
Figure 2.6 Navigating to CUPSS program and selecting "Uninstall"
This will open the CUPSS uninstall wizard (Figure 2.7).
About to uninstall
CUPSS
This will remove features installed by InstallAnywhere It will not
remove files and folders created after the installation
Cancel
^S
Figure 2.7 Uninstall CUPSS
Click "Uninstall" to continue or "Cancel" to quit the uninstall wizard.
CUPSS will automatically uninstall all files related to the application. You will see a confirmation screen once
the uninstall is complete (Figure 2.8).
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14
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All items were successfully umnstalled
Figure 2.8 Uoinstall Complete
Click "Done" to complete the uninstall.
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3 Getting Started
The first time you run CUPSS on your computer, it will run the Getting Started module. This module prompts
you to enter some basic information about your utility, schedule standard operation and maintenance tasks,
and add user information for your project team. You will need to go through the setup process only once.
Later, you can use the tools available within the application to edit and update this information.
There are five steps in the Getting Started module:
1. Enter utility information
2. Enter user information
3. Schedule operation and maintenance tasks
4. Enter information about your project team
5. Review and save data
3.1 CUPSS Startup
If the CUPSS application is not already open, run CUPSS by selecting it from your program menu or by using
the desktop icon. On the initial page (Figure 3.1), click the "Enter Your CUPSS" button to proceed to the
startup page. If you would like to see an example of a completed CUPSS program, click the "Enter Example
CUPSS" button. Information (including the usemame and password) is pre-populated in the example to show
you what your CUPSS can and will look like.
Check Up Program for Small Systems (CURSS,)
Check Up Program for Small Systems (CUPSS)
Welcome to CUPSS
Brought to you by USEPA
Welcome! CUPSS is meant to make asset management easy For you. To make
it even easier to use CUPSS, information From a small community with both
drinking water and wastewater assets has been provided as an example. You
may view the example or proceed directly to Your CUPSS.
Enter Example CUPSS
Enter Your CUPSS
Figure 3.1 Welcome to CUPSS page
After you click "Enter Your CUPSS," you will be taken to the startup page (Figure 3.2). Click on "Let's Get
Started" to enter the Getting Started module. Click on "Do Some Training" to learn more about CUPSS and
how to set up your application.
CUPSS User's Guide
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I
1 Welcome CUPSS Users
Welcome to CUPSS!
CUPSS is meant: to make asset management easy for you. Now lets get started.
Do Some Traimim
/"*"**.
CUPSS a brragfcl lo you bj MM ULE
Figure 3.2 CUPSS startup page
Take Note! It's important to note that the data you enter in the Getting Started module will not be
saved until you complete all five steps. If you close CUPSS before working through the
entire Getting Started module, your data will be lost and you will need to go through the
process again the next time you open CUPSS.
Your progress through the Getting Started module is shown using a tracking image at the top of each page
(Figure 3.3).
User
Info
;OAM
-| Team '
-Raview
Figure 3.3 Tracking image
3.2 Utility Information
The first task in the setup process is to enter information about your utility. Figure 3.4 shows the Utility
Information page. Here, you will set up the project and utility for which you will manage an inventory, enter
operation and maintenance tasks, input financial information, and create an asset management plan. Table 3.1
provides additional information about the fields available on this page.
It's possible to store information for more than one project and more than one utility within CUPSS. After the
initial setup, you can go back and add additional projects or utilities and manage the assets for each (see
Section 4.5 for more information).
Please notice the "Do Some Training" button in the upper right of the Utility Information page. Every setup
screen has this button, and clicking it will provide additional information on how to get started with CUPSS.
CUPSS User's Guide
17
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Getting Started! UtBity Information ]
Pn Some training
.CUM .
i Team.
-Rmlv
The fkstJtep In setting up OPSSte to enter your basic utteyWormaUon.
(') IndiuUi reared fleUt
* Utility NIIM I ~
* Select Type ofFซHปy C Dunking Water C Woste water
*PWSID
1 ErtitMtcd Numbtr el CซODซthn>
-Street A4*ca
Phone. F
*F
-------
Check Up Program for Small Systems
Figure 3.5 Error message
3.3 User Information
The second step in the Getting Started module is to enter your personal information to set up your user
account. All users can add new project and utility information, determine who can access the various projects
set up within CUPSS, and add additional project team members. Figure 3.6 shows the User Information page,
and Table 3.2 provides additional information about the fields available on the page.
Getting Stated; Your Information ]
the second step In setting tp OJPSS te fa you to fi out your Information and o eate your anou* for atcetsngOJPSS.
Efller you none aid contact nfamatan, then setert a usemame and wsswwcti to Access OJPSS O
' f~~i (Howard
OrtoitซliMi Beauty View toes landbwners Assn Till* (TiMsme/See/elary
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< Enter Ui
-------
Field Label
Organization
Title
Email
Role*
Same as facility checkbox
Street Address
City
State
Zip
Phone
Fax
Enter Usemame *
Enter Password *
Confirm Password *
Description
Enter the name of your organization
Enter your job title
Enter your primary e-mail address
Select your position within the organization from the dropdown menu.
Indicate whether your mailing address is the same as that of the facility you entered
on the previous screen. If so, the address fields below this checkbox will
automatically populate with the stored information.
If your mailing address is different than that of the facility, enter your street address.
Enter your city.
Select your state from the dropdown menu
Enter your ZIP Code
Enter your phone number.
Enter your fax number.
Enter a usemame. This is the name you will use the next time you log into CUPSS.
DON'T FORGET THIS USERNAME'
Enter a password. This is the password you will use the next time you log into
CUPSS. DON'T FORGET THIS PASSWORD!
Reenter the password to confirm.
* Indicates a required field.
When you have completed the form, click "Continue" to move to the next page.
3.4 Operation and Maintenance
Benefits to My Utility
CUPSS can help you save time by
setting up default tasks and
helping you establish an operation
and maintenance plan.
The next step is to set up a preliminary set of operation and maintenance
(O&M) tasks for the utility. This section of the Getting Started module is
spread out over four pages. These tasks are important for successful
maintenance and management of your utility. The default tasks identified in
CUPSS are recommended to help you reach your Level of Service goals
(explained in Section 9.3.2). Tasks are presented based on frequency of
occurrence. On the first page, you are presented with a list of standard maintenance tasks common to many
utilities that typically occur on a daily basis. The next three pages show weekly, monthly and annual tasks. If
you are currently not performing these tasks you may consider reviewing and incorporating them into your
operation and maintenance strategy.
For all four pages, use the checkboxes next to the task name to select which tasks to add to your O&M schedule
and use the fields to the right of each listed task to establish the frequency with which these tasks occur.
All tasks selected and scheduled in the Getting Started module are added to the CUPSS calendar. You will be
able to modify, delete, and add tasks from within My O&M once you complete the initial setup process,
however you will not be able to access these exact screens after completing the process.
The tasks presented in CUPSS come from EPA's Preventive Maintenance Card File for Small Public Water
Systems Using Ground Water. This publication is available on the "Resources" page of the CUPSS Web site at
http://www.epa.gov/cupss.
3.4.1 Daily Tasks
The first page of the O&M section shows tasks that typically occur daily (Figure 3.7).
CUPSS User's Guide
20
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The standard list of daily tasks includes
a Check water meter readings and record water production.
D Check chemical solution tanks and record amounts used.
a Check and record water levels in storage tanks.
D Inspect chemical feed pumps.
D Check and record chlorine residual at the point of application.
a Check and record chlorine residual in the distribution system.
D Inspect booster pump stations.
D Check and record fluoride concentration in the distribution system.
D Record well pump running times and pump cycle starts.
D Check instrumentation for proper signal input/output.
a Investigate customer complaints. Use special "Telephone Threat" card to record threats or suspicious
activity.
D Complete a daily security check.
a Inspect heater operation during winter months.
a Inspect well pumps, motors, and controls.
Check Up Program for Small Systems
Getting Started: Utility Operation and Maintenance Default Dally Tasfcs I
. T**n.
The tt*d step m seung up CWSSfe f w yซi to ieปieปป basic pevenfre mshtenante iwte recommended by US EPA. Wuwnsetertoi deselect ซl
tans and dungs the frequency of the tats. Q
<>(ซil All Tj.lt. I n..ปl.d Aln..lc.
Daftv Tasks
i he following routine maintenance tasks are iet to occur dซ0y
Scheduled 0ปy for Maintenance
Check water meter readlnei and record Chanee lซkf recerrence frequency le: I Sefett Frequency "I
water production. Weekly recurrence every | Weซk(i)on [SetectOay "I
Monthly recurrence oa
(Setect Week 3 (select Day 3 ฐ' |sซ*ซt Month
|7 CKedc chemital cakdion lankt and
record amwwlt us rd.
Ulanae taiki recanrcnce fra^aency lai [Sttett FreOueftCy ' TJ
WerMr recwrem* evwy
; Wซ*kCs)oซ [SetectOay ^|
MealhlyrecarreMeM |SdKtWeek 3 (Select Day 3 '""ป"1O<|U'
_ฃ] [SdertDay
sdKt Month
ChrA mi record water lซปelj In
ileraqe tanki.
Cbtfiee Kfkj recvrrence frequency lo: ISefectrVeoutncy ' ^1
Weekly recotn
Figure 3.7 Operations and Maintenance Daily Tasks page
CUPSS User's Guide
21
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By default, all tasks are selected when the Daily Tasks page is first opened. If there are tasks you do not
perform at your utility, deselect the tasks (click the checkbox next to each task you do not wish to include in
your calendar, and the check mark will disappear).
If you perform some of the tasks on the Daily Tasks page on a weekly, monthly, or annual basis, use the fields
to the right of the task to change the frequency of occurrence. (There is no need to change anything if the task
is performed daily.) Table 3.3 explains how to use these fields.
Table 33 Fields available on the O&M pages
Field Label
Daily Task checkbox
Task Frequency ("Change tasks
recurrence frequency to ")
Weekly recurrence every
Week(s)on
Monthly recurrence on
Annual recurrence the
Description
Use the checkbox to add this task to your operation and maintenance calendar.
If you do not want this task to occur daily, use the dropdown menu to select how
often this task should occur. Your selection will control which of the remaining
fields are available. If you select monthly, for example, only the fields related to
monthly tasks are made available
Indicate how many weeks should elapse between scheduled recurrences.
Use the dropdown menu to indicate on which day of the week the task should be
performed
Use the dropdown menu to select the week within the month in which the task will
be scheduled. Then use the second dropdown menu to indicate on which day of
that week the task should be performed.
Use the first dropdown menu to indicate the week within the month in which the
task will be scheduled. Use the second dropdown menu to indicate on which day
of that week the task should be performed Finally, use the third dropdown menu
to indicate the month in which the task should be performed.
When you have finished entering data, click "Continue" at the bottom of the page to proceed to the next page.
3.4.2 Weekly Tasks
The next page of the O&M section lists tasks commonly performed on a weekly basis (Figure 3.8).
CUPSS User's Guide
22
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Check Up Program for Small Systems
Getting Starteฑ Utility Operation and Maintenance Default Weekly Tasks J
ffnra
BSW~ T^ ujuj., .-.
The thrd step n settng up OJPSS B for you to review basic preventive maintenance tasks recommended by US EPA You can select or deselect aD
terns and change the Frequency of the tasks Q
tปlปrl AH Tmki | Pm.l.cl AH Tปซkซ
I weeklv Tasks
H Scheduled Day for Maintenance
Thr following routine maintenance tasks are set to occur weekly ^1
F InspertcUemeandniiaridelesliBt]
equipment.
(7 Ckan pamp bซase iad groands. Make
sura fin byrfranls are accessible.
. _ L...^
soorce water pamp.
Change the default 4ay far weddy recurrence erery | Monday i ป I "
Change tbis task's recurrence fretjuency In: | Select Frequency J
M.ntnlf recurrence .n (SeleCtWeek jj (Select Day |_J e.erปซ.nth
ซ>ซ ซi ay ซซ lyrซiirrenue cry | Monday l_^|
Cbange tbis task's recurrence frequency IM iSeleCt Frequency ^|
MenlMy recurrence on | Select Week lj | Select Day KJ eปeryiป.nlh
Annual rn
-------
Check Up Program for Small Systems
Getting Started: Utility Operation and Maintenance Default Monthly Tasks I
The tin d step in settng up CUPSS s for you to review base preventive maintenance tasks recommended by US EPA You can select or deselect al
items and change the Frequency of the tasks O
Spinet All Tatlfg I Dปซปlปrl All Tซclcซ
Monthly Tasks
Scheduled Day for Maintenance
Fhe following routine maintenance tasks are set to occur monthly
|7 Read electric meter at pvmp hovse and
record.
Chanoe the default monthly recurrence lo [Fret ป1 ~**k ซf avoir month ปn|Honday 1-1 or
Change this lash's recurrence frequency le: [Select Frequency I *1
Weekly recurrence every I
j week(s)on [select Day
* (Select Week ^ (Select Day3 ซf |Setect Month
|7, Take appropriate moalMy water quality
samples.
Change tbe default monthly recurrence to [first ^j mack of every oMnlh on|Monday 1^1 or
Change this task's recurrence frequency lo: [Select Frequency ' ^1
Weekly recurrence every I j Week(s) on IsdectDay (3
Annual rKurr.nc.ih. jsdectweek 3 jSelectDay [3 rf (Select Month ^
|7< Check and record static and pumping
levels of each velL
Ciianue the default i
Ikn txk'c r
vieek of every inonlhoii|Monday ^jjป
Figure 3.9 Operations and Maintenance Monthly Tasks page
The standard list of monthly tasks includes
a Read electric meter at pump house and record.
n Take appropriate monthly water quality samples.
D Check and record static and pumping levels of each well.
a Read all customer meters and compare against total water produced for the month.
D Inspect well heads.
a Lubricate locks.
D Check on-site readings against lab results.
D Confirm submittal of monthly reports.
By default, all tasks are selected when the Monthly Tasks page is first opened. If there are tasks you do not
perform at your utility, deselect the tasks (click the checkbox next to each task you do not wish to include to
remove the check mark).
If you perform some of the tasks on the Monthly Tasks page on a daily, weekly, or annual basis, use the fields
to the right of the task to change the frequency of occurrence (there is no need to change anything if the task is
performed monthly). Table 3.3 (above) explains how to use these fields.
When you have finished entering data, click "Continue" at the bottom of the page to proceed to the next page.
3.4.4 Annual Tasks
The next page of the O&M section lists tasks commonly performed on an annual basis (Figure 3.10).
CUPSS User's Guide
24
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Check Up Program for Small Systems
Getting Started: Utility Operation and Maintenance Annual Tasks]"
The third step ซi setting up CUPSS Is For you to review basic preventive mantenance tasks recommended by US EPA You can select or deselect ซl
items and change the frequency of the tasks O
Stlicduted Dซy for Maintenance
Fhc following routine maintenance tasks are set to occur armuiHy
' Overhaul chemical feซd pumpf (O rings,
clveck waives, and diaphragms).
ncelhe|^| ^l"0^3 - I*"*3 "
Change the defaull annual i
Change this laik'i recurrence frequency le: |Select Frequency _ปJ
Weekly recurrence every ( | Week(s)en (Select Day ^
Menlhlyrecurranceen jSefectWeek ฃ] (Select Day 3 wT'ป~ln
Imped and clean chemical hซl lin.c
and lolutim lanki.
Change the detail a
^Monday^J ef | January
Change Ihii laik'i recurrence iregueiicy la: (Select Frequency _jj
Weekly recm
"*"" I vJanlnMen | Select Day
Manlhlyracirrencean |SdeCtWeek jฃ] (Seta* Day3 "
Calibrale chnmkal feed pumps afler
verhauL
Change the defanlt annual recurrence the
^[Monday _ป] of (January i^\ er
Change Ihil laik'j recurrent! frequency la; [Select Frequency "\
Figure 3.10 Operations and Maintenance Annual Tasks page
The standard list of annual tasks includes (default recurrence frequency shown in parentheses):
D Overhaul chemical feed pumps (O-rings, check valves, and diaphragms), (first Monday in January)
a Inspect and clean chemical feed lines and solution tanks, (first Monday in January)
a Calibrate chemical feed pumps after overhaul, (first Monday in January)
a Begin Safety Equipment Repair Log. Maintain log continuously throughout the year, (first Monday in
January)
a Operate all valves inside the treatment plant and pump house. Maintain log continuously throughout
the year, (first Monday in January)
n Review emergency response plans, (first Monday in January)
a Inspect chemical safety equipment and repair or replace as needed, (first Monday in February)
a Operate all valves inside the treatment plant and pump house, (first Monday in February)
a Inspect, clean, and repair control panels in pump house and treatment plant, (first Monday in March)
a Exercise half of all mainline valves, (first Monday in March)
D Inspect and clean chemical feed lines and solution tanks, (first Monday in April)
D Calibrate chemical feed pumps, (first Monday in April)
a Inspect storage tanks for defects and sanitary deficiencies, (first Monday in May)
a Clean storage tanks if necessary, (first Monday in May)
a Flush the distribution system and exercise/check all fire hydrant valves, (first Monday in June)
a Perform preventive maintenance on treatment plant and pump house buildings, (first Monday in June)
D Inspect and clean chemical feed lines and solution tanks, (first Monday in July)
D Calibrate chemical feed pumps, (first Monday in July)
CUPSS User's Guide
25
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a Prepare a demand forecast. Identify and evaluate energy conservation measures (for your utility).
Identify and evaluate distribution system leaks. Establish/update water loss mitigation program.
Establish/update customer incentive program for water-efficient home devices, (first Monday in July)
D Operate all valves inside the treatment plant and pump house, (first Monday in August)
D Exercise mainline valves that were not exercised in March, (first Monday in September)
D Prepare system for winter operation. This task may be postponed until October or November,
depending on local conditions, (first Monday in September)
D Make sure unnecessary equipment is properly decommissioned, (first Monday in September)
a Inspect and clean chemical feed lines and solution tanks, (first Monday in October)
a Calibrate chemical feed pumps, (first Monday in October)
D Prepare system for winter operation if not completed in September or October, (first Monday in
November)
D Contact an electrician to check running amps on well pumps, (first Monday in December)
By default, all tasks are selected when the Annual Tasks page is first opened. If there are tasks you do not
perform at your utility, deselect the tasks (click the checkbox next to each task you do not wish to include to
remove the check mark).
If you perform some of the tasks on the Annual Tasks page on a daily, weekly, or monthly basis, use the fields
to the right of the task to change the frequency of occurrence (there is no need to change anything if the task is
performed annually). Table 3.3 (above) explains how to use these fields.
When you have finished entering data, click "Continue" at the bottom of the page to proceed to the next page.
3.5 Assemble Your Team
Next, it is time to enter information about the people associated with this
projectyour team members. Your team is a critical component of your day-
to-day operations. It is important to coordinate with them as you work
through the CUPSS application and implement your asset management plan.
The team section can be revisited as you work through CUPSS.
Your team might include the following people:
Benefits to My Utility
CUPSS can help you save your
team member contacts in one
easy to find place. These team
members will later help you
prepare and implement your My
CUPSS Asset Management Plan.
Water system operators and engineers (including upper management)
Local and elected officials (e.g., mayor, council, town manager)
Accounting staff
Information technology staff
Treasurer
Other infrastructure managers and staff from other utilities (e.g., roads, sewers, and electric)
Representatives from conservation and environmental groups
Representatives from neighboring water districts
Members of the community
Anyone else you work with in your day-to-day operations
To help in successfully implementing your asset management plan, your team should be supported by political
leaders who have the authority and willingness to commit public resources and personnel to your utility.
CUPSS User's Guide 26
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Moreover, the team should be composed of key decision makers who represent the departments involved with
asset management. For more information on how to build a successful asset management team, see the EPA
publication Building an Asset Management Team (December 2007, EPA 816-F-07-013).
CUPSS includes information about all the team members in your CUPSS Management Plan. (See Chapter 9 to
learn more about the CUPSS Asset Management Plan.)
3.5.1 Add Team Members
Use the fields on the Team page to enter information about each team member (Figure 3.11). Table 3.4
provides additional information about the fields available on the Team page.
Check Up Program for Small Systems
Getting Slatted : Assemble Your Team (Optional)
The fourth and final step h settnj i*> CUPSS for yew unity is to assemble your team. This is an optional, but hioliry rewxnmended, step ป*IHป you can
ndcate any contact* that may hetoyounassentUng you rf ormatnn !o> CUPSS such a* town tfAff, you utilty staff or other ftakehoUnf Involved In
the devetoementcf your asset (nanwmert otoft. They may or fnaynotbeactualOiFSSutefj. Q
(ซ) Indictlu required ReMi
Srletl editing Oซr [sdert CUPSS User
Or Enter New Unr lofomullon
[Dan
[Dougherty
r? CUPaSUrc
Org
(ttasoun DepaUmo* of Motirdl Reso Title [Water Spetiatet
Cn*U |W5SOUii6)ซJnป.mo.flOy
r SamewUitty
Street AMreu
,*Rolซ |stซe Contact
Cfly.SUte,ปp a. Iflufe , (Missouri
,^J 1 631 25
Phof>ซ,Fซ ) 567-342-4800 |7l3-S23-9875 I
Enltr UserouM
C^AU 'IcPT.
Coin- Punoord ซ.
Confirm Paliword (
Figure 3.11 Team page
Additional team members can be added later within the CUPSS application using the Create User feature.
(See Section 4.3.1.3 for more information on adding additional team members.)
Team members can be set up as CUPSS users or as nonusers. Team members established as CUPSS users are
given a usemame and password to access the application for the purposes of adding and editing project
information. When you first set up a team member as a CUPSS user, you can give the team member a
preliminary usemame and password. Then give this information to the team member so he or she can log into
CUPSS. All users can change their user information at any time through the Set Up feature. (See Section
4.3.1.1 for more information about the Set Up feature.)
Table 3.4 Fields available on the Team page
Field Label
First Name *
Middle Initial
Description
Enter the first name of the person you are adding to the team.
Enter the middle initial of the person you are adding to the team,
CUPSS User's Guide
27
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Last Name *
CUPSS User checkbox
Organization
Title
E-mail
Role*
Same as facility checkbox
Street Address
City
State
Zip
Phone
Fax
Enter Usemame (required only if the CUPPS User
checkbox is checked)
Enter Password (required only if the CUPPS User
checkbox is checked)
Confirm Password (only required if the CUPPS User
checkbox is checked)
if applicable
Enter the last name of the person you are adding to the team.
Indicate whether this team member is also a CUPSS user. Team
members designated as CUPSS users are given access to the
project when they log in to their own user accounts. They also
have the ability to add and edit information within CUPSS.
Enter the organization this team member belongs to.
Enter the job title of the team member. This title may relate to a
job within your utility or within another organization.
Enter the primary e-mail address of the team member. This
address is used only within CUPSS and will not be included in
the Asset Management Plan
Select the role the team member plays from the dropdown menu.
Indicate whether the address for this team member is the same
as the address entered for the facility.
If the mailing address is different than that of the facility, enter the
street address for the team member.
Enter the name of the city
Select a state from the dropdown menu
Enter the ZIP Code
Enter a phone number for the team member.
Enter a fax number for the team member
Enter a usemame for the team member (for CUPSS users only).
Give this usemame to the team member so he or she can access
CUPSS
Enter a password for the team member (for CUPSS users only).
Give this password to the team member so he or she can access
CUPSS
Reenter the password to confirm it
* Indicates a required field.
Click "Add Another Team Member" to save the record and clear the data entry form. The names of the people
you already entered are displayed in a table below the data entry fields (Figure 3.12).
Team members
Name / Title
John Hoagland / Ad
Robert Dunlevy / E
Sam Bowman / SEE
Steve Wyatt / Engi
Organization
Missouri Rural Wat
USEPA
USEPA
Missouri Departmen
'Email
Ruralwater@morur
robert@epa.gov
sam@epa.gov
MissounNatural@e .
: Address
15 West Wilson St
901 N 5th Street K.
901 N 5th Street K
POBoxl76Jeffers
Role
Technical Assistanc
EPA Contact
EPA Contact
State Contact
1 CUPSS User
Yes
Yes
Yes
Yes
^^j A
f
I!
\^
Figure 3.12 Table showing existing team members
It is possible to resize the column widths to view additional information in the row. Hold the cursor over the
line between two columns until it changes to look like this: *lr . Click and drag the line back and forth to
resize the column width. The columns on all tables in CUPSS can be resized in this way.
To sort the data in the table, click on the column heading by which you wish to sort data. Click once to sort the
data in ascending order. Click a second time to sort the data in descending order. A small arrow appears next
to the column name to show whether the data are sorted in ascending (up arrow) or descending (down arrow)
order.
CUPSS User's Guide
28
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3.5.2 Edit and Delete Team Member Information
Using the right mouse button to click the name of a team-member in the table ("right-clicking") offers you two
more options: editing and deleting records. Select "Edit Row" to repopulate the form fields with the previously
entered data for the selected team member. Select "Remove Row" to delete the team member from the list
(Figure 3.13).
Nam* / Title
Organization
CUPSS User
Alden McDonald / C... Beauty View Acres
Dan Daugherty /.. Missouri Departmen
Dennis Siders / Reg Midwest Assistance
John Hoagland / Ad.. Missouri Rural Wat
Robert Dunlevv I E... LJ5EPA
Missoun@dnr. [
midwest@map ,
ruralwater(g>nrJ-S3
Ren" ove Row
Head Operator
State Contact Yes
Technical Assistanc Yes
Technical Assistanc... Yes
EPA Contact YฃS_
Figure 3.13 Right-clicking on the name of a team member to edit or delete the record.
When you have finished entering data on the Team page, click "Continue" to move to the next page.
3.6 Review
The Review page is the last page in the Getting Started module (Figure 3.14). Here, you can see all the
information you have entered for your utility, for yourself (or the person you entered as the primary user for
the utility), and for each team member. This page does not show the information entered on the O&M pages.
You can view and edit maintenance tasks in the My O&M module after exiting the Getting Started module.
(See Section 5.8 for more information.)
If you are satisfied with the information shown on the Review page, click the "Save and Continue" button at
the bottom of the page to proceed.
Take Note! Once you click the "Save and Continue" button, you will no longer be prompted to go
through the Getting Started module when you start CUPSS. Clicking "Save and
Continue" permanently establishes the primary user (the person in charge of managing
the accounts of other team members). If you are not sure whether you have entered the
correct primary user, you can close CUPSS by clicking thelซ3j button at the upper right
corner of the application. This will prevent the database from saving the information you
entered on the Getting Started pages and will allow you to access the Getting Started
module the next time you open CUPSS. If you close CUPSS in this way, you will need to
reenter all of your information because your data are not saved until you exit the Getting
Started module.
To make changes to the data you entered in the Getting Started module, click "Back and Edit." This will take
you back to the Utility page (Section 3.2 above). You can view and edit the information you entered during the
setup process as many times as needed before exiting the Getting Started module.
CUPSS User's Guide
29
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vi^Check Up Program tor Smelt Systems
nuwMvcavr nnsrwxsiuui
tnปr.J ซฃฃซ lUMdr
Figure 3.14 Review page
Once you click the "Save and Continue" button, you will be prompted to choose a directory to save the file to
(Figure 3.15).
*. Check Up Program for Small Systems
Dpi ,\ HeasoclKlaikKlirylouvettepKiionlHi
i
?!
4l-
CUPSS User's Guide
30
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Figure 3.15 Selecting a directory to save your password
Select a file in the "Browse For Folder" popup and click "OK" (Figure 3.16). If you forget your username and
password, it will be stored in this directory.
Browse For Folder
]gr Desktop
B Q My Documents
B (ฃ3 AIMLogger
S (ฃj CCWin9
Corel User Files
S3
My Data Sources
My Music
Make New Folder |
OK
Cancel
Figure 3.16 Choosing a directory to store your password
After completing the setup process, you are directed to the CUPSS home page. From the home page, you can
access the CUPSS modules, which are described in the subsequent chapters.
Congratulations on setting up your first project!
You are well on your way to establishing an asset management program. Don't forget
to register your CUPSS program at http://www.epa.gov/cupss!
CUPSS User's Guide
31
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4 Login and Navigation
4.1 Login
Once you have gone through the setup process, the next time you log into CUPSS you will be asked for login
information (Figure 4.1). If you are the one who set up CUPSS initially (by working through the Getting
Started module), this information is the usemame and password you entered on the User Information page
(see Figure 3.6 above). If you are not the one who set up CUPSS, the person who established you as a CUPSS
user can provide you with the username and password set up for you. Usemame and password information can
be changed at any time from within the CUPSS application. (See Section 4.5 for more information on
modifying user information.)
Welcome CUPSS Users
Uiero
Paiword!
forool Panmord
Phaie redder ซซjr IODป ปt CUPSS to ncun critical palchei ซ4 updated information on training
CUPSS u brought to you by the US Environmental Protection Agency
Figure 4.1 CUPSS login page
Enter your usemame and password information in the available fields, and click "Login" to login.
If you don't remember your usemame and password, don't worry. The information has been stored in the
directory you selected in Section 3.6. You will be prompted by a popup to check the directory (Figure 4.2). In
the directory you selected during set up you'll find a text document with your username and password.
CUPSS User's Guide
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Check Up Program for Small Systems
Welcome CUPSS Wen 1
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Figure 4.2 Password prompt
4.1.1 Select Utility
Once you have successfully logged in, you are prompted to select the utility you wish to work on (Figure 4.3).
Welcome Helen. Select the CUPSS Utility that you would like to ttotk on.)
Stfect the uttoy you would lie to wort* on. If you have one uttoy k should ซk eady be setetted and you can |LBt click on the [Load UtAtyJbuttouo get
stalled using CUPSS.
Beauty t.tew Aoซ SubdivBicn DW
Figure 4.3 Select Utility
Use the dropdown menu to select the utility you wish to work with. Click "Load Utility" to work with the
information for the selected utility. Only one utility can be selected at a time. This will take you to the
CUPSS home page (Figure 4.4).
If the utility you wish to work on has not yet been entered into CUPSS, click "Add Another Utility" to go
through a setup process to add information for another utility. (See Section 4.S for more information about
adding a utility.)
CUPSS User's Guide
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Check Up Program for Small Systems
Set-up | Switch Utility | Create User | Help | Tnining | Exit
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Welcome Back Helen. Beauty View Acres Subdivision - OW ]
What would you like to do today?
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0 April 2008 O
| Sun | Mon | Tue | Wed
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Check and record chlorine r 4/15/2008 TODAY'S TASK
Check and record water lev 4/15/Z008 TODAY'S TASK 'v
Check instrumentation f or p 4/15/2008 TODAY'S TASK '
Check water meter reading 4/15/2008 TODAYS TASK
Complete a daily security ch 4/15/2008 TODAY'S TASK
Inspect heater operation d 4/15/2008 TODAY'S TASK
Inspect wen pumps, motors 4/15/2008 TODAY'S TASK
Investigate customer compl 4/15/2008 TODAY'S TASK
Check and record chlorine r 4/14/2008 PAST DUE TASK
Check and record water lev 4/14/2008 PAST DUE TASK
Check instrumentation For p 4/14/2008 PAST DUE TASK -r
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Figure 4.4 My Home page with Task Notification popup window
When the CUPSS My Home page first opens, you might see the Task Notification popup window (Figure 4.4).
The Task Notification popup window shows all tasks that are currently due or past due. See Section 4.4.2 for
more information about popup windows in CUPSS.
The CUPSS My Home page acts as a jumping-off point to all the CUPSS modules. It also provides some quick
information about the status of your scheduled tasks and assets.
4.2 Navigating CUPSS
The My Home page is a good place to explore the standard navigation features of CUPSS. The CUPSS
application window is divided into several sections:
The navigation area, which includes the administration menu and the CUPSS module burtons
The activity window, which is where you will view, edit, and manipulate data
4.3 Navigation Area
The navigation area (Figure 4.5) is available from almost any module. It allows you to jump between modules
and change the settings for the utility.
55*** Check Up Program for Small Systems
Figure 4.S CUPSS Navigation Area
CUPSS User's Guide
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4.3.1 Administration menu
The administration menu (in the upper right of the navigation area) helps you manage your CUPSS account
and project information (Figure 4.6). The options available in the administration menu include
Set-up
Switch Utility
Create User
Help
Training
Exit
Sel-up | Switch Utility | Create User | Help | Training | Exit
Figure 4.6 Administration menu
4.3.1.1 Set-up
The "Set-up" menu option launches the Set-up module, where you can edit the information about the current
project (Utility Info), information about the primary user (User Info), and information about the project team
members (Team). This module is very similar to the module that allows you to add another utility from the
Select Utility page (see Figure 4.3 above). Section 4.5 describes the steps required to change information for
your utility using the Set-up module.
4.3.1.2 Switch Utility
Use the "Switch Utility" option to change the active project. Here, you are presented with the same page you
see when first logging into CUPSS (see Figure 4.3 above). Select a project from the dropdown menu. Click the
"Load Utility" button to load data for the selected project, or click "Add Another Utility" to enter data for a
new project. See Section 4.6 for more information on adding another project to CUPSS.
4.3.1.3 Create User
Click on the "Create User" link to add another member of your project team. This link takes you directly to the
Team page within the Set-up module. Section 3.5 describes how to work with the Team page. The only
difference between the Create User page and the Team page is that you have the option to exit the Create User
page instead of continuing through the rest of the setup process. Click "Exit" to return to the My Home page.
4.3.1.4 Help
The "Help" link takes you to the CUPSS Help module. This module allows you to search for information on
specific help topics using a dynamic help interface. More information on the CUPSS Help module is available
in Chapter 10.
4.3.1.5 Training
For help with the form fields, click the "Training" link at the top of the My Inventory module to view Flash
Tutorials that provide a brief walk-through of this section (Figure 4.7). You may be asked to download a
Flash plug-in if these tutorials do not play.
CUPSS User's Guide 35
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Do Training
Training Options
1. Flash Tutorials - Click on a tutorial below to see a brief walk-through on how to use
CUPSS. {Note - these tutorials wSooen your browser, you may be asked to download a
Flesh plug-in f these tutorials do not play.)
Introduction
Overview fe
Mv Home 3:20
Mv Inventory
E
MyOfeM
My Finances
4:10
My Cheek up
3:30
My fllPSS Plan
305
2. User's Guide
3. More Training on the Web
Go to epa.gov/cupss for additional training materials and a list of training dates
in your area.
Figure 4.7 Do Some Training popup
4.3.1.6 Exit
Use "Exit" to leave CUPSS.
Take Note! This is the preferred method for exiting the application, and it ensures that all data are
saved correctly. Avoid using the close window button (the one with the small "X") at the
upper right corner of the application window.
4.3.2 CUPSS Module Buttons
As discussed in the introduction (Chapter 1), CUPSS is divided into modules, or areas of functionality. The
CUPSS module buttons allow you to navigate to the various data entry and reporting modules that help you
manage the assets, tasks, and finances of your utility (Figure 4.8).
My
Inventory
My
Finance!
Chock up
[ill
Figure 4.8 CUPSS module burtons
4.3.2.1 My Home
The My Home module provides quick access to specific tasks within the other modules. It also has a calendar
showing past due and scheduled tasks and a status window that gives a snapshot of task and asset status. This
page is described in further detail in Section 4.4.
4.3.2.2 My Inventory
The My Inventory module allows you to identify and characterize your water system's assets. You can add and
edit information for each asset to prioritize maintenance activities and better manage revenue for repairing and
replacing assets. The My Inventory module is described in greater detail in Chapter 5.
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4.3.2.3 My O&M
The My O&M module allows you to create and track current, future, and past operation and maintenance
activities as scheduled and logged tasks. You can add tasks to the schedule and mark scheduled items as
"completed," thus moving them to the log, and incorporate all routine tasks and logging activities from the
"Preventive Maintenance Card File for Small Public Water Systems Using Ground Water" and standard
drinking water or wastewater task list. This module records the status and history of each task. It displays an
alert if the task status is past due or critically past due, or if you should reassess the condition of an asset
because maintenance was not performed as scheduled. The My O&M module is described in greater detail in
Chapter 5.8.
4.3.2.4 My Finances
The My Finances module helps you determine the full costs of doing business and helps calculate the
resources needed. This knowledge gives you the ability to discuss your needs within the context of a
community budget. You'll be able to provide the current year's budget (at a minimum), report what was
actually spent (financial statement) from the previous year, and calculate the annual costs of asset
rehabilitation and replacement. The My Finances module is described in greater detail in Chapter 7.
4.3.2.5 My Check up
CUPSS generates two customizable reports: "My Asset Check Up Report" and "My Financial Check Up
Report." You can enter information to create targeted reports that will help to manage assets and plan for the
future. The My Check up module is described in greater detail in Chapter 8.
4.3.2.6 My CUPSS Plan
The My CUPSS module assembles, using a predefined template, an asset management plan that has been pre-
populated with the information and calculations you entered. CUPSS allows you to export the developed plan
for modification and review. The My CUPSS Plan module is described in greater detail in Chapter 9.
4.4 Activity Window
The activity window is divided into three smaller windows (Figure 4.9). The main window provides quick
links to some of the CUPSS functions. Click the "Create or Update My Inventory" link, for example, to go
directly to the inventory page instead of navigating through the My Inventory module. These links are
provided to give you fast access to common tasks.
Welcome Back Helen. Beauty View Acres Subdivision - DWI
What would you like to do today'
Do Some Training
Enter a New Task or Work Order
Create or Update My Schematic ^f Search Asset and Maintenance
Create or Undate Mv Inventof v
Print MY Check Uo Reports
Work on My CUPSS Plan
My Messages and Alerts I
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Figure 4.9 The CUPSS My Home activity window
CUPSS User's Guide
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4.4.1 My Calendar
The "My Calendar" window gives a snapshot of upcoming and overdue tasks for a particular month (Figure
4.10). The current day is shown in blue; days with overdue tasks are shown in red; and days with upcoming
scheduled tasks are shown in yellow. Be sure to re-visit your overdue tasks and update the information.
Use the arrow buttons to the left and right of the date to move forward and backward one month at a time. To
jump farther in time, click on the date or year to navigate to a different month/year combination. To change
the calendar to show August 2006, for example, click on the month to open the "select month" dropdown
menu. Select "August" from the list to refresh the calendar to show the month of August for the current year.
Next, click on the year and use the down arrow until you reach 2006. Hit the ENTER key or click outside the
year field to refresh the calendar to change the year.
To view the activities scheduled for a given day, simply double-click on that day to open the My O&M
module. In the module you can view, edit, and add tasks and work orders. See Chapter 6 for more information
on the My O&M module.
Figure 4.10 My Calendar window
4.4.2 My Messages and Alerts
Use the "My Messages and Alerts" window to control whether popup alerts are used and to see what assets
and tasks require your attention (Figure 4.11).
My Messages and Alerts ]
| Popup Messages Are On, Click To TIB
| Reminder -Today's Tasks ||
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al
Tasks Currently Past Due 1 1 1ฃU ]
(Assets Needing Update ||
| Number of High Risk Assets 1 1
al
21
Figure 4.11 My Messages and Alerts window
4.4.2.1 Popup Messages
If you have popup messages turned on, you may see a popup window over
the My Home page when you first log in (Figure 4.4). ("On" is the default
setting.) This message box shows overdue tasks and a reminder of the current
tasks for the day. To turn popup messages off, click the green box in the "My
Messages and Alerts" window that reads "Popup Messages are On, Click To
Turn Off'(Figure 4.11).
The message in the box will turn red and change to read "Popup Messages
Are Off. Click to Turn On." (Figure 4.12).
Benefits to My Utility
CUPSS reminders help you track
and monitor tasks and high risk
assets needing close monitoring in
one easy to use tool, saving you
time. So be sure to keep your
CUPSS up-to-date!
CUPSS User's Guide
38
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My Messages and Alerts I
I Reminder - Today's Taiki
| Taiks Currently Part Due
lfifl.1
\Astttf Needing Update
[Number of High Risk Assels
Figure 4.12 My Messages and Alerts window showing that popup messages are deactivated
4.4.2.2 Sfafus Table
The status table gives a picture of the current state of your assets and tasks (Figure 4.13).
Today's Tasks
The number of tasks and work orders scheduled for the current day appears in the first row of the status table.
Click on the number to open a popup window that lists all tasks for the day (Figure 4.13).
Today's Tasks
Right Click on Kern to Edit
Check and record chlorine residual at the point of application.
Check and record water levels in storage tanks.
Check instrumentation for proper signal input/output. (Chlorine residual and Fluoride)
Check water meter readings and record water production.
Complete a daily security check.(1 .Check all windows, doors, hatches, seals and vents for e
Inspect heater operation during winter months.
Inspect well pumps, motors, and controls.
Investigate customer complaints. Use special 'Telephone Threat' card to record threats or su
Figure 4.13 Popup window showing tasks for the day
Right-click on any of the tasks in the window and click "Edit Row" to open the corresponding task form in the
My O&M module. In the module, you can view and edit the task details. (See Section 6.1 for more information
on creating and editing tasks.)
Click "Close" to close the popup window and return to the My Home page.
Tasks Currently Past Due
Past due tasks are those with dates earlier than the current date without a specified completion date. Click the
number listed next to the "Tasks Currently Past Due" label to open a popup window that shows all overdue
tasks. The popup window shows the task names and due dates (Figure 4.14).
CUPSS User's Guide
39
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Past Due Tasks
Right Click on Hem to Edit
Check and record chlorine residual at the po
Check and record water levels in storage ta
Check instrumentation for proper signal mp
Check water meter readings and record wat
Clean pump house and grounds. Make sure
ta
Conduct weekly secur Q?
Inspect chlorine and
Inspect heater operation during winter" mon
Inspect well pumps, motors, and controls.
Investigate customer complaints. Use speci
'Task Due Date
4/14/2008
4/14/2008
4/14/2008
4/14/2008
4/14/2008
1/14/2008
4/14/2008
4/14/2008
4/14/2008
4/14/2008
4/14/2008
Figure 4.14 Popup window showing past due tasks
Right-click on any of the tasks in the window and click "Edit Row" to open the corresponding task form in the
My O&M module. In the module, you can view and edit the task details. (See Section 6.1 for more information
on creating and editing tasks.)
Click "Close" to close the popup window and return to the My Home page.
Assets Needing Update
All assets that require updates are included in this window. Click the number listed next to the "Assets
Needing Update" label to open a popup window that shows all of the assets needing update. Assets that need
update are those assets that have associated tasks that are past due. It is important that as tasks are not
completed on time that you update the condition of your asset based on the operation and maintenance tasks.
The assets will require updating until the tasks associated with those assets are completed. This way you are
able to better plan for assets that may fail earlier then expected due to improper maintenance. The popup
window shows the task name and due date (Figure 4.IS).
Assets Needing Update
Right Click on Item to Edit
Figure 4.15 Popup window to show tasks requiring update
Right-click on any of the assets in the window and click "Edit Row" to open the corresponding asset in the My
Inventory module. In the module, you can view and edit the asset details. (See Section 6.1 for more
information on creating and editing assets.)
Click "Close" to close the popup window and return to the My Home page.
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40
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High Risk Assets
This number shows all assets that could have a major impact on the functioning of the utility if they fail.
Assets at high risk should be monitored and immediate action taken to address these assets. This may include
plans for repair, rehab or replacement of these assets. This alert will allow you to easily and consistently
monitor and update the asset. Click the number listed next to the "High Risk Assets" label to open a popup
window that shows all high risk assets. The popup window shows the task name and due date (Figure 4.16).
Hiah Risk Assets
pump
Welfl
Righl Click on Item to Edit
Figure 4.16 Popup window to show high risk assets.
Right-click on any of the assets in the window and click "Edit Row" to open the corresponding asset in the My
Inventory module. In the module, you can view and edit the asset details. (See Section 6.1 for more
information on creating and editing assets.)
Click "Close" to close the popup window and return to the My Home page.
4.5 Set-up Module
Use the "Set-up" link in the Administration menu to change information for the utility you are currently
working on. The Set-up module allows you to modify information about the utility, your user information, and
information about the project team members (Figure 4.17).
User
Info
Team
Figure 4.17 Tracking bar for the Set-up module
The Set-up module is very similar to the Getting Started module (see Chapter 3).
4.5.1 Utility Information
The first page of the Set-up module allows you to edit information about the current utility. Figure 4.18 shows
the Utility Information page. See Section 3.2 for more information on how to complete and edit this page.
CUPSS User's Guide
41
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Check Up Program for Small Systems
[5
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Figure 4.18 Utility Information page
When you have completed the form, click "Continue" to move to the next page. To exit the Set-up module,
click "Exit" at the bottom of the page.
4.5.2 User Information
Next, you will be able to edit information for the current user (Figure 4.19). See Section 3.3 for more
information on how to edit the information on this page.
-u*
Check Up Program for Small Systems
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4.5.3 Team Information
On the next page you can add or edit team member information (Figure 4.20). You can select from the list of
existing CUPSS users, as well as enter new team members specific to this project.
GetUig started; AHCTibte Your Team (Optional) ]
The Fourth and fnd step m selling up CUPSS for your uukyis to assemble you team ThsKanoptanal, but h*^ recommended, step when you can
ndcate any contacts that may help you n assenting you nfamauon for CUPSS such as tr^staK,yปurut#y staff or other statehdders involved r
the development of you asset management plan They may or may not be actual CUPSS users Q
Oladicitu reared fieldi i 1
sth.ioniin. u,.r (select CUPSS Uter _ _J
Or Ecler New Uier irfWmalion
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Figure 4.20 Enter inrormation for project team members
To enter a new team member, select an existing user from the dropdown menu. Your username will not appear
as an option. Section 3.S gives more information on how to work with the fields on this form.
Right click on the team member and then click "Edit Row" to update a team member's record. Click
"Continue" to move to the Review page. Click "Exit" to return to the My Home page.
4.5.4 Review
The Review page is the last page in the Set-up module (Figure 4.21). You can see all the information you have
entered for your utility, yourself, and each team member.
CUPSS User's Guide
43
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Check Up Program for Small System
Minn
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Figure 4.21 Review your project information
If you are satisfied with the information shown on the Review page, click "Save and Continue" to save your
edits and return to the My Home page.
To make changes, click "Back and Edit" to return to the Utility page. You can view and edit the information
entered during the setup process as many times as needed before exiting the Set-up module. You will not lose
any of the information you've already entered by going back to edit information.
Click "Exit" to exit the Set-tip module without saving your information.
4.6 Add Another Utility
The Add Utility module allows you to add information for a new utility. You
can add information for a new project and utility using the Select or Switch
Utility page (see Figure 4.3 above). This is the screen that first appears when
you log in to CUPSS. You can also get to this page in CUPSS by clicking the
"Switch Utility" link in the Administration menu at the top of the CUPSS
window. The "Add Another Utility" button on the Select Utility page opens
the Add Utility module.
Benefits to My Utility
CUPSS lets you add as many
utilities as you like. If you manage
a drinking and wastewater utility
you can create a single My
CUPSS Asset Management Plan
for both utilities.
CUPSS User's Guide
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The Add Utility module allows you to add utility, operation and maintenance, and team information for a new
project and utility (Figure 4.22). You are not prompted to add user information because CUPSS assumes that
the current user should be added to the team for the new utility.
o&u
Team <
Figure 4.22 Tracking bar for the Add Utility module
4.6.1 Utility Information
The first task in the Add Utility module is to add information about the new utility. Figure 4.23 shows the
Project and Utility Information page. Here, you will set up a project and utility for which you will manage an
inventory, operation and maintenance tasks, financial information, and an asset management plan.
Getting Started: Utility Information I
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ThefiiststeprisettngupaPSSBtoCTKBytnibwcutayritomobon Q
Figure 4.23 Utility Information page
See Section 3.2 for more information on how to complete and edit this page.
When you have completed the form, click "Continue" to move to the next page. To exit the Add Utility
module, click "Exit" at the bottom of the page.
4.6.2 O&M Tasks
The next step in the Add Utility module is to set up a preliminary set of operation and maintenance tasks for
the utility. This section of the module is spread out over four pages. Tasks are presented based on frequency of
occurrence. On the first page, you are presented with a list of standard maintenance tasks common to many
utilities that typically occur daily. The next three pages show weekly, monthly and annual tasks.
For all four pages, use the checkboxes next to the task name to select which tasks to add to your O&M
schedule and use the fields to the right of each listed task to establish the frequency with which these tasks
occur.
All tasks selected and scheduled in this module are added to the CUPSS calendar. You will be able to modify,
delete, and add tasks from within CUPSS once you are done with the setup tasks.
See Section 3.4 for more information on how to complete the O&M pages.
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4.6.3 Team Information
On the next page you can add or edit team member information (Figure 4.24). You are able to select from the
list of existing CUPSS users, as well as enter new team members specific to this project.
CetHng Started: Assemble Your Team (Optional) ]
The fourth aid Final step ซi setting up CUPSS For your utity is to assemble your team. The 6 an optional, but highly recommended, step where you cm
mdcate my contacts that may help you in assemblng your informaton For CUPSS such as town staff, your utity staff or other stakeholders nvolved n
the davdoBment of your asset management plan. They may or may not be actual CUPSS users Q
(*) Imfccilu reared field]
jsetect CUPSS User
Or Enter New Uiซr infornulun
ncilPSSUser O
Orgiiriiatlm
Email
Street Addrau
C,lr.a.le,Zv
Phone, Fax
Enter Usarnanw
Enter Pan word
Confirm Pasnnrd
TO..
Select Role
Same as Utitty
I Select state
Figure 4.24 Add and edit team member information
To enter a new team member, select an existing user from the dropdown menu. Your username will not appear
as an option. (You are automatically part of the project team because you are the one who set up the project.)
Selecting a user from the dropdown menu automatically adds his or her information to the form fields.
Section 3.5 gives more information on how to assemble your project team.
4.6.4 Review
The Review page is the last page in the Add Utility module (
Figure 4.2S). Here, you can see all the information you have entered for your utility and for each team
member. This page does not show the information entered on the O&M pages. You can view and edit
maintenance tasks in the My O&M module after exiting the Add Utility module.
-tevteii aid Save |
Betaeiuiingonrewwilaltrierifarmillonrniiuit added fturfhave wopportuntyloe4< thteWwrracononce you h
ddkttซSctupH.ซt>>eซ!piigl*ritndMggitinCU>S5iiซfgatlanbv IfyaisMBnyt)irigthatyouปaJdlkatochengedickonth>(Baa:andEilt]
button.
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Figure 4.25 Review your project information
CUPSS User's Guide
46
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If you are satisfied with the information shown on the Revie\v page, click "Save and Continue" to proceed. To
make changes, click "Back and Edit" to return to the Utility page. You can view and edit the information
entered during the setup process as many times'as needed before exiting the Add Utility module. You will not
lose any of the information you've already entered by going back to edit information.
4.6.5 Select Utility
After CUPSS has saved the new project data, you again have the option to select the project you wish to work
on from the Select Utility page. The project you just entered should be available in the dropdown menu (Figure
4.26).
Welcome Helen, Select the CUPSS Utility that you would like to work on. I
Select the Ulity you would like to work on IF you have one utifty it should already be selected and you can just cbck on the [Load Utility] button to get
started using CUPSS.
JBeautyVew Acres Subdhnsnn-DW [ป]
f Vfeni toes'Subdivision' - DW
UJjgQQJQggQQgm^i
BeautyvleH Drinking Water
Figure 4.26 The new project available on the Select Utility page
CUPSS User's Guide
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5 My Inventory
Why Use Asset Management?
The City of Portland writes of its experience with asset management:
Evaluating the hydrants was our first attempt at applying asset management
concepts to our assets. This evaluation generated interest in exploring other
areas of our system. This highlighted for us that you can start small and 'cut your
teeth' on smaller asset groups and still experience the benefits of asset
management. It also allowed us to master the asset management concepts
without becoming overwhelmed by the magnitude of our system needs.
The My Inventory module helps you to manage the assets for the utility (Figure S.I).
22HL Check Up Program for Small Systems
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The My Inventory section allows you to create/adit a schematic, create/edit an asset O
nventory lot, view asset riforiMtton and search your data
Create or edit Mv Schematic View Mv Inventory list Search
Create or Edit My Inventory List View Mv Capital Improvement Projects
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Figure 5.1 My Inventory page
The My Inventory activity window is divided into four windows:
1. Asset Inventory allows you to select an action or task from a menu of options. Selecting an option
from the list opens a new portion of the module in the activity window. The options available are
Create or Edit My Schematic
Create or Edit My Inventory List
View My Inventory List
View My Capital Improvement Project
CUPSS User's Guide
48
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Search
2. My Project Schematic is a visual representation of all assets tracked for this utility. Edit the
schematic by selecting "Create or Edit My Schematic" from the menu in the My Project Asset
Inventory window.
3. Asset Risk Matrix is a graph that shows the risk category of each tracked asset.
4. Inventoried Asset List shows all tracked assets by asset category.
To add, edit, or view information about your assets, select one of the options from the Asset Inventory
window.
5.1 Create or Edit My Schematic
In addition to creating an inventory of all utility assets, it is useful to develop a
system map that documents the locations of and linkages between these assets. rijpซ.... h ,.
The My Schematic feature allows you to do this. Here, you can create a visual ^ ^ J^ ** My cUPSSAsset
map of your system assets, which will help to ensure that you enter all of your
important assets. It will also show the interconnectedness of your assets. The
visual map of your systems assets will be included in the final My CUPSS Plan
and will serve as a brief introduction for someone who is less familiar with
your utility.
Inventory Report and My CUPSS
Asset Management Plan. The
schematic can be used to provide
town officials an overview of your
utility.
The schematic provides a visual overview of your system. It is an interactive
feature with benefits for both the person creating the map and readers of your asset management plan. This
process will challenge you to think of all the assets in your system from intake to output. It will ensure that, if
desired, all assets will be available to monitor using the various CUPSS modules. The schematic feature
allows persons not familiar with your facility to gain a comprehensive understanding of your utility through a
picture alone. This general understanding of the utility will be invaluable as they consider management
decisions that might affect the utility.
5.1.1 Accessing the Schematic
The schematic editing window can be accessed from the My Home page, as well as through the My Inventory
module. From the My Inventory module, click the "Create or Edit My Schematic" link from the Asset
Inventory window (Figure 5.2) to open the schematic editing window (Figure 5.3).
Beauty View Acres Subdivision - DW Asset Inventory ]
The My Inventory section allows you to create/edit a schematic, create/edit an asset 0
inventory list, view asset information and search your data.
Create or Edit Mv Schematic View My Inventory List
Create or Edit Mv Inventory List View My Capital Improvement Proiects
Search
Figure 5.2 Asset Inventory window
CUPSS User's Guide 49
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Beauty View Acres Subdivision - DW)'
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Figure 5.3 Editing window of the Create or Edit My Schematic page
5.1.2 Editing and Creating a Schematic
You can perform many activities within the editing window.
Add an asset
Delete an asset
Leam more about the asset
Move the asset
Connect assets
Zoom in and out
Tasks performed in the schematic editing window depend on the activation and deactivation of certain
elements. As you work with the elements on the screen, be aware of which tools and assets are activated.
Actions are performed based on which tool button is activated and which asset type is activated. Staying aware
of what is activated will make the process move more smoothly.
5.1.2.1 Schematic Editing Toolbar
At the top left comer of the schematic editing area are a series of buttons (Figure 5.4). They allow you to
manipulate the data on the schematic editing area, save data, and get help. Table S.I describes the function of
each button. You can also determine what each button does by holding your cursor over the button. A tool tip
will appear with a brief description of the button's function.
Figure 5.4 Schematic editing toolbar
CUPSS User's Guide
50
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Table 5.1 Schematic editing buttons
Button
H
0
M
13
m
m
10
u
Name
Zoom
Full Extent
Identify Asset
Move Asset
Link Assets
Delete Asset
Save
Help
How this button is used
Click to activate the Zoom feature This allows you to use either the middle scroll
wheel on your mouse or the plus (+) or minus (-) buttons on your keyboard to
zoom in and out on the editing window.
Click to activate the Full Extent feature when you are finished with the Zoom
feature. This enables the editing window to resize to the default view of the full
schematic extent.
Click to activate the Identify Asset feature. This allows you to then click an asset in
the editing window to see the category, type, and name of the asset.
Click to activate the Move Asset feature. This allows you to then dick and drag an
asset in the editing window to move it to a new location
Click to activate the Link Assets feature. To show the linkages between different
assets, dick and drag a line from the source asset to the receiving asset Release
the mouse button to complete the link. The two assets are now linked by an arrow
showing the direction of flow
To activate the Delete Asset feature, click on the asset you wish to delete. Then
dick the Delete Asset button A warning message will open to confirm your
intention to delete Click "Yes* to delete the asset or "No' to return to the editing
window without deleting the asset
Click to save the current layout of the schematic.
Click to open a help window displaying section 5. 1 , Create or Edit My Schematic,
of the CUPSS User's Guide.
5.1.2.2 Add an asset to the editing window
First, find the appropriate asset category image in the option boxes on the right side of the window. The
available assets are grouped into asset categories:
Source Collection
Pumping Facility Distribution
Treatment Other
Storage
The Source category is open by default when you first view the My Schematic page. To view assets in other
categories, click on the category title (Figure 5.5). Drinking water and wastewater water utilities have different
associated asset categories and types (e.g., Drinking water utilities will see the "Source" category and the
"Wells and Springs" type but wastewater utilities will not). The categories, however, each contain the same
associated type (e.g., A drinking water utility will see the same asset types, such as "Wells and Springs", under
the "Source" category as they would under the "Distribution" category). A full list of assets is available in
Appendix F.
CUPSS User's Guide
51
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Figure S.S Clicking on the category title to view assets
Use the scrollbars in the asset category window to find the correct asset type. Next, click the asset type you
wish to add to the window; then click on the editing window (it does not matter where because you can move
the asset later if necessary).
When you click in the editing area, a picture of the selected asset type appears and you are prompted to give
the asset a name (Figure 5.6). Assets placed onto the schematic are automatically added to your asset
inventory with basic information (including asset name and category).
Figure 5.6 Asset name prompt
Take Note! To edit the asset name and other details, use the My Inventory module, where the asset
can be edited from the Inventoried Asset List, on the My Inventory page or the Asset
Inventory page, and from the My Inventory List page. Alternatively, you can delete the
asset from the schematic and add it back with the correct name; however, you will lose
asset details if you have specified them.
5.1.2.3 Working with assets in the editing window
Once you've added an asset to the editing window, you can manipulate the image to create a diagram that
gives a better picture of how your assets are connected and distributed. Within the editing window you can
Identify images
Move images
Link images
Delete images
Just like the other aspects of CUPSS, you can add all of your assets at one time or create the schematic in
stages.
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52
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Identify an asset
Use the Identify button to determine the name and type of any asset in the editing window. Click the "Identify
Asset" button m*t once to activate it; then click on any asset in the editing window. A small window opens
showing the name and type of the selected asset (Figure 5.7).
Pump 1
Asset Category: Punpwg FacSfty
Asset Type: Pumping Equipment
Asset tome:
Figure 5.7 Clicking on an asset to identity it
Move an asset
To move an asset within the editing window, click on the "Move Asset" button tLJ and then click and drag an
asset within the editing window. Release the mouse button to drop the asset in a new location.
Link assets
It is possible to show directionality and connections between two or more assets by linking them. Linkages are
shown in the form of an arrow pointing from a source asset to a target asset. To show these linkages in the
schematic, first click the "Link Assets" button ซ3I to activate it. Next, click on the source asset (the place
where water comes from) and drag a line to the target asset (the place to which water moves). Release the
mouse button to complete the link. The line will become an arrow pointing in the direction of flow (Figure
5.8). It is important to keep in mind that an asset can connect to more than one asset.
Adding linkages between assets allows a better understanding of how the drinking water or wastewater is
moving through your utility. This feature will be particularly useful when describing your utility to people
who are less familiar with it than you are.
Figure 5.8 Creating links between assets
Delete assets (and links)
To delete an asset, click once on the asset you wish to delete to activate it (activated assets are shown with a
dashed line around them). Next, click the "Delete Asset" button LSI. A warning message appears asking you
if you are sure you wish to continue. Click "yes" to delete the asset or "no" to return to the editing window
without deleting the asset.
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53
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Take Note! Deleting an asset from the schematic also deletes it from your inventory.
It is possible to delete a link in the same way. Click the link to activate it; then click the delete button.
Save the schematic
When you are done, click the "Save" button IMS. A message box will appear ("There are unsaved changes on
assets or asset positions. Are you sure you want to proceed?") to verify that your changes have been saved.
Click "Ok" to continue.
Take Note! Be sure to save your work early and often. If you exit the schematic editing window
without saving, all changes will be lost.
5.1.3 Getting Help
There are two places to get help on the schematic editing page. The first is the "Help" button in the schematic
toolbar *. Click this button to open a popup window that shows context-specific help. For more information
about creating a schematic within the editing window, you can also click on the "Training" link in the upper
right comer of the CUPSS navigation area.
5.1.4 Print Schematic
Click the "Print Schematic" link in the upper right corner of the activity window to print a copy of your
schematic.
Click the "My Inventory" module button to return to the My Inventory module, or select another module to
work in once you are done working with the schematic.
5.2 Create or Edit My Inventory List
Creating and maintaining a detailed list of all assets in your utility is critical
to help you identify and prioritize critical assets and to improve practices
used for routine operation and maintenance. Some assets are more important
than others in making sure that customers receive safe drinking water or
making sure that wastewater is treated effectively. Reviewing all assets and
recording their condition (likelihood of failure), consequence of failure (the
Benefits to My Utility
CUPSS includes your asset
information in the My CUPSS
Asset Management Plan to help
you discuss the critical assets and
develop capital improvement plan.
impact of the loss of the asset), and redundancy (the number of backup assets
available to maintain consistent operations) will give you a better sense of upcoming projects that might need
attention and funding. Having a prioritized list of critical assets will be useful when securing funding from
decision makers, particularly given additional information like the consequence of failure. This list can be
created by entering accurate data in the My Inventory module. If you do not have all of the information needed
to complete the form you can come back at anytime to update the information.
All calculations used in the My Inventory module are described in Appendix D.
To get started, click on "Create or Edit My Inventory List" from the Asset Inventory window (Figure 5.9) to
open the Asset Inventory page (Figure 5.10).
The Asset Inventory page has four parts:
1. Basic Information
2. Status and Condition
CUPSS User's Guide 54
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3. Cost and Maintenance
4. Manufacturer and Supplier
Beauty View Acres Subdivision - DW Asset Inventory ]
The My Inventory section allows you to create/edit a schematic, create/edit an asset 4$)
inventory list, view asset information and search your data.
Create or Edit Mv Schematic View My Inventory List
Create or Edit Mv Inventory List View Mv Capital Improvement Projects
Search
Figure 5.9 Asset Inventory window
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Figure 5.10 Asset Inventory page
5.2.1 Basic Information
Basic information about the asset (such as location, asset category, and type) will be entered into this section
(Figure 5.11).
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55
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Basic Inform*
* Asset Name
* Location
* Asf el
Category
Notes
ition
0
10
Select Category JFJ 0
i
1 Select Associated Asset
(Select Associated Location
*Afsei Type |select Asset Type
1
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Figure S.I1 Basic Information fields
The available fields in the Basic Information section are described in Table 5.2.
Table 5.2 Fields available in the Basic Information section
Field Label
Asset Name*
Associated Asset
Location*
Associated Location
Asset Category*
Asset Type*
Notes
Description
The name of the technology or equipment that is used for your system to
properly function. If you have many assets of the same time, consider
differentiating them with a letter or a number so that you can easily and quickly
tell them apart.
Select an associated asset from the dropdown menu, if applicable.
Where the asset is within your treatment train. For example, Pipe X is on Main
Street % mile south of Franklin Boulevard.
Select an associated location from the dropdown menu, if applicable.
Add Location:
If none of the associated locations are appropriate, click the 'Add' link next to
the dropdown menu A small window will open, where you can add the name
of an associated location and a description of that location Click "Save* to save
the location and return to the Basic Information section. Click "Cancel" to close
the window without saving any new information.
Select an asset category from the dropdown menu If none of the categories
available in the dropdown menu are appropriate, select "Other* and enter a
new asset category in the field below. Once you save the record for the asset,
the new category will be available in the asset category dropdown menu. Asset
categories are used to help organize asset types so that assets can be
grouped in the Inventoried Asset List window.
Select an asset type from the dropdown menu. If none of the types available in
the dropdown menu are appropriate, select "Other* and enter a new asset
category in the field below Once you save the record for the asset, the new
type will be available in the asset type dropdown menu.
Enter additional comments about the asset as needed Consider entering
information about the sizes or types of assets in your system, for example,
lengths, volumes, pipe types, and tank types This information is valuable for
identifying the asset in the field.
* Indicates a required field.
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56
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5.2.2 Status and Condition
The condition, CoF and redundancy fields are required to calculate the
priority of the assets (Figure S.12). In addition, the ability to repair or rehab
an asset helps drive CUPSS decision on repair, rehab or replace. If you have
an asset that is abandoned or is replaced you can identify that here for
historical background. Information input into these fields will be entered into
an equation (See Appendix D), which, along with information in the
following sections, will output risk and a prioritized list of assets.
Available fields in the Status and Condition section are shown in Table 5.3.
Benefits to My Utility
CUPSS provides you with
recommendations on repair, rehab
and replace decisions using the
condition, EUL, redundancy and
CoF. These decisions are used in
developing your capital
improvement plan section of the
My CUPSS Asset Management
Plan
Status and Condition - Required to Calculate Priority
"Condition |select Condition Rating p] 0 * CoF |Select CoF Rating_ Fj 0
" Redundancy |rj% - 0 PJ 0 Can this asset be repaired? O Yes ( No 0
H Asset Status |Select Status p] 0 Can this asset be rehabilitated? O Yes <> No 0
jselect Asset Being Replace PJ show asset in the schematic? O Yes & No
Figure S.12 Status and Condition fields
Table S3 Fields available in the Status and Condition section
Field Label
Condition*
CoF is
Consequence of
Failure*
Redundancy*
Asset Status*
Select Asset
Replaced
Can this Asset be
Repaired?
Can this Asset be
Rehabilitated?
Show asset in the
schematic?
Description
Select the most appropnate value from the dropdown menu to indicate the current condition of the
asset (based on age and physical functionality) The options are Excellent (35 years remaining),
Good (20 years remaining), Fair (10 years remaining), Poor (5 years remaining), and Very Poor (1-
5 years remaining)
Select the most appropnate value from the dropdown menu to indicate the consequence of asset
failure, ranging from insignificant to catastrophic impacts.
Consequence of Failure (CoF) estimates the degree of impact on utility service should the asset fail
Consider the real or hypothetical results when selecting a value, including impacts on regulatory
compliance, local government, customers, and the community. Ask yourself, "How bad would it be if
this asset failed unexpectedly?"
Select the value that best represents the functional redundancy of the asset Values indicate what
percentage of the asset's functionality is duplicated by other assets.
Indicate the current status of the asset.
If this asset has been replaced, indicate which asset will replace it
Use the radio buttons to indicate whether it is possible for the asset to be repaired in case of failure
or disrepair.
Use the radio buttons to indicate whether the asset can be rehabilitated (i e , can have its
capabilities or condition restored) in case of failure.
Use the radio buttons to indicate whether the asset should appear in the schematic diagram (see
Figure 5 3)
* Indicates a required field.
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5.2.3 Cost and Maintenance
Figure 5.13 shows the fields for the Cost and Maintenance section. Cost and maintenance information is
particularly important for prioritizing tasks. Through the use of several equations (See Appendix D) these data
will be used to determine, for example, at what point an asset should be replaced, rehabbed or repaired, which
is critical information for identifying upcoming expenses. In addition, information such as installation date and
expected useful life (in conjunction with the condition and redundancy of the asset) is crucial for identifying
the probability of failure (PoF). The available fields in the Cost and Maintenance section are shown below in
Table 5.4.
Cost and Maintenance
(.USL aim nan neiicii lie
* Installation Date I j 0 Original Cost J
'Expected Useful | j' Q ' Replacement Cost [
JO
o
Routine
Maintenance Cost L
i Maintained According to Factory Recommendation O
j (Select Frequtjhj &
Create a task
Figure S.13 Cost and Maintenance fields
Table 5.4 Fields available in the Cost and Maintenance section
Field Label
Installation Date*
Original Cost
Expected Useful Life
Replacement Cost*
Routine Maintenance Cost
Frequency of Routine Maintenance
Maintained According to Factory
Recommendation
Description
Indicate the date when the asset was installed. NOTE: Use the following format
to input this date xx/xx/xxxx
(If you know that the asset was installed in the year 2008 but are unsure of the
month or day. enter the date in the following format: 01/01/2008.)
Indicate the amount paid for the asset (in U.S dollars). NOTE: Do not add
commas or dollar signs in the text box.
Based on your asset type and asset name, CUPSS will pre-populate this field
with information on the expected useful life of the asset. These numbers are
based on information provided by EPA and the Rural Community Assistance
Partnership (RCAP) You can ovemde this pre-populated text and enter your
estimate of the number of years (on average) that a system or component is
estimated to function when installed new and property maintained. NOTE: Do
not add commas or the word "years" in the text box.
Enter the amount (in U S dollars) it would cost to replace the asset (in a way
that provides a similar or agreed-upon level of functionality). NOTE: Do not add
commas or dollar signs in the text box
Enter the cost of expenditures made for normally anticipated maintenance
activities (in U.S dollars) NOTE. Do not add commas or dollar signs in the text
box.
Indicate the frequency with which these routine maintenance costs are incurred.
Indicate whether the asset is maintained according to the manufacturer's or
factory's recommendations
* Indicates a required field.
Click the "Create a task" link to open the Task Details window. (See Section 6.2 for more information on how
to fill out the Task Details form.)
CUPSS User's Guide
58
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5.2.4 Manufacturer and Supplier
The last section on the Asset Inventory page is the Manufacturer and Supplier section (Figure 5.14). Although
none of the fields in this section are required, having detailed information on the manufacturer and supplier
will aid in organization and provide an efficient way of reaching necessary parties. Keep in mind, however,
that once you begin entering information into this section, you must complete entry for the Model Number,
Manufacturer, and Supplier Name fields.
Manufacturer and Supplier - Optional
Model Number!
Supplier (Select Existing Supplier
1
r
1
d
!
9
9 Manufacturer [Select Existing Manuf act K] 0
1
Address |
City, Slate, Zip [ {
Phone, Fan |
(Select state hj |
i 1
1
Figure S.14 Manufacturer and Supplier fields
Available fields in the Manufacturer and Supplier section are described in Table 5.5.
Table 5.5 Fields available in the Manufacturer and Supplier section
Field Label
Model Number
Manufacturer
Supplier Name
Address
City
State
Zip
Phone
Fax
Description
Enter the model number of the asset.
Select the name of a previously entered manufacturer from the dropdown menu If the
appropriate name is not available, select "Other.1 This activates the field below the dropdown
menu, where you can enter a new name. Once you save the record for this asset, the new
name will be available as a selection
Select the name of a previously entered supplier from the dropdown menu. If the appropriate
name is not available, select "Other ' This activates the field below the dropdown menu,
where you can enter a new name. Once you save the record for this asset, the new name will
be available as a selection
Enter a street address of the supplier's mailing address.
Enter the name of the city
Select a state from the dropdown menu
Enter the ZIP Code.
Enter the phone number for the supplier
Enter the fax number for the supplier.
When you are done entering data, click the "Save and Add Another Asset" button to save the asset and clear
the form or "Save" to save the asset.
Take Note! It is very important to save your data before you leave the form. If you close CUPSS
without saving, the information you entered will be lost. In addition, you may come back
later to add more information, but your reports will not be generated accurately without
the required fields.
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5.2.5 Print Blank Worksheet
If you find it easier to list assets using pen and paper, you can print out a hard copy of the Inventory List blank
worksheet. A full-sized printable copy of the worksheet is available in the Getting Started with CUPSS
Workbook and in Appendix B of this guide. Use the "Print Blank Worksheet" link at the top of the My
Inventory module to open the form (see Figure 5.15).
CUPSS User's Guide 60
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Inventory List (Drinking Water)
Associated Asset
Assocnted Location
Asset Category
3 Soiree Q Pumping Faaiiiv 3 Treatment a storage a Distnbulion Q other
Asset Type
Q Wells and Springs
3 intake Structures
3 Pumping Equipment
3 Disinfection
Equipment
3 Hycropneumatic
Tanks
3 Concrete & Metal
Storage Tanks
3 Transmission Mams
3 Distribution Pipes
3 Valves
3 Computer
Equipment/
Software
3 Transformers/
Swttcngears'
Wiring
3 Motor
Controls/Drives
3 Sensors
3 Buildings
3 Service Lines
3 Hydrants
Q Treatment Equipment
3 Lab/Monitonng
Equipment
3 Tools and Shop
Equipment
3 Transportation
Equipment
3 Security Equipment
3 Land
3 Galleries andTunnels
3 Meters
3 Raw Water Reservors
3 Generators
3 Liquid Waste Handling
& Disposal
3 Solid Waste Handling &
Disposal
3 Other
Asset Status
DAdme Q Not in Use-Abandoned G Nol in Use - Back Up 3 Future Investment
Can this Asset be Repared?
3 Yes
3 No
Can this Asset be Rehabilitated''
3 Yes
3 No
Condition
3 Excellent 3 Good 3 Fair (Average) QPoor 3 Very Poor
Is the asset maintained according to manufacturers recommendations?
3 Yes
3 No
Consequence of Failure
3 insignificant-CcF of 2 3 Minor- CoF of 4
3 Maior - CoF of 8 a Catastrophic - CoF of 10
3 Moderate-CoFof 6
Redundancy
3 0% Backup 350ฐi Backup O 100'.', Backup 3 200% Secondary Backup
Installation out
Expected UsetulLite
Original Cost
Replacement Cost
S
Routine Maintenance Costs Timeframe
S I 3 per/day 3 per/week 3 per/month 3 per/year CD lifetime
Optional Information
Frequency of Routine Maintenance
Model Number
Start Date
Manufacturer
Supplier Name
Address
Phone Number
City. State. Zip
Fax Number
Notes
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Inventory List (Wastewater)
Asset Name
Associated Asset
Associated Location
Asset Category
Pumping Facility a Treatment a Storage D Collection G Other
Asset Type
G Pumping Equipment
G Disinfection
Equipment
G Concrete & Metal
Storage Tanks
G Transmission Mams
D valves
3 Computer
Equipment/
Software
Q Transformers?
Switchgearsr
Wiring
G Motor Controls/Drives
Q Sensors
G Buildings
G Service Lines
3 Treatment Equipment
G LaWMomlonng
Equipment
3 Tools and Shop
Equipment
3 Transportation
Equipment
G Security Equipment
Q Land
G Sewers
G Pressure pipe,wqrk
G Galleries and Tunnels
G Meters
G Generators
G Liquid Waste Handling
& Disposal
G Solid waste Handling &
Disposal
G Other
Asset Status
Q Active 3 Not In Use-Abandoned a Not in Use - BacK Up a Future Investment
Can this Asset be Repared? QYes Q No
Can this Asset be Rehabilitated?
Q Yes
G NO
Condition
a Excellent a Good a Fair (Average) a Poor g very Poor
Is tne asset maintained according to manufacturer's recommendations?
a Yes
a No
Consequence of Failure
Q insignificant - CoF or 2 Q Minor - CoF of 4
a Maior - CoF of 8 G Catastrophic - CoF of 10
Moderate - CoF of 6
Redundancy
G 0% Backup G 50% Backup G 100% BacKup G 200% Secondary Backup
Installation Date
Expected Useful Life
Routine Maintenance Costs
Original Cost
Replacement Cost
IG per/day G per/week G per'nionth G per/year
G lifetime
Optional Information
Frequency of Routine Maintenance
Model Number
Supplier Name
sort Date
Manufacturer
Address
Phone Number
City. State. Zip
Fax Number
Notes
Figure 5.15 Blank Inventory List forms
Take Note! The Inventory List form is available as a Rich Text Format (.rtf) file. When you click the
"Print Worksheet" link, the file will open in the default word processing application on
your computer (Microsoft Word, for example).
5.3 View My Inventory List
To view a list of all saved assets, click the "View My Inventory List" link in the Asset Inventory window
(Figure 5.16).
Beauty View Acres Subdivision - DW Asset Inventory 1
The My Inventory section allows you to create/edit a schematic, create/edit an asset 0
inventory list, view asset mFormation and search your data.
Create or Edit My Schematic View My Inventory List
Create or Edit Mv Inventory List View My Caoital Improvement Protects
Search
Figure 5.16 Asset Inventory window
CUPSS User's Guide
62
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This opens the Asset Inventory List page (Figure 5.17).
Beany Vim Acre Subdrvhioo - ow Invmtofy ]
IteMnmgisibtofasieUaireitlrnylunTCnlOfy to sort [ho tabteckk on Ihe column hซrfngs Toe*lherf(ปrMljon,npt*cl*on (Average)
TrMtnicnt lob/Montom Excefcr*
PurcngFacky (Danrecun Egu Far(Averago)
DUtifeUtlon Dntrlbutlon Pipes Fair (Average)
Source Land Excelei*
CataMraunc 0%
Catastrophe 0%
Mm 0%
Nnor OX
Mat* 50%
Matar 0%
Catastrophe 0%
Inagrtfcam OX
Indgrrficant OX
Mnor OX
Inagnfiunt OX
2009-02-01
201102-01
2006-02-01
200842-01
2006-0241
2032-02-01
203542-01
2009-0241
2009-0241
2035-0241
23054241
Figure 5.17 Asset Inventory list
On this page, you can see a list of all saved assets. Assets with complete information (those with all the
required fields on the Asset Inventory form filled in) will include values for consequence of failure, condition
and redundancy. Additionally, through information you have entered in the Asset Inventory form, you will see
a projected Replacement Date on the far right of the table. This date was determined through the use of several
equations (see Appendix D).
Each asset is given a priority based on the information entered in the Asset Inventory form.
To change the sort order of the table, click the column heading (such as "Asset" or "Category") so that an
arrow appears next to the column name (Figure 5.18). Click the heading again to sort the list in ascending
order numerically or alphabetically (depending on the type of information in the column). Click the heading a
third time to sort the records in descending order.
QfflQMI
8
1
2
4
11
3
5
9
6
7
10
Asset
Chlorine testing
'WeO#l
pump
WeOhouse
well property
Security
Mam valve
Chbrmator
Distribution
Tank
Water Product:
Category ^
M^H**^F^K^.KE=
Treatment
Source
Source
Source
Source
Pumping Facility
Pumping Facility
Pumping Facility
Distribution
Distribution
Distribution
AssetTyp*
Lab/Momtorm
Web and Springs
Pumping Equip
Buddings
Land
Pumping Equip
Pumping Equip
Disinfection Equ
Distribution Pipes
Distribution Pipes
Distribution Pipes
, Condition
Excellent
Poor
Fair (Average)
Good
Excellent
Good
Fair (Average)
Fair (Average)
Good
Fan (Average)
Fair (Average)
CoF
Insignificant
Catastrophic
Catastrophic
Minor
Insignificant
Minor
Major
Insignificant
Major
Catastrophic
Mnor
Redundancy
0%
0%
0%
0%
0%
0%
50%
0%
0%
0%
0%
Replacement Date
2008-02-01
2008-02-01
2011-02-01
2008-02-01
2305-02-01
2003-02-01
2003-02-01
2003-02-01
2032-02-01
2035-02-01
2035-02-01
Figure 5.18 Records shown sorted in descending order by category
To edit information for a particular asset, right-click on the asset and click "Edit Row" to open the Asset
Inventory form.
Click "Return" to return to the My Inventory page.
5.4 View My Capital Improvement Projects
Click on the "View My Capital Improvement Projects" link in the Asset Inventory window (Figure 5.19) to
open the Capital Improvement Projects page (Figure 5.20).
CUPSS User's Guide
63
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Beauty View Acres Subdivision - DW Asset Inventory]
The My Inventory section allows you to create/edit a schematic, create/edit an asset D
inventory list, view asset information and search your data,
Create or Edit Mv Schematic View My Inventory List
Create or Edit Mv Inventory List View Mv Caoital Improvement Projects
Search
Figure 5.19 My Inventory window
This page lists all assets that will need to be repaired, rehabilitated or
replaced. This information is useful to the utility for financial and resource
planning for the upcoming years. Those assets that need to be replaced
CUPSS provides a recommended replacement year. For those assets that you
have indicated cannot be repaired or rehabbed in the asset inventory form or
the recommended replacement date has passed CUPSS will recommend to
replace those assets on or before the recommend replacement date. For assets
that the operation and maintenance costs exceed 7% of the replacement costs,
CUPSS will recommend to rehab those assets as long as you have indicated
that the asset can be rehabbed. All other assets CUPSS will recommend to
repaired as long as you have indicated the asset can be repaired.
To change the sort order of the table, click the column heading (such as
"Asset" or "Category") so that an arrow appears next to the column name (Figure 5.18). Click the heading
again to sort the list in ascending order numerically or alphabetically (depending on the type of information in
the column). Click the heading a third time to sort the records in descending order.
Double-click on the recommended date to change the date on which the recommended action is to occur and
edit the date. Changing the date can help you adjust the reserve needed for each year over a longer period of
time so that appropriate reserves can be kept for these future improvements.
When you are finished viewing the data, click "Save" to save changes to recommended date or "Add Planned
Asset" to open the Asset Inventory form.
Benefits to My Utility
CUPSS calculates financial
reserve required for assets
needing to be replaced. This will
help you complete the Capital
Improvement Plan section of the
My CUPSS Asset Management
and provide you with the
necessary information in
discussing your financial need
with your community early to plan
for these improvements.
Beauty View Acres Subdivision - DW Capital Improvements ]
The following is a list of Capital Improvement Projects. Double click or nght dick on the "Recommended Date* column to change the recommended date and
year for the capital improvements. To plan a needed capital improvement, click the "Add Planned Asset" button to to be directed to the "Create or Edit My
Inventory List" section to enter your asset information.
When entering asset information n this section, select "Future Investment* under the "Asset Status"
dropdown for the asset to be added to your Capital Improvement Projects.
||QfjQ"rQ|"f|"^|Q22Q"|"j"|^^
1
2
3
4
S
6
7
8
?
10
11
12
Welltfl
pump
Main valve
Security
Tank
Chtormator
Distribution
Water Producti
Wellhouse
Chlorine testing
well property
Storage Tank
Source
Source
Pumping Facibty
Pumping Facility
Distribution
Pumping Facility
Distribution
Distribution
Source.
Treatment
Source
Storage
Wells and Springs
Pumping Equip
Pumping Equip
Security Equipm.
Distribution Pipes
Disinfection Equ
Distribution Pipes
Distribution Pipes
Buildings
Lab / Monitorm
Land
Concrete & Mst
Condition
Poor
Good
Fair (Average)
Good
Good
Fair (Average)
Good
Fair (Average)
bood
Excellent
Excellent
Good
>-F
Catastrophic
Catastrophic
Major
Minor
Catastrophe
Insignificant
Major
Minor
f4inor
Insignificant
Insignificant
Moderate
1 Rfconim. Action
Replace
Repair
Repair
Replace
Repair
Replace
Repair
Repair
Repair
Replace
Repair
Repair
Recomm. Date"^ ' 11
2/1/2008
2/1/2011
2/1/2011
4/1/2012
2/1/2036
2/1/2008
2/1/2038
2/1/2035
igjl/2036 |F
2/1/2008 *$
2/1/2308
2/1/2055
^^m ^^m
CUPSS User's Guide
64
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Figure 5.20 Viewing your "Capital Improvement Projects" and editing the recommended date
5.5 Search
The search feature allows you to find tracked assets entered through the My Inventory module. This feature generates a report
of your assets based on the selections made under the "Search and Report" heading. Click the "Search" link in the Asset
Inventory window (Figure 5.21) to open the Search and Report page (
Figure 5.22).
Beauty View Acres Subdivision - DW Asset Inventory ]
The My Inventory section allows you to create/edit a schematic, create/edit an asset O
inventory list, view asset information and search your data.
Create or Edit My Schematic View Mv Inventory List
Create or Edit Mv Inventory List View Mv Capital Improvement Projects
Figure 5.21 Asset Inventory window
You will be able to filter your assets by asset category, asset type, asset, asset
status, person assigned to, task type, task date range, and task status. As you
enter more assets, this tool might become valuable when identifying assets
that need attention or might need attention in the foreseeable future. The
variety of filters will allow you to customize the asset search results to
achieve the best fit with your needs.
When you have finished selecting your options, click "View Results" to
generate a search report.
Benefits to My Utility
CUPSS allows you to export and
work with your data. This way you
can customize and work with all of
your utility data in one location
saving you time. In addition, you
can use common tools like MS
Excel to do additional analysis.
CUPSS User's Guide
65
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SEE* Check Up Program for Small Systems
-------
The results of your search are shown in a table (Figure 5.23).
Beauty View Acres Subdivision - DW Search Results ]
The fdowing are the results of your search Click the column headings to sort the information. A page of results is hinted to 300 recads If necessary, Q
cbck"Next* to see the additional sets of 300 records. Click "Print Report* to view the additional information associated with the tasks and/or assets.
[Asset Service Report KJ
Asset
Wel#l
pump
Mah valve
WeDhouse
Security
we! property
Chbrnator
WeDs and Springs None
Pumping Equipment None
Pumping Equipment None
Buildings None
Pumping Equipment None
Land None
Disinfection Equip None
. _ ,. .- - .- - -
None 100 00000
None 70.00000
None 40.00000
None 40.00000
None 40.00000
None 0.20000
None 20.00000
Poor
Fair (Average)
Fair (Average)
Good
Good
Excellent
Fair (Average)
2008-02-01
2011-02-01
2008-02-01
2008-02-01
2008-02-01
2305-02-01
2008-02-01
msm Ena
Figure 5.23 Search results page
To change the sort order of the data, click the column heading (such as "Asset" or "Condition") so that an
arrow appears next to the column name. Click the heading again to sort the list in ascending order numerically
or alphabetically (depending on the type of information in the column). Click the heading a third time to sort
the records in descending order.
Click "Return" to return to the search page or "Print Report" to open a printable version of the results.
Take Note! The Search Results Report opens as a Rich Text File (.rrf) Gle. When you click the "Print
Report" button, the file will open in the default word processing application on your
computer (Microsoft Word, for example).
5.6 Inventoried Asset List
All saved assets can be viewed on the My Inventory page in the Inventoried Asset List window. This window,
on the lower right of the page, provides you with easy access to information that you might like to reference
about each asset (Figure S.24).
CUPSS User's Guide
67
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Inventoried Asset List
B Source
> Welltfl
pump
> Wellhouse
well property
B Pumping Facility
' . Main valve
< - Security
* Chlotinator
B" Treatment
Chlorine testing
B Distribution
' Watet Production M.,
> Tanh
Distribution
Figure 5.24 Inventoried Asset List
Right-click on the name of an asset. Select "Edit Asset" to open the Asset Inventory form to view and edit the
record for the asset or click "Remove Asset" to delete it from the asset inventory (Figure 5.25).
Chlorinator
B Treatment
Chlorine testing
B Distribution
Water Production M.
> Tank
' Distribution
Figure S.25 Edit or remove asset from inventory
5.7 Asset Risk Matrix
All assets with complete status and condition information (entered using the
Asset Inventory form) are displayed on the My Inventory homepage in the
Asset Risk Matrix window. Click on the "Asset Risk Matrix" graph in the
upper right of the homepage to enlarge the image (Figure 5.26).
The Asset Risk Matrix provides a user-friendly chart that may help you to
assess the risk associated with each asset. As you can see, the chart plots the
probability of failure against the consequences of failure to determine risk.
The asset's location within the graph is determined by a series of equations
(provided in Appendix D) based on information that you have entered about
each asset.
Benefits to My Utility
CUPSS provides you with critical
assets in the My CUPSS Asset
Management Plan based on the
risk factors. So be sure to
complete the asset inventory
forms condition and cost section
so you can get a complete picture
of the health of your utilit/s asset
to plan for the future.
CUPSS User's Guide
68
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If the probability of failure (the chance that the asset will actual fail) is low and the consequence of failure (the
damage that will be done to the utility if the asset does fail) is low, the asset is of little risk to the utility. If this
is the case, the asset (represented as a dot) is placed in the lower left quadrant of the graph ("Low Risk"). If the
probability of failure is high but the consequence of failure is low or if the consequence of failure is high but
the probability of failure is low, the asset is placed in the upper left or lower right quadrant ("Medium Risk").
Finally, if the probability of failure is high and the consequence of failure is high, the asset is a high risk to the
utility and is placed in the upper right quadrant of the graph.
The Asset Risk Matrix is a very valuable tool in understanding the risk associated with each asset. It can be
used for internal purposes to understand areas of weakness, or it can be used to explain to decision makers the
need for funding for certain projects.
To tell which dots on the Asset Risk Matrix represent which assets, simply place your cursor over the dot. A
caption will appear with the asset's name. If you are editing an asset from the Asset Inventory page (see Figure
5.10), the dot representing the currently selected asset is gold instead of black.
2 34587
Probability of Failure
Mouse over to view asset name
Figure 5.26 Asset Risk Matrix window
5.8 Training and Help
For help with the form fields, click the "Training" link at the top of the My Inventory module to view Flash
Tutorials that provide a brief walk-through of this section. Click the "Help" link to display an indexed version
of the CUPSS User's Guide.
CUPSS User's Guide
69
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Why Use Asset Management?
The City of Milwaukie, Oregon, lists its achieved goals when using asset management:
ฐ To achieve more financially and physically with less
o To minimize the total cost of ownership
o To maximize knowledge
o To optimize decision making
o To facilitate sustainability
o To aid in succession planning
o To facilitate transparency
ป To improve Customer satisfaction and elicit their support
The My O&M(or My Operations and Maintenance) module is the place within CUPSS for tracking tasks and
work orders to manage the day-to-day operations of the utility (Figure 6.1).
Beauty View Acres Subdivision - DW Operation and Maintenance ]
The O&M section aBcws you to fSter tasks by a utilty. Q
Filter Utility |Beauty View Aoes Subdivision DW rj Month [AP
Post Cuo: Ch
Post Due: Ch
1
J
d
Past Due- Ch
Past DUK Oi
Fast Due. Oi
PadCue Ch.
13
p&a Due: ch
PastPuKCh
Past Our: Ch
PasrDuKCh.
'Check and re
Check and re
Check nstru
d
Part Dm?- Ch
Past Due: Ch
Fast Cue. Ch
PastCtwiCh
EXjut ffelAE fte
1
|
1
4
Li
!l
H
m 21
d Check and re "^1
( Check and re ^J
. .Checkinstru '
Past Due: Ch
?ast[ue: Ch
f'uitC'uoiCh
PSStC>J8: Ch
PistOju: Ch.
PistD'je. '3>
PAV nil** ''n
1
8
d
11
Check and re ^1
Check and re |
Check nstru !
Check water .' '
Complete ad JJ
22
Check and re ^J
Checkandre ~^
Checknstru '
nl '-r
Past Dus, Ch .
Past Out: Ch .
Past Due- Ch .
?ซ* Due: Cti .
Pซ* Duป. Ch
Past Due: Ch .
Past Due Ch .
Past Due- Ch.
PAsnam fVl
1 *
I
9
d
Add A Task 1 Print Blank Wnrksheet 1 Search/Print
tar (zoos
Past Due: Ch
Pent Due- Ch..
PastDw Ch
Past Due; Ch.
.
Pair Due Ch.
Past Due, Ch
Past Due, Ch
Past Due. Ch .
Pjter ntw >~n
i
d
-I
10
ifi U
Check and re _^J Check and re _!
Check and re j^l .Check and re """]
Check nstru j Check Instru ~-*
Check water , Check water ":
Complete a d jTJ * Complete a d *i
23 24
Check and re ?ฃ] 'check and re _*|
Check and re J~| Check and re 1
Check nstru 1 Check instru '
ป] IT Show Completed Tasks
Past Due: Ch
Past Due: Ch
Past C
-------
The My O&M module allows you to create and track current, future, and past
operation and maintenance activities. You can add tasks to the schedule and
mark scheduled items as "completed." The module then records the status
and history of each task, alerts you if the task status is past due or critically
past due, and alerts you when to reassess the asset condition if maintenance is
not performed as scheduled.
The My O&M module stores a wealth of information that will aid in
managing your utilitymaking it more efficient and easier to perform the
many tasks that must be balanced. The more information you enter for your
assets and routine tasks, the more information will be available to you in the
My O&M module.
Benefits to My Utility
CUPSS allows you to track all of
the tasks associated with each
utility. Since CUPSS allows
several users to use CUPSS
everyone can manage their tasks
in CUPSS. Using the search
module in CUPSS you can then
extract all of the task information
to help develop the O&M section
of the My CUPSS Asset
Management Plan.
Filter Tasks by Utility
If you have more than one utility entered into your CUPSS application, by default all tasks for all available
utilities are shown when you first open the My O&M module. If you are interested in looking at just one utility
or at several but not all utilities, select one or more utilities from the "Filter Utility" field at the upper left
portion of the window. Hold down the Ctrl key while making your selections to select several utilities at once.
Select Date
Use the month and year dropdown menus to select a different month to view, or use the arrow keys to move to
the next (top arrow) or previous (bottom arrow) calendar month or year. To view the same month but different
years, use the top and bottom arrows found under the calendar. These functions allow you to look at tasks you
have completed, tasks that were scheduled to be completed but have not been completed, current tasks, and
future tasks. Looking ahead at future tasks will help you better manage your time and resources. For example,
perhaps if you know that in the next year you will need to replace several expensive items, you might delay
purchasing an experimental technology for one more year.
Select View
By default, all tasks are shown on a monthly calendar. To view individual days, click on the date within the
calendar. A popup will appear showing current tasks for that date, as well as past due tasks. You can add
additional tasks to this date by clicking the "Add a Task" link.
Take Note! The default calendar view is to show all future, current, and past due tasks. To view
completed tasks for a selected day or month, check the "Show Completed Tasks" box.
6.1 View, Edit, and Add Tasks
6.1.1 Edit Tasks
All of your tasks will appear on the calendar. To open a task record to find out more information about it,
double-click on a task in the calendar. This opens the Task Details form.
6.1.2 Add A Task
To add a new task to the schedule, click the "Add A Task" link at the upper right of the O&M window (Figure
6.2).
CUPSS User's Guide 71
-------
Beauty View Acres Subdivision - DW Operation and Maintenance
Add A Task I Print Blank Worksheet I Search/Print
The O&M section allows you to filter tasks by a utility. Q
Filter Utiity (Beauty View Acres Subdivision - DW JPJ Month [Apr3 ^j Year J2C08 ฃ] F Show Completed Tasks
Figure 6.2 Top of the My O&M activity window
This opens the Task Details form. This form is divided into four main sections (described below).
On the Task Details form, fields with a red asterisk (*) are required. Fields marked with a blue asterisk (*) are
required if the task is marked as recurring.
6.2 Task Form
In this section, you will enter basic information about what tasks need to be
done, such as the name, type, and staff names (Figure 6.3). This information
will provide you with the very basic information you need to manage the
task. The task name that you enter will be what appears on your calendar.
'* Task Name
* Task Type
Task Details/Notes
Cost of the Task
* Staff Name
Select Type ikj
Enter Other
0.00 i-r
Select Staff h
0
0
1
0
O
1,
Benefits to My Utility
CUPSS allows you to complete
and print your work orders. By
keeping all of your work orders in
one place you can track all task
through completion easily and
quickly.
Figure 6 J Task section
Table 6.1 describes each of the fields in the Task section.
Table 6.1 Fields available in the Task section
Field
Task Name*
Task Type*
Task Details/ Notes
Task Cost
Staff Name*
Description
Enter a descriptive name for the task.
Select the type of task from the dropdown menu. If no type is appropriate, select "Other* from
the dropdown menu. This activates the field below the dropdown menu, where you can enter a
new task type Once you save the record for this task, the new task type will be available as an
option.
Enter details and notes for the task if necessary
Enter the cost of completing the task NOTE- Do not add commas or dollar signs in the text box.
Select the name of the employee who completed the task or who is responsible for completing
the task. Select from the dropdown or add a new staff by clicking on the "Add New Staff" link
below the dropdown menu. Clicking this link enters the Create User module See Section 4.3.1.3
for more information on entering information into this form.
* Indicates a required field.
CUPSS User's Guide
72
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6.2.1 Asset Information
The Asset Information section associates an asset to the task (Figure 6.4).
-Asset Information - Asset Associated Tasks Only-
Select Existing Asset | Select Existing Asset
OR | Enter New Asset
Asset Category [select Asset Category
Asset Type [Select Asset Type
Enter Asset Details
Figure 6.4 Asset Information section
Table 6.2 describes the available fields in this section.
Jd.o
-JO
HO
So
Table 6.2 Fields available in the Asset Information section
Field
Select Existing Asset OR
Enter New Asset
Select Asset Category
Select Asset Type
Description
If the task is associated with an asset, select an asset from the dropdown menu. If the
appropriate asset is not an option in the dropdown menu, select 'Other ฐ This activates
the field below the dropdown menu, where you can enter the name of a new asset.
Entering a new asset here adds a new record in the asset inventory.
If you select an existing asset from the field above, you will not need to select an asset
category. If you enter the name of a new asset, use the dropdown menu to select an
asset category.
If you select an existing asset from the field above, you will not need to select an asset
type If you enter the name of a new asset, use the dropdown menu to select an asset
type.
Click "Enter Asset Details" to open the Asset Inventory form and enter additional information about the asset.
Take Note! You can create a task that is associated with a group of assets, such as all utility valves.
To do this, simply create a new asset in the asset inventory in the My Inventory section
and name it, for example, "All valves." Then, select the asset type as "Valve." Next, click
on the "Create a Task" link in the Asset Inventory form or go the My O&M section and
click "Add a Task." Find the "All valves" asset you just created and associate that asset
with this task.
6.2.2 Monitoring or Chemical Added
This section indicates what monitoring has been done or what chemical has been added (
Figure 6.5). This can help you better track if you are meeting your regulatory requirements by creating
monitoring tasks.
CUPSS User's Guide
73
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-Monitoring or Chemical Added-
Chemical Select Chemical
| Enter Other
Amount 10.00
Figure 6.5 Monitoring or Chemical Added section
Table 6.3 describes the fields in this section.
Table 6.3 Fields available in the Monitoring or Chemical Added section
Field
Select Chemical Added
Amount Added
Details
Select a chemical from the dropdown menu If no appropriate option is listed,
select "Other." This activates the field below the dropdown menu, where you can
enter the name of a new chemical You also add the units to this section (e.g. ,
[Chemical] - {Units]). Once you save this task, the new chemical will be available
as an option in the dropdown menu.
Enter the amount of the chemical added.
Once you've entered information for a chemical, click the "Add" link to save the information and add the
record to the table below the fields (Figure 6.6).
-
nomcoring or uiemitai ซuueo-=-^= =-^=-= =-^ = - - -
Chemical jother
(Chlorine
Amount J4.0 jfrj
ftfjtJnrftyfi |&ฃD3XฃEฃ3
Chlorine 4.0
Hiฎ
II
Add &
=='ฅ=
> j
> ,
Figure 6.6 Click "Add" to save the data and add the record to the table.
6.2.3 Schedule
The Schedule section sets the start and end dates for a task (the duration of the particular task). If a task is to
start and end on the same day, enter the same days in both fields. For tasks that take 2 days or longer to
complete, enter the appropriate dates. The Schedule section will keep providing reminders at recurring
intervals that you can set yourself (Figure 6.7). This is very useful so that you do not need to add tasks
multiple times. For example, if you need to clean a valve every month, you need to enter the task only once
CUPSS User's Guide
74
-------
with information describing how often it should be repeated; the task will appear on your calendar once a
month. After the initial setup and entry of tasks, the calendar will provide a complete picture of the operation
and maintenance tasks.
r
-Schedule- = - ----- -
"Task Start/End Date 104/15/2008 "FJ - 104/15/2008 hj &
Completion Date 105/02/2008 "k); F Pop-up Reminder 0
Frequency
Weekly
* Recurrence End Date [Empty
"Select Recurrence
C Every |l ฑj dayfe)
C Every |l __ rrj week(s) on
C Day fl ^j of every
O
9
[Select Day
fl 3 month(s)
C, The (SelejJ | Select Day jj every fl ^ month(s)
C Every (select Month TJ'f* 3
C The |SelejJ |Select Day jj of |Select Month ^J
Figure 6.7 Schedule section
Table 6.4 describes the fields for the Schedule section.
Table 6.4 Fields available in the Schedule section
Field
Task Start Date*
Task End Date*
Target Completion Date
Pop-up Reminder
Frequency
Recurrence End Date*
Select Recurrence*
Daily Recurrence
Weekly Recurrence
Monthly Recurrence
Annual recurrence
Description
Select a start date for the task duration from the dropdown menu.
Select an end date for the task duration from the dropdown menu
Indicate the day on which the task was completed from the dropdown menu.
Check the box if you want a popup reminder for this task
Indicate the frequency with which this task occurs.
Indicate the last date on which the task will occur for items that occur repeatedly. If
you do not wish the task to end, pick a date far in the future. Use one such date for all
'never-ending' tasks. As this date approaches, you can update the task field
The choice selected for task frequency determines which radio buttons are activated
for the Select Recurrence field.
Indicate how often the task should occur.
Indicate how often the task should occur.
Indicate how often the task should occur.
Indicate how often the task should occur.
* Indicates a required field.
6.2.4 Optional Parts Information
This final section of the O&M task input popup allows you to keep track of information such as which parts came from which
manufacturers and suppliers, at what cost (
Figure 6.8). This information will be useful to you when you want to get in touch with the manufacturers and
suppliers with questions about their products or, if necessary, requests for replacement parts.
CUPSS User's Guide
75
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Manufacturer/Supplier | Select Manufacturer - Supplier
OR Add New Manufacturer / SuDDlier
Parts Name |
Parts Number |
Parts Cost JO.OO rf]
Labor Maint Cost jo.OO ,^j
:F|| 0 ;
0
JO
a
Add 0
ป Man/Sup I ! Name ' i! Number Cost"" IfLabor " * "||
Figure 6.8 Optional Parts Information section
Table 6.5 shows the fields available in this section.
Table 6.S Fields available in the Optional Parts Information section
Field
Manufacturer or Supplier
Parts Name
Parts Number
Parts Costs
Labor or Maintenance Cost
Description
Select the manufacturer or supplier from the dropdown menu. If the manufacturer is
not an option in the dropdown menu, click the "Add New Manufacturer / Supplier*
link to open the Manufacturer and Supplier term (
Figure 6 9).
Indicate the name of the part
Indicate the part number
Indicate the cost of the part (in U S. dollars). NOTE Do not add commas or dollar
signs in the text box.
Indicate labor or maintenance cost for replacing the part. NOTE Do not add
commas or dollar signs in the text box.
When you finish entering data for a new manufacturer or supplier in the Manufacturer and Supplier form, click the "Save
and Close" link at the bottom of the form to save the data and close the form. Or, click the "Cancel'' link to exit the form
without saving data (
Figure 6.9).
CUPSS User's Guide
76
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Task Details
-nanuraciurer ana supplier
^^^D5ฃTTTTTฃT77TT771 Select Existing Manufacturer DIY1
OR (Enter Other
* Supplier (Select Existing Supplier l^f O
OR (Enter Other
Address |
- ~ -
City, State, Zip |
Phone, Fax |
i
i:
{(Select State hj | |,
-
Li 1
(*) Required Fields
Save and Close | Cancel
Figure 6.9 Manufacturer and Supplier form
When you finish entering data for a particular part, click the "Add" link to add the record to the table. Right-
click on the added record to edit it.
When you have finished entering data into the task form, click "Save and Close" to save your data and close
the form or click "Print Work Order" to save your data and print a copy of the task form or your records, if so
desired. Click "Cancel" to close the Task Details form without saving your data. Click "Delete" to remove the
task from your calendar (Figure 6.10).
Save and Close | Cancel | Print Work Order [
Figure 6.10 Links at the bottom of the Task Details form
6.2.5 Print Work Order
Click "Print Work Order" at the bottom of the Task Details form to print a copy of the task form (work order)
with your inputted records. This will open an .rtf document in your default word processor, which you will be
able to print on your printer (see Figure 6.11).
CUPSS User's Guide
77
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WorkOrdei
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m nu tioturtr ' Oup pllปr
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Figure 6.11 Generated Work Order document
6.3 Additional Features
6.3.1 Print Blank Work Order
If you find it easier to list tasks using pen and paper, you can print out a hard copy of the Blank Work Order. A
copy of this work order is also available in the Getting Started with CUPSS Workbook and Appendix B of this
guide. Use the "Print Blank Work Order" link at the top of the My O&M module to open the form (Figure
6.12).
CUPSS User's Guide
78
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New Task
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Optional Parts Information
Hanutacfti re rf supplier
Pant rume
nrti number
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Labor Halntinance Coiti
Figure 6.12 Blank Work Order form
Take Note! The Blank Work Order is available as a Rich Text File (.rtf). When you click the "Print
Work Order" link, the file will open in the default word processing application on your
computer (Microsoft Word, for example).
6.4 Search/Print
Click on "Search/Print" at the top of page to open the Search and Report window. Section 5.5 describes how
to work with the search fields and results page.
6.5 Training and Help
For help with the form fields, click the "Training" link at the top of the My O&M module to view Flash
Tutorials that provide a brief walk-through of this section. Click the "Help" link to display an indexed version
of the CUPSS User's Guide.
CUPSS User's Guide
79
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7 My Finances
Why Use Asset Management?
Seattle Public Utilities describes the benefits of asset management: "Asset management
penetrates nearly every facet of our capital and operational resource allocation decision-
making."
The My Finances module is designed to help you determine your yearly
revenue and expenses and to provide data that will be used in the My
Financial Check Up Report (see Section 8.2 for more information about
Check Up Reports).
Using this module will help you shift from a reactionary management
strategy to a more informed, considered approach. It will also provide critical
information to help you set rates and develop a sound financial plan.
To enter the My Finances module, click the "My Finances" button in the
navigation pane or click the "Enter My Finances" link from the My Home
page. This opens the My Finances page (Figure 7.1).
J*2*** Check Up Program for Small Systems sot-upi switch utility i create UMMHOIPI Training i
Benefits to My Utility
CUPSS includes your financial
information in the My CUPSS
Asset Management Plan and uses
it in helping develop the 10 year
projections. This information will
also be useful in developing the
Financial Strategy section of the
My CUPSS Asset Management
Plan.
. My
CUPSS Pli
Beauty View Acres Subdivision - DW Finances I
Print Blank Worksheet
The My Finances section tlows you to enter expense and revenue Information in mftiple common categories
(*) Indicate* required Heidi
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-------
7.1 Adding Data to the My Finances Page
There are three ways to work with information within the My Finances page. You can
1. Add new data for past, current, or future years
2. View and edit data for a year with existing data
3. Pass data from a previous year to the next year
7.1.1 Add New Data
To add new data, use the "Enter a new year" dropdown menu to select a year (Figure 7.2). This dropdown
menu includes all years for which there are no existing data.
Beauty View Acres Subdivision - DW Finances ] Print Blank Worksheet
The My Frances section allows you to enter expense and revenue information in multiple common categories. 0
(*) Indicates required folds ^^^_^
Select Previous Vear |setectay!^| Or * Enter new year [select a year |^|
1 Enter total cash-ซi-bปd O | j *"! interest rale
Figure 7.2 Using the dropdown menu to select a year
Once you have selected a year, all data entered in the form will apply to that year. When you are done entering
data for a given year, click "Save and Return Home" to save your data and return to the My Home page, or
click "Save and Add a New Year" to save your data and clear the form in preparation for selecting another
year to work with.
Take Note! Be sure to save your data before switching years or exiting the My Finances module! If
you do not use one of the save buttons at the bottom of the form, all new data will be lost.
7.1.2 View and Edit Data for a Year with Existing Data
If you have already entered data for a given year, you can view and edit these data by selecting the year from
the "Select Previous Year" dropdown menu (Figure 7.2). This dropdown menu contains all years for which
there are existing data. Once you select a year, the form will refresh to show all data that exist for that year.
You can now view and edit the data for the selected year.
When you are done modifying data for this year, click "Save and Return Home" to save your data and return
to the My Home page, or click "Save and Add a New Year" to save your data and clear the form in preparation
for selecting another year to work with.
Take Note! Be sure to save your data before switching years or exiting the My Finances module! If
you do not use one of the save buttons at the bottom of the form, all new data will be lost.
7.1.3 Import Data From a Previous Year
If you have already entered data for a given year, you can pass the data to the next year using the "Import Data
From Previous Year" button (Figure 7.2). For example, if you entered data for 2004, you can pass all revenue
and expense data from that year to 2005 (the next chronological year). Use this feature to save time when you
start data entry for a new year.
To pass data from one year to the next, use the "Enter a New Year" dropdown menu to select a year. Next,
click the "Import Data From Previous Year" button. The form will refresh to show the data available from the
previous year. You will receive a message confirming that the data have been transferred. You can now edit or
add data using the form fields.
CUPSS User's Guide 81
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Take Note! Be sure to save your data before switching years or exiting the My Finances module! If
you do not use one of the save buttons at the bottom of the form, all new data will be lost.
Take note: Once you enter data for a given year, you can no longer use this feature to pass data into it. If, using
the previous example, there are any data stored for 2005, the year will not be available to pass data into
because it will no longer be listed in the "Enter a New Year" dropdown menu.
The year you select must be the year after a year for which there are existing data. If you select 2005
and there are no preexisting data for 2004, you will receive an error message and no data will be
transferred.
Once you pass data using this method, you can edit and add data as needed to accurately show the financial
status of the new year.
7.2 Data Entry Fields
Once you have selected a year to work with, it is time to edit and add new data to the form. In the upper
section of the form, you are prompted to enter your available cash on hand at the end of the selected year and
the interest rate you receive on that pool of money (Figure 7.2). The lower section of the form is where you
enter information on revenue and expense line items (Figure 7.3). Table 7.1 describes die fields in this section
and how to use them.
"TypaofColl
^Budgeted amount O Aclml ftrooont O IntUlloiiO
jSeject a type cfcost
r ~~~.
_
13 *i
i'*i
md Select Type of Cost |5eled 4 fype of co*
AJd another Line Ite
Expense Budgeted Actual Inflitton Rjte
Tola! Enpensesi fj
Total Revenues! Q
* and Add Anothei for
Figure 73 Lower half of the My Finances activity window
Table 7.1 Fields available on the My Finances page
Field Label
Enter total cash-on-hand*
Interest rate
Type of Cost*
Description
Enter a dollar figure to show how much cash is available to your utility. This
number should include all liquid assets. NOTE Do not add commas or dollar
signs in the text box
Enter the interest rate you receive on your total cash on hand (or an average, if
different pools of money receive different interest rates). Enter the number in
the form of a decimal (".03ฐ for a 3% interest rate, for example). NOTE: Do not
add commas or percentage signs in the text box
Use the dropdown menu to indicate the type of expense or revenue for this line
item. You must select one of the revenue or expense subcategories; you
cannot select "Revenue" or "Expense" because these are only placeholder to
indicate general categories. See Table 7.2 for a description of the options
available here. If none of the options listed in the dropdown menu are
CUPSS User's Guide
82
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Field Label
Enter Other and Select Type of Cost
Budgeted Amount
Actual Amount
Inflation
Description
appropriate, select "Other" and use the Enter Other and Select Type of Cost
fields to add a new line item category.
Enter an additional cost category in the text field and use the dropdown menu
to select what type of cost it is. Once you save the data in the form, new cost
categories are added as options to the Type of Cost dropdown menu.
The amount of monies anticipated to complete a task NOTE: Do not add
commas or dollar signs in the text box.
The actual amount of monies that accomplishing the task cost NOTE: Do not
add commas or dollar signs in the text box.
The increase in the cost of completing a task due to inflation. NOTE: Do not
add commas or percentage signs in the text box
* Indicates a required field.
Table 7.2 Options available in the Type of Cost dropdown menu
Type of Cost menu option
Description
Revenue: Funds earned by the system through the sale of water or by other means
Revenue from user rates
Revenue from grants
Revenue from loans/bonds
Transfer from reserve fund
Interest
Other Revenues
One-time fees
Bulk sales
Contract sales
Product sales
Other
Revenue collected from customers for providing water and wastewater services
or other utilities provided.
Revenue from grants
Revenue from loans/bonds
Money transferred from a reserve fund
Revenue provided to your utility from a fixed charge, usually a percentage of the
total amount, you receive from any of your accounts
Select one of the following options:
Revenue from one-time fees
Revenue from bulk sales
Revenue from contract sales
Revenue from product sales
Select 'Other* if you wish to add a new revenue category using the field below
the dropdown menu. New entries are added to the "Other Revenues" category
once the data are saved
Expense: Money spent by a company or facility to continue its ongoing operations
Operating Expenses
Maintenance
Equipment Costs
Salaries and Benefits
Supplies
Chemical
Contracts
Utilities
Select one of the following options:
An expense incurred for all technical and associated administrative actions
intended to retain an item in, or restore it to, a state in which it can perform its
required function.
Cost of regular maintenance and repair of equipment Also includes expenses
on equipment leased to operate the system.
An expense incurred for personnel costs for administrative and maintenance
staff and their operating functions as well as medical insurance, retirement,
vacation, etc.
Supplies
Materials used for treatment necessary to make water safe to dnnk.
Contracts
An expense for services such as gas, electricity, telephone, water and sewer
that are provided to your facility for normal use.
CUPSS User's Guide
83
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Monitoring and Testing
Emergency
Rent or Mortgage
Insurance
Services
Training Costs
Billing Costs
Fees
Security
Capital Improvements
Debt Payment
Capital Reserve Contribution
Emergency Reserve
Contribution
Other
The process of assuring the water treatment process is effectively cleaning the
water
Emergency expenses
Non-personnel cost for operating your office
The money you set-aside for insurance for your utility
An expense incurred to provide safe drinking water or wastewater treatment to
customers by your facility
Costs associated with continued education, conferences, and certifications for
supporting staff
Costs associated with meter reading mailing of bills and processing of returns
Fees
The money spent on establishing secunty for the utility to meet any regulatory or
safety requirements
Capital improvements
Debt payment
Capital reserve contribution
Emergency reserve contribution
Select "Other" if you wish to add a new expense category using the field below
the dropdown menu New entries are added to the 'Other Revenues0 category
once the data are saved.
Click the "Add Another Line Item" button to add the current line item to the revenue or expense table and to
clear the fields. Do this as many times as needed to enter each revenue and expense for your utility. You can
select the line item's type of cost from the existing types. Or you can add other cost types as a revenue cost
type (to represent income to your utility) or as an expense cost type (to represent costs incurred) to ensure that
the cost is taken into consideration when calculating utilities revenue and expenses for the selected year.
When you are done entering revenue and expense line items for a given year, click "Save" to save your data or
click "Save and Add a New Year" to save your data and clear the form in preparation for selecting another
year to work with.
Take Note! Be sure to save your data before switching years or exiting the My Finances module! If
you do not use one of the save buttons at the bottom of the form, all new data will be lost.
7.3 Additional Features
The My Finances page has several additional features to help you visualize the financial history of your utility
and to get help with the data entry forms.
7.3.1 Graph Your Financial Data
Click the "Graph It" button to open a window that shows the financial record of the utility. This graph shows
aggregated totals for actual and budgeted revenue and expenses for each year for which there are data (Figure
7.4).
CUPSS User's Guide
84
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My Finances
0011
0013
0012
0011
0010
0000
2 0008
ฃ0007
m
U OOM
0005
0004
0003
0002
0001
0000
2007
Year
2008
|-o-Actual Revenue - Budgeted Revenue -a-Actual Expenses Budgeted Expenses)
Figure 7.4 Graph of actual and budgeted revenue and expenses
Take Note! The y-axis on the My Finances graph is in millions of dollars; therefore, $100,000, for
example, will appear as $0.1 million.
7.3.2 Print Worksheet
If you find it easier to list revenue and expense categories using pen and paper, you can print out a hard copy
of the Finances worksheet (Figure 7.5). A copy of this worksheet is also available in the Getting Started with
CUPSS Workbook and Appendix B of this guide. Use the "Print Worksheet" link at the top of the My Finances
module to open the form.
CUPSS User's Guide
85
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Finances
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^l
Revenue
Revenue from user rates
Revenue from grans
Revenue from loans/bonds
Transferf ram reserve fund
Interest
Other Revenues (Total)
D Onetime fees $
D Bulksales $
Other
ป
ป
ป
ป
ป
ป
D Contract sabs *
D Product sales ป
Total Revenue
ป
9
Expenses
Operating Expenses (Total)
D Maintenance $
D Salaries . wages, benefts $
D Chemcals $
D Uilrtes $
D Emergency $
D Insurance $
D Training Costs $
DFees $
Capital Improvements
ป
D Equipment *
D Supplies *
Q Contrasts %
D Monitoring Stestmg *
D Rent or mortgage *
D Services *
D Billing Costs ป
D Security *
Debt Paymeit
Capital Reserve Contnbilion
Emergency Reserve Connbutnn
Other
Total Expenses
ป
ป
ป
$
*
9
Figure 7.5 Finances worksheet
Take Note! The Finances worksheet is available as an .rtf file. When you click the "Print
Worksheet" link, the file will open in the default word processing application on your
computer (Microsoft Word, for example).
7.4 Training and Help
For help with the form fields, click the "Training" link at the top of the My Finances module to view Flash
Tutorials that provide a brief walk-through of this section. Click the "Help" link to display an indexed version
of the CUPSS User's Guide.
CUPSS User's Guide
86
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8 My Check Up
Why Use Asset Management?
The City of Portland has recently started using asset management to analyze the life of its
assets. The City describes how asset management vastly altered its long-term plans:
"We have more than 400 miles of cast iron pipe installed before 1915. If we assume a
standard engineering life of 100 years, we would have to plan for a huge replacement
investment. We used failure curve analysis and historic leak and break data to
estimate the useful life of old cast iron pipe. We concluded that the useful life was at
least 2 50 years; while there are many assets that require attention, most of our old
cast iron pipe should serve our needs far into the future."
Determining an asset's remaining life is a complex process. CUPSS uses a simple approach and
doesn't make a lot of assumptions. The information that CUPSS uses to help estimate the
remaining useful life includes the estimated useful life value, the installation year, and the
condition rating. See Appendices C and D for descriptions of the calculations used in the My
Finances and My Inventory modules.
CUPSS generates two customizable reports: My Asset Check Up Report and
My Financial Check Up Report. The My Asset Check Up Report allows you
to generate a targeted report showing assets for a specific utility that have a
particular status. The My Financial Check Up Report provides a
comprehensive look at the financial status of your utility and helps you see
future needs for annual revenue and reserve funds. These reports provide a
Benefits to My Utility
CUPSS reports can be used to
present the information found in
CUPSS in an organized fashion to
your community decision makers
and stakeholders.
great foundation for your utility and are extremely customizable for your personal needs.
To work with these reports, click the "My Check Up" button. This opens the My Check Up module (Figure
8.1).
CUPSS User's Guide
87
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CUFft
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Beauty View Acres Subdivision - DW Checkup Report* J
CUP55 can genet ate two "Check Up" Reports to help you anaVie the data entered rto CUP55. These reports can help you
communicate with local decision makers and are the Fist step to developing an asset mwwoement plan
My Asset Check Up Report
View and customize your prioritized hst of assets.
My Financial check Up Report
View and customize budget predcMns of up to ID years h the future
Figure 8.1 My Check Up options
8.1 My Asset Check Up Report
Click on the notepad and pencil icon (on the left) to open the My Asset Check Up Report page (Figure 8.2).
From this page, select the options you wish to include in your My Asset Check Up Report. Table 8.1 describes
the fields available on the My Asset Check Up Report page.
I Beauty View Acres Subdivision - DW Asset Inventory Report
Select from tha criteria below to customize your Asset Check Up Report and dick Tnrt Report".
Select Utility
UchntaiBtho Report JAO Assets
Select Ami Status to Include
Acbve
Not in Use-Abandoned
Not in Use-Back Up
Future Investment
Figure 8.2 My Asset Check Up Report options
CUPSS User's Guide
88
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Table 8.1 Fields on the My Asset Check Up Report page
Field
Select Utility
Include in the Report
Select Asset Status to Include
Description
Select the utility you wish to add to the report
Use the dropdown menu to indicate whether to include only the high-risk
assets (based on consequence of failure) or all assets in the report.
Select one or more asset status categories to include on the report Hold
down the Ctrl key to make multiple selections.
When you have finished making your selections, click "Print Report" to generate the report.
Take Note! The My Asset Check Up Report opens as a Rich Text Format (.rtf) document in your
default word processor, which you will be able to print on your printer. To make the
charts shown in the reports larger, use your mouse to drag the top, bottom, left or right
image borders. You can also change the page layout from portrait to landscape to view
different sections of the report in a wider format.
8.2 My Financial Check Up Report
Click on the checkbook and calculator icon to open the first page of the My Financial Check Up Report form
(Figure 8.3).
ฃ55** Check Up Program for Small Systems
Sซl-up | Switch Utility | Creซป User | Help I Training | Exit
Beauty View Acres Subdivision - DW, Financial Checkup Report ]
Select from the criteria below to begn customizing your Financial Check Up Report. Then cbck "Save and Continue*.
(*) Iiufcc^lii required fieUf
4 q. 1 cupss slows you to select the year that you would like the My Financial Check Up Report
step 1. |o UJe flj tne jtamng pomt to provide a 10 year projection on the planned finances of your utility:
(select Year jj C use Actual Costs C Use Budgeted Costs
* Qron "> CUPSS allows you to enter an average growth based on how your community is Q
3iep /., eK|)ectedtagrol,overtneneHti0yearIi p|ease select one of the following:
(? Use CUPSS average growth of 5% to be applied to aD years
P Enter an aver age annual growth f oral years predicted | |%
r. Enter annual growth for each of the years.
2009 | j% 2010 | |% 2011 | ~j% 2012 [^|*M> 2013
20H | 1% 2015 | j% 2016 | 1% 2017 | |% 2018
I Cl-on *) CUPSS allows you to enter an mflatlon rate In order to make this model more
ปiep O. arcuate. 0^,^ se|ed one of the foDomng:
-------
improvement needs based on asset consequence and probability of failure (from the My Inventory module),
and some additional information entered here, in the My Financial Check Up Report pages. Information
collected on the first page accounts for the year that you determine as your starting point (Step 1), the
mticipated growth of your system (Step 2), and anticipated cost increases due to inflation (Step 3). The second
page brings all of these pieces together to help you understand the current and future financial situation of your
utility.
8.2.1 Future Growth and Inflation
On the first page of the My Financial Check Up Report, you will determine your starting point, which values
to use for growth (how much your customer base will increase or decrease in a given year), and inflation.
8.2.1.1 Step 1: Starting Point
The first step is to determine a starting point that you would like the My Financial Check Up Report to use to
provide a 10-year projection of your utility's planned finances.
1. Select the year you would like to use as your starting point.
2. Select whether you would like to use Actual Costs for that year or Budgeted Costs.
#Cfpn i CUPSS allows you to select the year that you would like the My Financial Check Up Report
" ' to use as the starting point to provide a 10 year projection on the planned finances of your utility:
[select Year [ฃj O Use Actual Costs Q, Use Budgeted Costs
Figure 8.4 Step 1 of My Financial Check Up Report
8.2.1.2 Step 2: Growth
Determining a rate of growth for your customer base helps you predict future operating costs for your utility.
Step 2 has three options for selecting or determining future growth (Figure 8.S):
I. Use an average annual growth of 5% to be applied to all years (based on the census average for the
entire United States)
2. Enter an average annual growth for all years predicted
3. Enter an annual growth for each of the years (year 1 through year 10).
Take Note! If you select the second or third option, you must enter a value in the available fields
(even if you anticipate zero or negative growth).
*cj-pn o CUPSS allows you to enter an average growth based on how your community is
^ expected to grow over the next 10 years. Please select one of the following:
(> Use CUPSS average growth of 5% to be applied to all years.
0 Enter an average annual growth for all years predicted. I |i%
t ii
O Enter annual growth for each of the years.
2009 % 2010 % 2011 % 2012 % 2013
2014 I l'% 2015 | |% 2016 { |j% 2017 | |% 2016
Figure 8.5 Step 2 of My Financial Check Up Report
CUPSS User's Guide 90
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8.2.7.3 Step 3: Inflation
In Step 3, you can enter an inflation rate to increase the accuracy of the model. There are four options for
selecting future inflation rates (Figure 8.9):
1. Use an average inflation of 3% to be applied to all years
2. Enter an average inflation to be applied to all years
3. Enter an average inflation for each year (year 1 through year 10)
4. Use the inflation values entered for each expense entered in the My Finances module. (You can use
this option only if you included inflation rates for the expense line items in the My Finances module.)
Take Note! Do not add commas or percentage signs in the text boxes.
CUPS5 allows you to enter an inflation rate in order to make this model more Q
. accuratei P|ease se|ect one of the following:
(?< Use CUPSS average inflation of 3% to be applied to all years.
: O Enter an average inflation to be applied to all years. | | %
C Enter an average inflation for each year.
2009 I |.% 2010 | j;% 2011 | |% 2012
2014 | |'% 2015 ) |,% 2016 | |% 2017
C Enter an inflation value for each expense within the My Finances;
Figure 8.6 Step 3 of My Financial Check Up Report
If you select "Enter an Inflation value for each expense within the My Finance" option under Step 3, you will
see all the CUPSS expenses entered for a particular year that was selected under Step 1. Enter the inflation rate
by double- or right-clicking on the Inflation Rate column of a particular expense item. If inflation rates already
exist, review what you have entered and click the "Save and Continue" button. CUPSS will use the average
inflation rate for all expenses for all 10 years in the My Financial Statement on the next screen.
CUPSS User's Guide 91
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Check Up Program for Small Systems SeUjp|Switch utitity iCreitcuปcr|HoipiTrtinmQiExit
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Beauty View Acres Subdivision - DW, Financial Check Up Report ]
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Other Revenues
Maintenance
Salaries, wages, benefits
Suppbes
Utilities
Insurance
Billing Costs
Fees
Capital Improvements
Capital Reserve Contribution
Taxes
storage tank
13860.00
20000.00
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3.00
3.00
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Figure 8.7 Step 3 of My Financial Check Up Report
When you are finished making selections for growth and inflation, click "Save and Continue" to continue to
the next page (Figure 8.8).
Save and Continue
Figure 8.8 "Save and Continue" button
8.2.2 My Financial Statement
The second page of the My Financial Check Up Report pulls together all the financial data entered in CUPSS
to present a comprehensive financial picture for your utility. This page is divided into three windows:
1. My Financial Projections
2. Ratios
3. Financial Projection Summary Graph
Once you have edited the data on this form to your satisfaction, click the "Generate Report" button at the
bottom of the form to generate the My Financial Check Up Report.
Take Note! The My Financial Check Up Report opens as an .rtf document in your default word
processor, which you will be able to print on your printer. To make the charts shown in
the reports larger, use your mouse to drag the top, bottom, left or right image borders.
You can also change the page layout from portrait to landscape to view different sections
of the report in a wider format.
CUPSS User's Guide
92
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The following sections describe how to work with and interpret each window of the form.
8.2.2.1 Financial Projections Window
The Financial Projections window shows predicted values of both revenue and expenses for your utility, using
the numbers provided on the previous page and the information entered in the other CUPSS modules (Figure
8.9). CUPSS provides the ideal, most aggressive suggestions for you to follow. To use a more realistic,
conservative approach, you have the ability to override the recommended replacement dates and adjust
expected revenues and expenses to find the perfect balance for your utility by editing some of the fields
directly. Table 8.2 describes each of the fields on the form and explains how to work with the numbers (where
possible).
Take Note! All equations used in the My Financial Check Up Report are described in Appendix C.
Beauty View Acres Subdivision -
OW, Financial Checkup Report
This screen allows you to Fine-tune your budget projections.
.1
Inflation
Growth
Cash On rla nd & Reserve Fund
Annual Operating Eปpenses
Ca pita 1 Im prOvementf
Annual Debt Payment
Capita (Reserve
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Figure 8.9 Financial Projections window
Take Note! When you are finished editing the information within the Financial Projections window,
be sure to click the "Save and Continue" button at the bottom of the form to save the
changes. If you don't, all changes will be lost when you leave the My Check Up module.
Table 8.2 Fields available on the Financial Projections form
Field
Inflation
Growth
Description
The inflation rate shown for each year is based on the selection from Step 3 of the
previous page (see Section 0 for more information about selecting an inflation rate)
The growth rate shown for each year is based on the selection from Step 2 of the
CUPSS User's Guide
93
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Cash on Hand
Annual Operating Expenses
Capital Improvements
Debt Payment
Capital Reserve
Emergency Reserve
Total Annual Cost of Doing
Business
Revenue from Fees
Revenue from Grants
Revenue from Loans
Revenue from Loans: Amount
Revenue from Loans Year
Term
Revenue from Loans1 Rate
Savings Withdrawal
previous page (see Section 8.2.1.2 for more information about setting a rate of
growth).
This number comes from the My Finances module Numbers from subsequent years
are based on the interest rate indicated in the My Finances module.
This is a sum of all line items from the My Finances module categorized as expenses.
Click the linked numeric value to open the My Finances module Here, you can edit
line items to change the number displayed in the Financial Projections window When
you have finished modifying the data, click "Save Report" to return to the My Financial
Projections window.
This is a sum of the costs required to replace assets that have reached the end of
their life-expectancy. These costs are allocated to the year in which the asset is due to
be replaced. Click the linked numeric value to open the Capital Improvements page
within the My Inventory module. When you have finished modifying the data, click
"Save and Return* to return to the Financial Projections window.
This is a sum of all line items in the My Finances module categorized as debt
payments plus any loan expenses.
Use this field to indicate the amount of money needed each year to account for future
asset replacement costs. See Appendix C for more information on how to calculate
this value. NOTE. Do not add commas or dollar signs in the text boxes.
Use this field to indicate how much money is available in your emergency reserve
fund. CUPSS recommends that 25% of annual operation expenses be set aside in an
emergency reserve fund. NOTE: Do not add commas or dollar signs in the text boxes.
This field shows the estimated operation costs for each year
For the current year:
This is the sum of all line items in the My Finances module categorized as 'Revenue
from User Rates."
For future years:
Estimate the amount of revenue expected from fees.
NOTE: Do not add commas or dollar signs in the text boxes
For the current year.
This is the sum of all line items in the My Finances module categorized as "Revenue
from Grants."
For future years
Estimate the amount of revenue expected from grants.
NOTE Do not add commas or dollar signs in the text boxes.
For the current year
This is the sum of all line items in the My Finances module categorized as "Revenue
from User Rates."
For future years.
Use the "Amount," "Term," and "Rate" fields to estimate the total amount of revenue
expected from loans.
NOTE: Do not add commas or dollar signs in the text boxes.
Enter the total amount of all outstanding loans. NOTE: Do not add commas or dollar
signs in the text boxes.
Enter the term for all outstanding loans NOTE: Do not add commas or percentage
signs in the text boxes.
Enter the rate expected for all outstanding loans. NOTE: Do not add commas or dollar
signs in the text boxes.
Indicate the amount of money you expect to withdraw from savings for each year
NOTE: Do not add commas or percentage signs in the text boxes.
CUPSS User's Guide
94
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Other Revenue
Revenues Surplus/Deficit
For the current year:
This is the sum of all line items in the My Finances module categorized as "Other
Revenue.*
For future years.
Indicate any additional revenue expected for each year
NOTE Do not add commas or dollar signs in the text boxes.
This field shows the annual expected surplus or deficit based on the values entered in
the fields above
As with all CUPSS modules, the more complete your data are, the better the predictions of the financial status
of your utility will be. Take some time to research and enter relevant information to get the most
comprehensive picture of your current and future monetary situation.
Again, remember to save the information entered in the Financial Statements window by clicking "Save
Report" at the bottom of the form.
8.2.2.2 Ratios
The Ratios window provides a visual representation of the Operating, Debt,
Sales, and Expense ratios (Figure 8.10).
Ratio's I
I Ytซ. I Opeutt I [WhM Site
2.O3
1.97
0.09
0.09
1.92 0.09
1.87
1.81
1.76
1.72
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0.09
J
Benefits to My Utility
CUPSS ratios provide you with a
quick summary of the financial
health of your utility.
Operating Ratio (Operating
Revenue/Operating Expense)
The operating ratio demonstrates the relationship between operating
revenues and operating expenses. A high ratio indicates that the
organization has achieved operating efficiency by keeping expenses
low relative to revenue.
Debt Ratio (Total Liabilities/Total Assets)
The debt ratio measures the amount of debt being used by the
organization. A ratio of 0.6 means that 60% of operations have been
financed with debt and the remaining 40% have been financed by
equity.
Sales Ratio (Sales/Total Revenue)
The sales ratio measures the percentage of total revenue that is made
up of sales from operations. A low ratio indicates that the
organization is overly reliant on outside funding.
Figure 8.10 Ratios window
Expense Ratio (Operating Expense/Total Expense)
The expense ratio measures the amount of operating expenses compared to total expenses. A high ratio
indicates that most expenditures are for operations, leaving the remaining balance for non-operating costs
(such as debt service and capital improvements). If the non-operating balance is small, the utility is not likely
to meet all of its capital-related expenses, which might cause the system to deteriorate more rapidly.
Green circles indicate a healthy ratio and yellow a moderately healthy ratio; red circles might indicate
underlying concerns. This window is another way to visualize the financial health of your utility. See
Appendix C for more information about how these ratios are calculated.
CUPSS User's Guide
95
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8.2.2.3 Financial Projection Summary
The third window on the Financial Statement page shows an image of the Financial Projection Summary
graph. Click on the graph to open a larger version (Figure 8.11).
Financial Projection Summary
25.000
25.000
50.000
75.000
100.000
125.000
-150.000
175.000
i r * " ซ
- ; /
^ /
\ /
\ /
V
Y
2008 2010 2012 2014 2016 2018
Year
-Revenue -- Cost of Doing Business D Surplus /Deficit)
25.000
25.000
-50.000
-75.000
100.000
125.000
-150.000
175.000
Figure 8.11 Financial Projection Summary graph
This graph shows the projected revenue, cost of doing business and surplus/deficit ratio for the next 10 years.
The graph is just another way to visualize the financial status of your utility.
Take Note! To make the Financial Projection Summary Graph popup larger (and show a shorter
year sequence), use your mouse to drag the top, bottom, left or right image borders.
Training and Help
As mentioned above, the buttons at the bottom of the screen are important to the functions of the module
(Figure 8.12). Click "Previous" to return to the first page of the form to change the starting year, growth rate
and/or inflation rate. Click "Save Report" to save information you have entered in the report; do this often.
Click "Generate Report" to open the Rich Text Format file containing the report.
Save Report
Figure 8.12 My Financial Check Up Report buttons
Generate Report
8.3 Training and Help
For help with the form fields, click the "Training" link at the top of the My Check Up module to view Flash
Tutorials that provide a brief walk-through of this section. Click the "Help" link to display an indexed version
of the CUPSS User's Guide.
CUPSS User's Guide
96
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9 My CUPSS Plan
Why Use Asset Management?
The Autumn Acres Mobile Home Subdivision in Delaware County, Indiana, is a small (34-residence)
community that used a basic two-well drinking water system. Because no Certified Operator was working
with the utility, the utility was out of compliance with state regulations. In addition, no water sampling
was being completed and the system was unable to afford the testing. The Indiana Department of
Environmental Management identified several problems with the utility, which eventually led to an asset
management review of the system.
Through the evaluation, the "system's owners/personnel realized that they could not afford to do the
sampling as well as the replacement cost of its infrastructure. Working very closely with the system and a
nearby town, A utumn A cres remains a public water system, except now they are a purchased water
system. By A utumn A cres connecting to the Town of Yorktown water system using a single meter and by
becoming a purchased water system, their cost of running the water system are reduced to an affordable
level for all residents."
My CUPSS Plan is a tool created to help you create a customized asset
management plan. This comprehensive feature draws information you have
entered throughout CUPSS and formats the information into a user-friendly
report. This tool is very useful because the final output is a clean, easy-to-
read report about the state of your specific utility. The finalized report will
provide an array of information both for you (to use internally to help better
manage your plan) and for decision makers who might not be familiar with
your utility.
9.1 Begin a New My CUPSS Plan
On the My Home page, click the "My CUPSS Plan" button to see the list of My CUPSS Plans already saved
(Figure 9.). Click on "Begin a New My CUPSS Plan" to start a new plan. Right-click on a previous version
and select "Edit Row" to make edits to the report (Figure 9.12).
Benefits to My Utility
CUPSS provides you with the
ability to create a single asset
management for up to 2 utilities.
CUPSS step by step wizard
provides boiler plate text to help
develop the Asset Management
Plan saving you time while
providing you with the flexibility to
create a customized plan. All of
the information previously entered
in CUPSS is referenced in the
plan.
Beauty View Acres Subdivision - DW CUPSS Plan ]
Click on the "Begin a new My CUPSS Plan" button to start a new plan. To view or edit a previous version, right elide on
the entry in the table below and select "Edit Row". If you would like to delete a previous version, select "Delete Row".
Begin a New MV CUPSS PU
Recent Version Changes
Crnr- r-
BDUNLEVY
BDUNIEVY
Bob 1
bdunlevy 1
4/3/2008
4/9/2008
Figure 9.1 My CUPSS Plan page
CUPSS User's Guide
97
-------
Check Up Program for Small Systems
AS) MV
.ป/ Finnco.
I [ Beauty View Acres Sufadivmori - OW CUPSS Plan]
Click on the "Begin a New My CUPSS Plan" button to start a new plan. To view or edit a previous venton, right click on
the entry n the table bebw and select "Edit Row" If you would Ute to delete a previous version select "Delete Row".
Recent Version Changes
Figure 9.1 Edit previously created My CUPSS Plans
Take Note! When beginning a new plan, you can select as many or as few utilities as desired to be
included in your comprehensive plan. Hold down the Ctrl key to select multiple utilities.
9.2 Plan Information
The next step is to enter specific information about this plan (Figure 9.2). When you have finished entering
data, click "Begin a New My CUPSS Plan" to continue.
Beauty View Acres Subdivision - DW Plan Information
Enter Plan Information
(') Indicates required Heidi
* Select UtiblvM you would Hce to
generate the plan tor
Beauty View Ages Subdivision - OW
Beauty View Acres Subdivision - WW
Beautyview Drifting Water
"Nairn [Michael Ader |
I
'VersionNumber |T
Notes
Date 4/15/0811:48 AM
Figure 9.2 Plan Information page
Table 9.1 shows the fields available on the Plan Information page.
Table 9.1 Fields available on the Plan Information page
Field Label
Select Utihty(s) you would like to generated the plan for
Name
Description
Select one or more utilities to add to the report. Hold down
the Ctrl key to make multiple selections.
Enter your name (format: 'First Name" "Middle Initial' "Last
Name') You can also enter your job title (e.g., Name - Job
CUPSS User's Guide
98
-------
Version number
Notes
Title)
If multiple versions of MY CUPSS Plans have been or will
be created, indicate which version number this plan is.
Enter notes if desired and/or necessary
9.3 My CUPSS Plan Wizard
There are seven items to fill out in "My CUPSS Plan Wizard" (Figure 9.3). Although this may seem daunting,
much of the information is pre-populated and the wizard will not require a large amount of effort on your part.
The seven steps are
1. Step 1-Utility Profile
2. Step 2 - Mission and Level of Service (LOS) Agreement
3. Step 3 - Critical Assets
4. Step 4 - O&M Strategy
5. Step 5 - Capital Improvement Plan (CIP)
6. Step 6 - Financial Management Strategy
7. Step 7 - Finalize Plan
Check Up Program for Small Systems s"
-up| Switch utility
raining iE*it
Inventory / O ft M
My '
Financii I
My
CUPSS Plan
[Beauty View Acres Subdivision - DW Utility Profile ]
1. UTILITY
PROFILE
2 MISSION AMD
LOS AGREEMENT
3 CRITICAL
ASSETS
4. O&M
STRATEGY
5.
CIP
6. FINANCIAL
MANAGEMENT STRATEGY
7. FINALIZE
Pi AN
Figure 9.3 My CUPSS Plan Wizard page
Take Note! It is important to remember to save the contents of your report after each step. To
complete the plan, click on "Save and Generate Plan." To continue working on the plan,
click on "Save and Continue" at the bottom of the page to move to the next step (Figure
9.4).
Previous ^H Save and Generate Plan ^1 Save and Continue > >
Figure 9.4 Saving My CUPSS Plan Wizard
9.3.1 Step 1 - Utility Profile
Three fields can be filled out in Step 1 (Figure 9.5). As you can see, CUPSS has already loaded some text into
your system. Where there are [brackets], the CUPSS program will replace the text you see below with
information specific to your utility. Read through the text and add anything that you think would be valuable.
1. Introduction
2. Utility Overview. Note that you are asked to list your customer categories. The schematic that
you create in My Inventory will also appear below the text.
CUPSS User's Guide
99
-------
3. Asset Management Team. Note that you are asked to enter the number of staff working on your
utility and to list active and support staff. Also enter each team member and his or her
responsibility on your team. This information is important because it will demonstrate authority
and identify key contact people.
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Figure 9.5 Utility Profile page
Be sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the fields.
9.3.2 Step 2 - Mission and LOS Agreement
Level of service (LOS) is the foundation of an asset management program. By
meeting or exceeding customer expectations, your utility greatly improves its
ability to recover the full cost of doing business.
It is worth taking the time to carefully consider short- and long-term goals in
conjunction with your My CUPSS Plan. This will help you establish best
practices, as well as prioritize and optimize everyday activities.
Benefits to My Utility
CUPSS allows you to define and
track your LOS goals so that you
can improve the service of your
utility and keep your community
happy.
CUPSS User's Guide
100
-------
It is important to consider multiple service areas, including regulatory compliance, when considering how the
utility will approach LOS. These areas include
Number of breaks per mile that are acceptable
Length of time from report of a leak or break until repair
Amount of notification (and method) prior to a scheduled shutdown
Amount of notification (and method) prior to a nonscheduled but nonemergency shutdown
Quantity of unplanned interruptions in service versus planned interruptions
Number of hours to fix the pipe break once on-site
System losses maintained at less than X% overall
Maximum system flow will be X gpd
Water pressure will be maintained throughout the system at X psi
Rates will be raised annually to avoid rate shock in the system
Rates will be reviewed annually
Storage capacity will be maintained at X gallons total
No water outage will be longer than X hours total
Customers will be notified of planned system outages at least X hours or X days before the
interruption
Customers will be notified at least X minutes prior to shutdown for an emergency condition,
unless life-threatening conditions cause a need for immediate shutdown
Water conservation will be instituted to reduce average daily use by X percent in Y years
The way the goals are stated is also important. Goals should be SMARTSpecific, Measurable, Attainable,
Realistic and Time-based. By using the SMART approach, a utility can not only set goals but also achieve
them. Use these concepts to implement SMART goals:
Specific
Well defined
Clear to anyone who has a basic knowledge of the utility
Measurable
Know if the goal is obtainable and how far away completion is
Know when it has been achieved
Attainable
Capable of being reached
Realistic
Within the availability of resources, knowledge and time
Time Based
Enough time to achieve the goal
Not too much time, which can affect utility performance
The table below lists examples of well-written, achievable LOS goals.
CUPSS User's Guide lo
-------
Table 9.2 Example Level of Service Goals
Example LOS Goals
System will meet all state and federal regulatory standards
Water losses will be maintained below 12%.
Under normal conditions, pressures will be maintained between 30 and 70 psi
No adverse event, not related to electrical failure or severe weather condition, will cause the customer to be without water
for more than 8 hours at a time
Unscheduled water supply interruptions will be reduced 5% per year until a 25% reduction has been achieved.
All customer complaints will be investigated within 2 business days of reporting the complaint
Customer will be notified of how well the system meets the LOS criteria on an annual basis.
Three fields can be filled out in Step 2 (Figure 9.6).
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Figure 9.6 Mission and LOS Agreement page
1. Mission Statement - The pre-populated text for the Mission Statement is shown below. If you have a
mission statement, replace the pre-populated mission statement with your own statement.
CUPSS User's Guide
102
-------
2. Level of Service Agreement - This section of the asset management plan provides information on the
obligations of the utility, as well as future performance goals. This information is important because it
identifies the utility's goals and how often those goals are achieved, an important measure that the
utility is being managed effectively. You need to input data as prompted, including information
regarding how often goal performance will be met and which aspects of the utility have Level of
Service Agreements. Additionally, as discussed above, you need to input your Level of Service goals
and the level at which that the goals will be met.
3. System Growth - The pre-populated text for System Growth is shown below. This section of the asset
management plan provides you with information on the expected growth of the utility. This will help
the plan reader gain a better understanding of future challenges. The asset management team should
enter information on expected growth. This information should discuss how the expected growth
would influence system requirements and how growth will be addressed in the capital improvement
plan (CIP) and in the utility's financial strategy.
Make sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the
fields.
9.3.3 Step 3 - Critical Assets
There is one field to be filled out for Step 3 (Figure 9.7).
1. U' "I*
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Figure 9.7 Critical Assets page
This section of the asset management plan provides information on the priority of distinctive assets within the
utility. This information is crucial because it provides the reader with a concise overview of the state of each
CUPSS User's Guide
103
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of the utility's critical assets, including information on the condition of the asset, the asset's consequence of
failure, the risk associated with the asset and the asset's targeted replacement date. The critical asset
assessment should be conducted using the parameters in the My Inventory section of CUPSS. Assessment
procedures are presented in the Appendix D. Enter information about what stage you have reached in the asset
management process (complete/in the process).
Table S.I in the Asset Management Plan lists assets critical to the sustained performance of the system. These
assets were ranked using the probability of failure (as a function of condition and redundancy) and the
consequence of failure. The diagram in Appendix A of your My CUPSS Plan considers these factors and plots
each asset on a diagram. In addition, Appendix A contains the details of each of the assets in the utility.
Make sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the
Critical Assets field.
9.3.4 Step 4 - O&M Strategy
There are two fields in the "O&M Strategy" page (Figure 9.8).
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Figure 9.8 O&M Strategy page
1. Operation and Maintenance -This section of the asset management plan provides information on the
operation and maintenance plan for the utility. This information is important because it will inform the
reader about the methodology used in determining when the utility needs to be repaired, replaced, etc.
Use this section to describe the rationale and features for the maintenance program, including any
routine or preventive practices and specific O&M challenges. In addition, you might want to describe
how you are using CUPSS to improve your O&M practices and indicate how often the maintenance
strategy will be revised and updated.
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2. Operation and Maintenance Strategy - This section of the asset management plan provides
information on the strategy used to better manage routine, preventive and emergency maintenance and
provides a summary of maintenance operations performed. Complete the bullets under each category
with information about completed maintenance, the methods used to complete the maintenance and
the rationale for using the methods. This information is important because it provides the reader with a
comprehensive overview of the operation and maintenance strategy and past completed tasks.
Make sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the
O&M fields.
9.3.5 Step 5 - Capital Improvement Plan (CIP)
This section of the Asset Management Plan provides information on the scope and cost of future projects. This
information is important because it allows the reader to gain an understanding of upcoming obligations and
resource needs. You will need to enter data on additional criteria that might be important to the Capital
Improvement Plan (CIP) where prompted by the "Enter Additional Criteria" text in the top field (Figure 9.9).
Note that there are several "Enter Additional Criteria" texts in the field.
Table 7.1 in the asset management plan provides the reader with an overview of upcoming capital
improvement projects and the financial resources that will be necessary to complete the projects.
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Figure 9.9 CIP Program page
Make sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the
CIP field.
9.3.6 Step 6 - Financial Management Strategy
This section of the asset management plan describes the financial condition of the utility and the utility's
strategy for future financing (Figure 9.10). As prompted, you will enter information specific to your utility,
including the expense over which it is capitalized, revenue sources, expenses and specific means for financing
large expenses. This information is crucial to the reader because it provides an overview of the state of the
utility's revenues and expenses and financial stability. The table below the text (Table 6.1 in the asset
management plan) provides a brief summary of the utility's finances.
CUPSS User's Guide
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Figure 9.10 Financial Management Strategy page
Make sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the
field.
9.3.7 Step 7 - Finalize Plan
There are two fields to be filled out in the Finalise Plan page (
Figure 9.11).
1. Action Plan - This section of the asset management plan compiles all the aspects of your utility that
require action, including objectives, targets, maintenance operations and improvements for successful
implementation of the asset management plan. No action is required in this section.
2. Review Schedule - This section of the asset management plan provides the reader with information as
to when the plan will be reviewed and updated. A regular review of the utility's information is
important, and having a set date for that review will increase the probability that the evaluation will be
completed. You should enter a date projecting when the next review of your utility's asset
management plan will occur (CUPSS suggests one year).
CUPSS User's Guide
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Check Up Program for Small Systems
Sซt-gp | Switch Utility | Create User | Help | Training | Exit
Inventory f DIM
Beauty View Acres Subdivision - DW Finalize Plan I
1. Ul'LIIY
RUCKLE
2. MISSION AMD
LOS AGRELMCM
3. CRITICAL v 4.0&M
ASSETS STRATEGY
5.
CIP
6. FINANCIAL
MANAGEMENT SIRAILGY
7. FINALIZE
PLAN
9.0 Action Plan O
The Beauty View Acrci Subdivision - OW Af iel Management Plan refers M many obfectim, targets, maintenance and nnprooemenii for ike
ulilily. Table 9-1 brings all these ideas together lo clearly identify the actions required to successfully implement the asset management plan.
Table 9.1. Action Items
9.1 Review Schedule O
The Beauty Vleu Acres Subdivision - OR Is/are scheduled lo renew this plan annually and update the community on new information and changes
onO4/15/2OOB
|(M/15/2008
I v| (CUPSS recommends once per year)
10.0 Appendices
Appendix A Financial History
Appendix B Ratios
Appendix C Glossary of Terms
Figure 9.11 Finalize Plan page
When you are done filling out all information in the My CUPSS Plan module, click "Save and Generate Plan"
to open an .rtf file of your customized asset management plan in your default word processor (Figure 9.12).
Clicking the "Save and Continue" button when on the Finalize Plan step saves your report and take you back
to the My CUPSS Plan page (Figure 9.). Clicking the "Previous" button takes you to the previous page.
Take Note! Information changed on a page before clicking "Previous" will not be saved; a popup
will notify you of this.
Previous ^H Save and Generate Plan ^B Save and Continue > :
Figure 9.12 My CUPSS Plan final buttons
9.4 Training and Help
For help with the form fields, click the "Training" link at the top of the My CUPSS Plan module to view Flash
Tutorials that provide a brief walk-through of this section. Click the "Help" link to display an indexed version
of the CUPSS User's Guide.
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10CUPSS Help and Training
10.1 Help
The contents of this printed CUPSS User's Guide are available in the form of a searchable, indexed Help
module within CUPSS. CUPSS Help module is accessible from the Administration menu at the upper right
comer of the application window. Click the "Help" link to open the Help module (Figure 10.1).
- Check Up Program for Small Systems
Set-up | Switch Utility | Create Ujer | Hซlp | Training | Exit
I My
Inventory
My
Finances
My
Chock up
My
CUPSS Plan
Figure 10.1 Navigation area showing the Help link in the upper right corner
10.1.1 Navigating Help
The Help window is divided into two halves: The Help Navigator (left side) provides most of the navigation
and helps you find content, while the Help Topic Window (right side) shows the selected content (Figure
10.2).
Contents I Search
-j) Users Quide
^^^^Q
Installation Instructions
(^3 Getting Started
-^ 4 Login and Navigation
O 5 My Inventory
M
ances
8 My Check Up
9 My CUPSS Plan
to CUPSS Help Module
Appendix A. Database Backup and Restore Procedural
-0 Appendix B Worksheets
f kOAPPenllaC My Finances Calculations
-El Appendix D My Inventory Calculations
-[S) Appendix E Glossary
11ntroduction
The Check Up Program for Small Systems (CUPSS) is a user-
friendly, utihUGS dnven desktop apphcation thai promotes the
integration of asset management activities into utility
practices CUPSS leads users through a series of modules to
collect information on a utility's assets, operation and
I maintenance activities, and financial status to produce a
prioritized asset inventory and management plan as wdl as
CUPSS is fret software that will make managing assets
easier It* s a desktop system, so no mtemet connection is
| needed and the software requirements are minimal CUPSS was
designed and developed with input and suggestions from a well-
I rounded stakeholder group
1.1 CUPSS and Asset
Management
CUPSS is designed to help you establish a successful asset
Figure 10.2 Table of Contents Page
By default, the Help Navigator and Help Topic Window are shown in a single window. Click the "Undock"
button (Ulli), to view each as a separate window (Figure 10.3).
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-ID Users Guide
C >-^ 2 Installation Instructions
G ^3 Getting Started
G >-^ 4 Login and Navigation
G>-^ 5 My Inventory
G>-^ 7 My Finances
>-^ 8 My Check Up
G>-^ 9 My CUPSS Plan
G>-0 10 CUPSS Help Module
G ^Appendix A. Database Backup and Restore Procedur
-|ฃ| Appendix B Worksheets
G >-^ Appendix C My Finances Calculations
-1) Appendix D My Inventory Calculations
-III Appendix E Glossary
11ntroduction
The Check Up Program for Small Systems (CUPSS) is a user-
friendly, utilities driven desktop application that promotes the
integration of asset management activities into utility
practices CUPSS leads users through a series of modules to
collect information on a utility's assets, operation and
maintenance activities, and financial status to produce a
prioritized asset inventory and management plan as well as
financial reports
CUPSS is free software that will make managing assets
easier It's a desktop system, so no internet connection is
needed and the software requirements are minimal CUPSS was
designed and developed with input and suggestions from a well-
rounded stakeholder group
1.1 CUPSS and Asset
Management
CUPSS is designed to help you establish a successful asset
Figure 10.3 Viewing each pane separately.
This changes the structure of the toolbars and allows each side to be manipulated separately. Click the button
again to reconnect the two windows. When the two screens are attached, they are referred to as being
"docked."
10.1.2 Finding Information using the Help Navigator
The two primary methods for finding information using the Help Navigator are browsing the help contents and
searching for specific help topics. Each task is performed using the tabs in the Help Navigator window (Figure
10.4).
MHelp Navigator
-B 11 CUPSS and Asset Management
-I) 1 2 Benefits or Using CUPSS
-1 13 About this Guide
-ID 1 4 How to use this guide
Figure 10.4 Tabs in the Help Navigator window
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109
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10.1.2.1 Browse Help Contents
Each chapter and subheading in the CUPSS User's Guide is shown in the Contents tab of the Help Navigator
window (Figure 10.5).
Contents I Search
i~m Users Guide
-H 1 1 CUPSS and Asset Management
H 1 2 Benefits of Using CUPSS
-1)1 3 About this Guide
-(H 1 4 How to use this guide
-@) 1 5 Structure
-d 1 6 Points of contact
C >-^ 2 Installation Instructions
E ^ 3 Getting Started
E >-^ 4 Login and Navigation
E ^ 5 My Inventory
E>-^ 7 My Finances
E>-^ 8 My Check Up
Ep-^ 9 My CUPSS Plan
Figure 10.5 Help Navigator window showing the Contents tab
To view chapter subheadings, click the "+" (plus) icon next to the chapter name, which expands the entry to
show all subheadings. Figure 10.S Shows that Chapter 1, Introduction, has been expanded to show all
subheadings. To view the text for a chapter or subheading, double-click its name within the Contents tab or
select FileปDisplay, from the File menu at the top of the Help Navigator window. This will open the topic
text in the Help Topic window on the right.
10.1.2.2 Search for Help
To search for a specific word or phrase within the Help guide, click on the Search tab to view the search
options. Type the term you wish to search for into the search field, or use the arrow to view recently used
search terms (Figure 10.6).
Type the words for which you want to search
Figure 10.6 Typing in a search term or picking one from the dropdown menu.
CUPSS User's Guide
110
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Use the fields below the search field to modify your search (Figure 10.7). Select the Case-sensitive checkbox
to indicate that the search should return only results that match both the words and the case (combination of
uppercase and lowercase letters).
D Case-sensitive '-
Search for
* All of these words
C" Any of these words
O This Boolean expression
Figure 10.7 Additional fields for modifying the search
The Search for radio buttons allow you to search for one of the following:
All the words in the search field (an AND search)
Any of the words in the search field (an OR search)
A search string in the form of a Boolean expression
If you are not sure which to pick, use the default option ("All of these words").
When you have made your selections, click the Search button to initiate the search. The search results are
displayed in the results window at the bottom of the Search tab (Figure 10.8). To view one of the returned
topics, double-click on the name of the topic or chapter or click once on the topic or chapter and click the
"Open" button to view the text in the Help Topic window.
Results Select a topic and click Open
10CUPSS Help Module
9MyCUPSSPIan
7 My Finances
11ntroduction
Found 8 topics
Figure 10.8 Search results
10.1.3 Additional Features
Both the Help Navigator and Help Topic window include several additional features, located in toolbars, to
help you view, print and manipulate the help topics.
Take Note! The toolbars in each window change depending on whether the windows are docked or
undocked.
10.1.3.1 Help Navigator Menus
When docked, the Help Navigator menu includes the following categories (Figure 10.9):
File
View
Go
CUPSS User's Guide
111
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Tools
Help
Table 10.1 describes the options available for each category.
0
gHelp Navigator
File View Go Tools Help
Figure 10.9 Help Navigator window when windows are docked (together)
Table 10.1 Help Navigator menu options (when docked)
Menu option Description
File Menu
Display
Display in New Window
Print Tree
Print Topic
Print Topics
Close
Exit
Click to show selected help topic in Help Topic window This feature is also available using
the L^J button below the file menu
Click to show selected help topic in a new Help Topic window. This feature is also available
using the HI button below the file menu
Click to print the help topic tree structure (chapters and subheadings only, no content).
Click to open the Print window This option allows you to print the topic currently selected in
the Help Navigator window
Click to open the Print window This option allows you to pnnt.
Click to close the window
Click to exit the Help module
View
Contents
Search
Select to view the Contents tab.
Select to view the Search tab.
Go
Back
Forward
Click to go back to a previously viewed topic.
Click to go forward to the topic viewed just after the current topic.
Tools
Undock
Copy
Select All
Find
Font Size
Click to undock the Help Navigation window from the Help Topic window.
Click to copy selected text.
Click to select all text viewed in Help Topic window
Click to open a Find window This feature allows you to find a word or phrase within the text
displayed in the Help Topic window
Use the "Increase" or "Decrease" options to make the font size larger or smaller.
Help
About
Click to learn more about the Help module
Fewer features are available from the Help Navigator menu when the two windows are undocked (Figure
10.10). The remaining features are described in Table 10.1.
CUPSS User's Guide
112
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Figure 10.10 Help Navigator window when windows are undecked (separated)
10.1.3.2 Help Topic Window Menus
The Help Topic window, on the other hand, shows more menu options when the two windows are undocked
(Figure 10.11) than when the windows are docked (Figure 10.12). Table 10.2 describes each menu option.
gj Help Topic Window
Figure 10.11 Help Topic Window when windows are undocked (separated)
Figure 10.12 Help Topic Window when windows are docked (together)
Table 10.2 Menu options available in the Help Topic window
Menu option
File Menu
Print Topic
Close
Exit
Description
Click to open the Print window. This option allows you to print thetppic currently selected in the
Help Navigator window This feature is also available using the s! button below the file menu.
Click to close the window.
Click to exit the Help module.
Go
Back
Forward
Click to go back to a previously viewed topic
Click to go forward to the topic viewed just after the current topic.
Tools
Navigator
Copy
Select All
Find
Font Size
Dock
Click to open the Help Navigator window (if it was closed) and make it the active window. This
feature is also available using the LEJ button below the tools menu.
Click to copy selected text.
Click to select all text viewed in Help Topic window.
Click to open a Find window This feature allows you to find a word or phrase within the text
displayed in the Help Topic Window.
Use the 'Increase" or "Decrease" options to make the font size larger or smaller.
Click to reconnect the Help Navigation window with the Help Topic window. This feature is also
available using the Hll button below the file menu
Buttons
KJ!
Click to go back to a previously viewed topic
CUPSS User's Guide
113
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Click to go forward to the topic viewed just after the current topic
10.2Training
Flash Tutorials are provided to show a brief walk-through of the different modules within CUPSS. CUPSS
Training is accessible from the Administration menu at the upper right comer of the application window. Click
the "Training" link to open the Training module (Figure 10.13)
Check Up Program For Small Systems (CUPSS)
2SS* Check Up Program for Small Systems
Set-up | Switch Utility | Croito User | Help | Training | Exit
My
Inventory
My
Finance*
CKockup
CUPSS Plan
Figure 10.13 Navigation area showing the Training link in the upper right corner
10.2.1 Navigating Training
Flash tutorials have been provided for the following modules (Figure 10.14)
Introduction
Overview and My Home
My Inventory
My O&M
My Finances
My Check Up
My CUPSS Plan
CUPSS User's Guide
114
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Do Some Training
Training Options
1. Flash Tutorials - Click on a tutorial below to see a brief walk-through on how to use
CUPSS. (Note - these tutorials wi$ open your browser, you may be asked to downloads
flash phg-m /these tutonab do not play.)
Introduction
rivprvipui fc
Mv Home 3:20
My Inventory
5:40
MyOBcM
2:30
My Finances
4:10
My Check up
3:30
My CUPSS Plan
3JL5
2. User's Guide
3. More Training on the Web
Go to epa.gov/i-iipss for additional training materials and a list of training dates
in your area.
Figure 10.14 Do Some Training Popup
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Appendix A : Database Backup and
Restore Procedures
This section describes how to back up and restore the data in your CUPSS database.
Take Note! This procedure will not work if there is a database change in an upgraded version!
Backup
The following steps outline how to back up the CUPSS database that stores your asset management data.
Stepl
Close the application and wait approximately 60 seconds to make sure the application was properly closed.
Take Note! Verify that the application has been closed properly before proceeding further. Backing
up the database while the application is still running might lead to data inconsistencies.
To verify that the application has been properly closed,
open the Windows Task Manager (Figure A.I), go to
the Processes tab, and check whether the following
three processes are still running:
ง Windows Task Manager
cupss.exe
javaw.exe
mysqld-nt.exe
In case any of them are still running, use the "End
Process" button in the Task Manager to manually stop
them, in the order listed above.
Applications I Processes (performance ifNetHOrking^l
CPU. Mem Usage' _A_.
i.exe
VahooMessenger.. ,
GoogteDesktop.exe
PccNTMon.exe
MSASCul.exe
jusched.exe
MOM.exe
TpShocks.exe
icxptore.exe
taskmgr.exe
SynTPEnh.exe
SynTPLpr.exe
OUTLOOK.EXE
POWERPNT.EXE
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daniel.sporea
dareel.sporea
daniel.sporea
daniel.sporea
daniel.sporea
daniel.sporea
daniel.sporea
daruel:sporea
SYSTFM
00
00
00
00
00
00
02
00
00
00
00
00
00
00
00
00
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121,312K.
6,820 K
1,512 K
3,504 K
44.112K
6,724 K
5,052 K'
5,200 K
372 K
4,072 K
604K
34,452 K
5,832 K
3,028 K
708 K
10,664 K'
6,744 K
Q Show processes From all users
Processes: 50 j CPU Usage. 5%
' Commit Charge: 1063M13939M
Figure A.1 Task Manager window
CUPSS User's Guide
116
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Step 2
Go to the application folder (default C:\Program Files\CUPSS), enter the database folder, and copy the
cupss folder to a backup location of your choice (Figure A.2).
File Edit View Favorites loots Help
Quack - . Search
C:\Program 6les\CUP5S\database
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Figure A.2 Copying the cupss folder to a backup location
Step 3
Restart the application.
Restore
The following steps outline how to restore the CUPSS database using the backup database file.
Stepl
Close the application and wait approximately 60 seconds to make sure the application was properly closed.
Take Note! Verify that the application has been closed properly before proceeding further. Backing
up the database while the application is still running might lead to data inconsistencies.
To verify that the application has been properly closed, open the Windows Task Manager, go to the Processes
tab (Figure A.3), and check whether the following three processes are still running:
cupss.exe
javaw.exe
CUPSS User's Guide
117
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mysqld-nt.exe
; Windows Task Manager
File Options View Help
! Applications| Processes JpeTformance||Networking|
CPU I Mem Usage! I*
^--,;.exe
ctfinon.exe
YahooMessenger...,
GoooleDesktop.exe
PccNTMon.exe
MSASCui.exe
iusched.exe
MOM.exe
TpShocks.exe
taskmgr.exe
SynTPEnh.exe
SynTPLpr.exe
OUTLOOK.EXE
POWERPNT.EXE
UTRDFFFXF
darael.sporea
darael.sporea
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SVSTFM
121,312K
6,820 K
1,512 K
3,504 K
4t,112K
6,724K f
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4,072K
604 K ,
34,452K ,
5,832K
3,028 K
708 K '
10,664 K
6,744K |
i vm
Q Show processes from all users
processes: 50 i CPU Usage'5% | Commit Charge; 1063M / 3939M ,.;
Figure A J Task Manager window
In case any of them are still running, use the "End Process" button in the Task Manager window to manually
stop them, in the order listed above.
Step 2
Go to the folder where you saved a backup copy of the CUPSS folder (see the Backup section above). Copy
the entire CUPSS folder back into the application database folder (default C:\Program
Files\Cupss\database); overwriting all the existing files (Figure A.4).
Take Note! If you are a trainer and would like to provide a demonstration of your own example data
(and not the example data provided by EPA), copy your database folder and rename it
ucupss_examplen to overwrite the example data provided by EPA. Because the example
database that EPA provided has the username and password hard-coded, make sure
that you add a user with the username "example" and password "example" to the
database containing your example data.
CUPSS User's Guide
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.File Edit View Favorites Tools Help
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Figure A.4 Copy the CUPSS folder back into the local application folder.
Step 3
Restart the application.
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Appendix B : Worksheets
Several worksheets can aid in completing CUPSS. These worksheets gather the information that is necessary
to input into the CUPSS program. They can serve to guide the user through the process.
The worksheets include:
Inventory List (Drinking Water)
Inventory List (Wastewater)
New Task
Finances
CUPSS User's Guide 120
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Inventory List (Drinking Water)
Asset Name
Location
Associated Asset
Associated Location
Asset Category
D Source D Pumping Facility D Treatment d Storage D Distribution D Other
Asset Type
Wells and Springs
Q Intake Structures
a Pumping Equipment
a Disinfection
Equipment
a Hydropneumatic
Tanks
a Concrete & Metal
Storage Tanks
Q Transmission Mains
Cl Distribution Pipes
a Valves
a Computer Equipment/
Software
Q Transformers/
Switchgears/
Wiring
Q Motor Controls/Drives
Q Sensors
G Buildings
Q Service Lines
Q Hydrants
Q Treatment Equipment
Q Lab/Monitoring
Equipment
Q Tools and Shop
Equipment
Q Transportation
Equipment
Q Security Equipment
Q Land
Q Galleries and Tunnels
Q Meters
a Raw Water Reservoirs
Q Generators
G Liquid Waste Handling
& Disposal
Q Solid Waste Handling &
Disposal
Q Other
Asset Status
Active a Not in Use - Abandoned d Not in Use - Back Up U Future Investment
Can this Asset be Repaired?
Q Yes
Q No
Can this Asset be Rehabilitated''
Q Yes
a NO
Condition
a Excellent a Good a Fair (Average) a Poor a Very Poor
Is the asset maintained according to manufacturer's recommendations'? C3 Yes
No
Consequence of Failure
Q Insignificant - CoF of 2 Q Minor - CoF of 4 Q Moderate - CoF of 6
Q Major - CoF of 8 D Catastrophic - CoF of 10
Redundancy
0% Backup Q 50% Backup a 100% Backup a 200% Secondary Backup
Installation Date
Expected Useful Life
Routine Maintenance Costs
Original Cost
Replacement Cost
Timeframe
$
Q per/day Q per/week Q per/month Q per/year Q lifetime
Optional Information
Frequency of Routine Maintenance
Model Number
Start Date
Manufacturer
Supplier Name
Address
Phone Number
City, State, Zip
Fax Number
Notes
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Inventory List (Wastewater)
Asset Name
Location
|
Associated Asset
Associated Location
|
Asset Category
Q Pumping Facility Q Treatment Q Storage
Asset Type
Q Pumping Equipment
Q Disinfection
Equipment
Q Concrete & Metal
Storage Tanks
Q Transmission Mains
Q Valves
Q Computer
Equipment/
Software
Asset Status
D Active Q Not in Use -
Q Transformers/
Switchgears/
Wiring
Q Motor Controls/Drives
U Sensors
Q Buildings
U Service Lines
Q Treatment Equipment
Q Collection Q Other
Q Lab/Monitoring
Equipment
D Tools and Shop
Equipment
Q Transportation
Equipment
Q Security Equipment
Q Land
Q Sewers
Q Pressure Pipework
Q Galleries and Tunnels
Q Meters
D Generators
Q Liquid Waste Handling
& Disposal
a Solid Waste Handling &
Disposal
a Other
- Abandoned Q Not in Use - Back Up Q Future Investment
Can this Asset be Repaired? Q Yes
Can this Asset be Rehabilitated? Q Yes
Q No
a NO
Condition
Q Excellent Q Good
Q Fair (Average) Q Poor Q Very Poor
Is the asset maintained according to manufacturer's recommendations? Q Yes Q No
Consequence of Failure /
Q Insignificant - CoF of 2 Q Minor - CoF of 4 Q Moderate - CoF of 6
Q Major - CoF of 8 Q Catastrophic - CoF of 10
Redundancy
Q 0% Backup Q 50% Backup Q 100% Backup
a 200% Secondary Backup I
Installation Date
Original Cost
Expected Useful Life
Replacement Cost
Routine Maintenance Costs
Timeframe
$
Q per/day D per/week Q per/month Q per/year
Q lifetime
Optional Information
Frequency of Routine Maintenance
Model Number
Start Date
Manufacturer
Supplier Name
Address
Phone Number
City, State, Zip
Fax Number
Notes
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New Task
Staff Name
Task Name
Task Type
Q Monitoring U Routine Monitoring Q Repair Q Rehabilitation Q Replacement Q Other
Is this task planned? Q Yes a No
Task Details
Task Notes
Cost of the Task
Asset Tasks
Asset Name
$
Condition
Q Excellent Q Good Q Fair (Average) D Poor Q Very Poor
Is the asset maintained according to manufacturer's recommendations? Q Yes Q No
Monitoring Tasks
Chemicals
Amount
Schedule
Task Start-End Date
Completed Date
Frequency
Daily
Q Weekly
QMonthly
Annually
Recurs every
days
week)
week on
(Day of
day of every (Month)
Recurrence End Date
Optional Parts Information
Manufacturer/Supplier
Parts Name
Parts Number
Parts Cost
$
Labor Maintenance Costs
$
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Finances
Cash on Hand
Interest Rate
Types of Costs
Revenue
Revenue from user rates
Revenue from grants
Revenue from loans/bonds
Transfer from reserve fund
Interest
Other Revenues (Total)
Q One-time fees
Q Bulk sales
$
$
$
$
$
$
$
$
D Contract sales
Q Product sales
Other
Total Revenue
$
$
$
$
Expenses
Operating Expenses (Total)
Q Maintenance
Q Salaries, wages,
benefits
Q Chemicals
Q Utilities
Q Emergency
Q Insurance
Q Training Costs
Q Fees
$
$
$
$
$
$
$
$
$
Q Equipment
Q Supplies
Q Contracts
Q Monitonng &
testing
Q Rent or
mortgage
Q Services
Q Billing Costs
Q Security
Capital Improvements
Debt Payment
Capital Reserve Contribution
Emergency Reserve Contribution
Other
Total Expenses
$
$
$
$
$
$
$
$
$
$
$
$
$
$
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Appendix C : My Finances Calculations
This Appendix describes the origins of the equations in the My Financial Check Up Report.
My Financial Projections Form
Inflation
The inflation rate shown for each year comes from the values input in Step 2 of the My Financial Check Up
Report (see Section 8.2.1.2 for more information).
Growth
The growth rate shown for each year comes from the values input in Step 3 of the My Financial Check Up
Report (see Section 8.2.1.3 for more information).
Cash on Hand
The value for the current year comes from the value for total cash-on-hand entered in the My Finances module
(see Section 7.2 for more information). The value for subsequent years is derived using the following
equation:
Cash on Hand = (Previous Year Cash on Hand * Interest) + Previous Year Cash on Hand + Capital
Reserve for Previous Year + Emergency Reserve for Previous Year.
Expenses
Annual Operating Expenses
The value for this field represents the sum of all line items from the My Finances module categorized as
expenses. The equation used to derive the final total is as follows:
Annual Operating Expenses = (Previous Year Operating Expenses * Interest) + (Previous Year Operation
Expenses * Growth) + Previous Year Operation Expenses
Capital Improvement
This is a sum of all costs required to replace assets that have reached the end of their life expectancy in a given
year. This number is calculated based on the assets included in the capital improvement plan. See Appendix D
for more information on how assets are scheduled for capital improvement.
Debt Payment
This value is a sum of all line items in the My Finances module categorized as debt payments plus any loan
expenses calculated in the Financial Projections form. The equation used to determine the full amount is as
follows:
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Monthly Debt Payment = m = p * ((i/(12)/(1 - (1 + (i/(12))) A -(n * 12))))
Annual Debt Payment = (p * ((i / (12) / (1 - (1 + (i / (12))) A -(n * 12))) * 12
Where m = monthly payment; i = interest; n = number of periods (years); and p = principal.
Capital Reserve
This value represents the amount of money needed each year to account for future asset replacement costs. It
is calculated based on the projected replacement date for all inventoried assets and the estimated replacement
cost of each.
Capital Reserve =
Example:
Sum (Per Asset Replacement Cost/Total Years until Replaced)
If estimated capital improvements =
Y2 = $10,$5,$30
Y3 = $15,$2
Y4 = $7, $9
then the annual reserve contribution for each year (to make sure there is enough
money in the budget to account for all anticipated capital improvement costs) should
be as follows:
Yl = $10/1 + $5/1 + $30/1 + $15/2 + $2/2 + $7/3 + $9/3
Y2 = $15/2+ $2/2+ $7/3+ $9/3
Y3 = $7/3 + $9/3
Emergency Reserve
CUPSS recommends that 25% of annual operation expenses be set aside in an emergency reserve fund.
Emergency Reserve = Annual Operating Expenses * 0.25
Total Annual Cost of Doing Business
This is a sum of all expected costs for a given year.
Total Annual Cost of Doing Business = Annual Operating Expenses +
Capital Improvements +
Annual Debt Payment +
Capital Reserve +
Emergency Reserve
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Revenue
Revenue from Grants
The value for the current year represents the sum of all line items from the My Finances module categorized as
"Revenue from Grants." Future revenue is estimated and can be entered manually.
Revenue from Fees
The value for the current year represents the sum of all line items from the My Finances module categorized as
"Revenue from Fees." Future revenue from fee is estimated by taking Previous Revenue from Fees +
(Previous Revenue from Fees * the inflation * Growth).
Revenue from Loans
The value for the current year represents the sum of all line items from the My Finances module categorized as
"Revenue from Loans." For future years, revenue is estimated based on manual entry of values for loan
amount, loan term, and loan rate.
Revenue from Savings Withdrawal
No calculation is used to generate this value; it is entered manually. The value entered in this field is
subtracted from the Cash on Hand field, above.
Other Revenue
The value for the current year represents the sum of all line items from the My Finances module categorized as
"Other Revenue.
Revenue Surplus/Deficit
This value shows the annual expected surplus or deficit based on the values entered in the fields above.
Revenue Surplus/Deficit = Sum of all Revenue - Annual Operating Expenses
Ratio Wizard
Debt Ratio (DR)
The total current debt divided by the value of all assets. This ratio is used to expresses to what degree the
utility is mortgaged. A lower number indicates better financial health. Values range from 0-1.0.
DR = Total Liabilities / Total Assets
Liability = Revenue from Loans
Assets = Savings Withdrawal + Revenue from Grants + Revenue from Fees
If the value is between 0 and 0.33, the circle is green.
If the value is between 0.34 and 0.66, the circle is yellow.
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If the value is between 0.66 and 1.0, the circle is red.
Expense Ratio (ER)
A ratio of operating expenses divided by total expenses. A high ratio indicates that most expenditures are for
operations, leaving the remaining balance for non-operating costs (such as debt service, capital improvements,
and similar.). If the non-operating balance is small, the utility is not likely to meet all of its capital-related
expenses, which could cause the system to deteriorate more rapidly. A lower number indicates better financial
health. Values range from 0 to 1.0.
ER = Operating Expense / Total Expense
Operating Expense = Annual Operating Expense
Total Expense = Total Annual Cost of Doing Business
If the value is between 0 and 0.33, the circle is green.
If the value is between 0.34 and 0.66, the circle is yellow.
If the value is between 0.66 and 1.0, the circle is red.
Operating Ratio (OR)
A ratio of operating revenue divided by operating expense. It demonstrates the relationship between operating
revenues and operating expenses. A ratio of 1.0 shows that revenues equals expenses and indicates that an
organization has operating efficiency by keeping expenses low relative to revenue. A larger value here
indicates better financial health. The goal is to have a value that is greater than one.
OR = Operating Revenue / Operating Expenses
Operating Revenue = Sum of (Revenue from Fees + Revenue from Grants + Revenue from Loans + Other
Revenues)
Operating Expense = Annual Operating Expense
If the value is 0.75 or lower, the circle is red.
If the value is between 0.75 and 1.0, the circle is yellow.
If the value is 1.0 or greater, the circle is green.
Sales Ratio (SR)
A ratio of sales divided by total revenue. It measures the percent of total revenue that is made up of sales from
operations. A ratio of less than 1.0 can indicate that the organization is reliant on outside funding. A ratio of
more than 1.0 can indicate that revenues are being drawn to non-utility purposes or generally mismanaged.
Generally, a larger ratio indicates better financial health. Values range from 0 to 1.
SR = Sales / Total Revenue
Sales = Revenue from Fees + Other Revenue
Total Revenue = Sum of (Revenue from Fees + Revenue from Grants + Revenue from Loans + Savings
Withdrawn + Other Revenues)
If the ratio is 0, the circle is red.
If the ratio is between 0.1 and 0.5, the circle is yellow.
If the ratio is O.S or greater, the circle is green.
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Appendix D : My Inventory Calculations
This appendix describes the origins of the equations used in the My Inventory module.
Estimated Useful Life
If a number is not entered manually into this field, CUPSS uses a number from a default list based on asset
type.
Estimated Remaining Useful Life
Remaining useful life can be estimated based on the Estimated Useful Life value and the installation year.
Estimated Remaining Useful Life = Estimated Useful Life - (Install Year-Current Year)
Remaining Useful Life (RUL)
Remaining useful life is calculated from the estimated remaining useful life and the condition rating.
Remaining Useful Life = Estimated Remaining Useful Life * Condition
Condition ratings are shown in the format: plating] - [Estimated % of Estimated Useful Life Remaining]
Rating
Excellent
Good
Fair (Average)
Poor
Very Poor
% Estimated RUL Remaining
If asset is maintained according to
manufacturer's recommendations
120
110
100
95
90
If asset is NOT maintained according to
manufacturer's recommendations
110
105
100
90
80
Replacement Year
The year the asset should be replaced. The utility may choose to override estimated replacement year.
Replacement Year = Current Year + Remaining Useful Life
The Risk Factor will prioritize asset replacement within a given replacement year.
Redundancy
The value selected for Redundancy provides one of the values required to determine Probability of Failure
(PoF).
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Redundancy
0%
50%
100%
200%
Value used in equation
0
0.5
0.90
0.98
Probability of Failure (PoF)
Probability that the asset will fail (no longer perform its function) in a given year. Values for PoF range from 1
to 10. A value of 10 would indicate certain failure.
Probability of Failure =
((Estimated Useful Life - Remaining Useful Life) / Estimated Useful Life) *
(1 -Redundancy)* 10
Consequence of Failure (CoF)
A descriptive CoF is selected manually on the Asset Inventory form. CoF estimates the degree of impact on
utility service should the asset fail. You should consider the real or hypothetical results when selecting a value,
including impacts on regulatory compliance, local government, customers and the community. Ask yourself,
"How bad would it be if this asset failed unexpectedly?" The following are example of items you should
consider when calculating your CoF if an asset;
1. Spill, Flood, Odor - Think about the duration (short, substantial, or sustained), the quantity (small,
medium or large) and number of complaints (none, few or many). The larger the spill or number of
complaints, the higher the CoF.
2. Water or Effluent Quality - Think about the impact on the water or effluent quality from no impact to
loss of full control and effect on human health. The large the impact on water or effluent quality, the
higher the CoF.
3. Regulatory Compliance - Think about the permit violations from no impact to violation of the daily,
weekly or monthly standards that jeopardize the ability to meet the permit requirements. The greater
impact on standards (i.e., monthly greater than weekly), the higher the CoF.
4. Loss of Service to Customers - Think about whether the asset can be down for a day, a month, a week
or an hour and its impact on the overall service provide to customers. The shorter the asset can remain
offline with severe impact on the service, the higher the CoF.
5. Equipment and Safety - Think about if the failure of the asset would affect the utility at the asset,
function, system or plant level. The greater the impact on the utility (i.e., affects the plant's ability to
function), the higher the CoF.
6. Economic Impact - Think about the cost of repairing the asset and the associated system parts and
whether emergency funds can cover the costs of the asset failure and any associated costs with that
failure; or if increases in rates and additional or new staff are needed to help manage the economic
impact of the asset failing. The higher the cost, the greater the CoF.
CoF
Insignificant
Value
2
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Minor
Moderate
Major
Catastrophic
4
6
8
10
Risk Factor
This is a risk-based priority ranking using probability and consequence of failure. The asset risk matrix uses
risk factor to plot inventoried assets.
Risk Factor = PoF x CoF
Risk factor values fall into "high", "medium" and "low" categories. These bins provide recommended actions
and will be listed in the asset tables and graphically represented on the risk chart (matrix).
Category
High
Medium
Low
Value
If CoF > 5 and PoF > 5
If CoF < 5 and PoF > 5
Or
If CoF > 5 and PoF < 5
If CoF < 5 and PoF < 5
Action
Immediate Attention
Aggressive Monitoring
Routine Maintenance
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Appendix E : Glossary
Term
Annual Debt Payment
Annual Operating Expenses
Asset
Asset Category
Asset Inventory
Asset Management
Asset Name
Asset Status
Asset Type
Associated Asset
Associated Location
Capital Improvement (Expense)
Capital Improvement Program
(CIP) Plan
Capital Reserve Contribution
Cash on Hand
Condition
Definition
The dollar amount that must be paid each year toward retiring existing
debt.
Total annual cost of operating and maintaining the water or wastewater
utility service. This does not include savings or future draws from capital
savings accounts.
A component of a facility with an independent physical and functional
identity and age (e.g. pump, motor, sedimentation tank, main).
Where the asset best fits within your system (e.g., source water,
distribution or collection), for organizational purposes.
A list of assets with details about each one (installation date, original
cost, condition, and such). Also known as an asset register.
A process for maintaining a desired level of customer service at the best
appropriate cost.
The name of the technology or equipment that is used for your system to
properly function (for example, "5th Street Pumping Station"). See Asset.
This is how your utilities view an asset. Assets can be active (most
assets), not in use or a future investment. You would designate an asset a
"future investment" if you would like it added to your capital
improvement plan.
The asset's functional purpose for a specific asset category (for example,
intake structure, pumping station, transmission main, storage tank, and
the like).
Assets that are directly related to a primary asset's function.
A location that complements an associated asset.
Funds required for the future purchase, repair and/or alteration to or for
an asset, structure, or major pieces of equipment.
A plan that projects and assesses which projects (including asset
improvements, repairs, replacements, and such) need to be completed in
the future.
Funds set aside to fund capital improvements (i.e. future purchase, repair
and/or alteration to or for an asset, structure, or major pieces of
equipment).
The amount of cash that is available to the system within a 24 hour
period.
The current condition, in your opinion, of an asset based on age and
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Term
Consequence of Failure
Debt Payment
Debt Ratio
Emergency Reserve Contribution
Expected Useful Life
Expense
Expense Ratio
Financial Assets
Growth
Inflation
Interest Rate
Level of Service
Liabilities
Maintained According to Factory
Recommendation
Operating Expenses
Definition
physical functionality (ranging from poor to excellent).
The real or hypothetical results associated with the failure of an asset.
The dollar amount that must be paid each year toward paying down or
retiring existing debt.
Debt Ratio =Total Liabilities / Total Assets
The debt ratio measures the amount of debt being used by the
organization. A ratio of 0.6 means that 60% of operations have been
financed with debt and the remaining 40% has been financed by equity.
Funds set aside for unexpected repairs and replacements. CUPSS
recommends that utilities work towards an emergency reserve balance of
25% of its annual operating expenses.
The average amount of time, in years, that a system or component is
estimated to function when installed new.
Money spent by the utility to continue its ongoing operations.
Expense Ratio = Operating Expense / Total Expense
The expense ratio measures the amount of operating expenses compared
to total expenses. A high ratio indicates that most expenditures are for
operations - leaving the remaining balance for non-operating costs (such
as debt service, capital improvements, etc.). If the non-operating balance
is small, then the utility is not likely to meet all of its capital-related
expenses, which may cause the system to deteriorate more rapidly.
Intangible assets such as cash and bank balances.
The amount, as a percent, a community's demand for water or
wastewater treatment has increased or decreased. This value will be used
to adjust future revenues and expenses.
The anticipated rate of increase in the price level of goods and services.
A rate which is charged or paid for the use of money. Note: Do not
include a percentage sign.
The characteristics of system performance such as how much, of what
nature, and how frequently, with regard to the system's service.
The financial obligations for which the utility is responsible.
The frequency of routine maintenance as recommended by the
manufacturer.
Total annual cost of operating and maintaining the water or wastewater
utility service. This does not include savings or future funds withdrawal
from capital savings accounts. Operating expenses include maintenance,
equipment, salaries, wages, benefits, supplies, chemicals, contracts,
utilities, monitoring, testing, emergency, rent, mortgage, insurance,
services, training costs, billing costs, fees, and security costs.
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Term
Operating Ratio
Original Cost
Probability of Failure
Redundancy
Replacement Cost
Revenue
Revenue Surplus/Deficit
Risk
Routine Maintenance Cost
Sales Ratio
Savings Withdrawal
Total Annual Cost of Doing
Business
Definition
Operating Ratio = Operating Revenue / Operating Expense
The operating ratio demonstrates the relationship between operating
revenues and operating expenses. A high ratio indicates that the
organization has operating efficiency by keeping expenses low relative
to revenue.
The amount paid for the initial purchase of an asset.
The chance an asset will fail based on the percent of effective life
consumed and redundancy.
Spare assets that have the ability to do the same job, if a failure of the
primary asset were to occur.
How much will it cost to replace the asset, if required today?
Funds earned by the system through the sale of water or by other means.
The difference between the total cost of doing business and the funds
received from fees, loans and grants, and interest earned from any
accounts. If the result is zero or greater, the utility is taking in enough
money to fully recover its costs and have a surplus. If the result is less
than zero, the utility will not cover all costs and therefore will have a
deficit.
The potential for realization of unwanted adverse consequences or
events.
How much does it cost for a single routine maintenance activity to be
performed on the asset?
Sales Ratio = Sales / Total Revenue
The sales ratio measures the percentage of total revenue that is made up
of sales from operations. A low ratio indicates that the organization is
overly reliant on outside funding.
A fixed amount of money removed from the savings account of the
utility to help pay for capital improvement items or other planned or
unplanned maintenance.
The total annual operating expenses plus the required total annual
reserve contributions to reserve funds.
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Appendix F : Available Assets
The following table shows all asset types available within the My Inventory module.
Wells and
Springs
Intake Structures
Pumping
Equipment
Disinfection
Equipment
1
Hydropneumatic Tanks
Concrete and
Metal Storage
Tanks
Transmission
Mains
j---__-- ^.-.-_l
Distnbution Pipes
Valves
Computer
Equipment/
Software
Transformers/ Switchgears/
Winng
Motor
Controls/
Drives
Sensors
Buildings
Service Lines
Hydrants
Treatment Equipment
Lab/
Monitoring
Equipment
Tools and Shop
Equipment
Transportation Equipment
Security
Equipment
Land
Gallenes and Tunnels
Meters
Raw Water
Reservoirs
Generators
Liquid
Waste
Handling &
Disposal
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Appendix G: Troubleshooting Guide
Who do I contact to ask technical questions?
If you are having technical issues please contact information email cupss@epa.gov with the subject
technical question or visit http://www.epa.gov/cupss
Is the information able to be sent electronically?
No. CUPSS is a desktop application and does not require an Internet connection to run nor can it
guarantee that the user has set up an outgoing mail server on their system. You can, however, backup
your CUPSS database that can then be compressed and sent as an attachment to an email. See
Appendix A for details on how to backup and restore the CUPSS database.
Why am I being asked to install Flash?
The training videos require Macromedia Flash to be played and if your Internet browser does not
have the flash plug-in they require then you will be asked to install it. If your browser does not install
it automatically download Flash from
http://www.adobe.com/shockwave/download/download.cgi7Pl Prod Version=ShockwaveFlash.
Why can't I open the training videos?
The training videos require Macromedia Flash to be played and if your Internet browser does not
have the flash plug-in then you will need to install it. You can download Flash from
http://www.adobe.com/shockwave/download/download.cei7P 1 Prod Version=ShockwaveFlash.
Why was the example database overwritten when updating the CUPSS application to the latest
version?
When you update CUPSS by installing the latest version from the web site the Example Database is
replaced and not migrated like your own CUPSS database is.
Why does CUPSS take a long time to open?
Sometimes CUPSS can take longer to open than normal. This could be due to other applications
running on your system but if not and you recently closed CUPSS you may need to end all CUPSS
processes before opening the CUPSS application again.
To end all CUPSS processes on a computer running Windows:
1. Hit Ctrl+Alt+Del
2. Click Task Manager
3. Select the Processes tab
4. Select the process with the Image Name "cupss.exe"
5. Click End Process
CUPSS User's Guide 136~
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6. Click Yes and wait for the process to be removed from the list of processes
7. Select the process with the Image Name "javaw.exe"
8. Click End Process
9. Click Yes and wait for the process to be removed from the list of processes
10. Select the process with the Image Name "mysqld-nt.exe"
11. Click End Process
12. Click Yes and wait for the process to be removed from the list of processes
13. Open the CUPSS application
Why is CUPSS running so slowly?
CUPSS System Requirements:
1 GHz Processor - 2 GB Recommended
Minimum 512MB RAM -1 GB Recommended
Hard Drive Disk Free Space: Minimum 1.5 GB - 2 GB Recommended
At least 800x600 capable video card
Sometimes CUPSS can run very slowly if the application had not fully shutdown therefore you may
need to end all CUPSS processes before opening the CUPSS application again.
To end all CUPSS processes on a computer running Windows:
1. Hit Ctrl+Alt+Del
2. Click Task Manager
3. Select the Processes tab
4. Select the process with the Image Name "cupss.exe"
5. Click End Process
6. Click Yes and wait for the process to be removed from the list of processes
7. Select the process with the Image Name "javaw.exe"
8. Click End Process
9. Click Yes and wait for the process to be removed from the list of processes
10. Select the process with the Image Name "mysqld-nt.exe"
11. Click End Process
12. Click Yes and wait for the process to be removed from the list of processes
13. Open the CUPSS application
How do I backup my CUPSS database?
See Appendix A for details on how to backup the CUPSS database.
How do I restore a backup database?
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See Appendix A for details on how to restore the CUPSS database.
How do I replace the CUPSS database with a different database?
To replace a CUPSS database with a database from another installation of CUPSS you can backup the
database form both versions and then select the other installation of CUPSS backed up database to be restored
to See Appendix A for details on how to backup and restore the CUPSS database.
Why do I need to turn on pop-up?
The CUPSS website opens the training videos in a new window therefore you will need to enable
pop-ups for the CUPSS website in your Internet browser.
Why is the progress bar not progressing when I start CUPSS?
You may encounter this problem for a number of reasons. If the progress bar % complete does not increase
after several minutes then you will need to end all the CUPSS processes before opening the CUPSS
application again.
To end all CUPSS processes on a computer running Windows:
1. Hit Ctrl+Alt+Del
2. Click Task Manager
3. Select the Processes tab
4. Select the process with the Image Name "cupss.exe"
5. Click End Process
6. Click Yes and wait for the process to be removed from the list of processes
7. Select the process with the Image Name "javaw.exe"
8. Click End Process
9. Click Yes and wait for the process to be removed from the list of processes
10. Select the process with the Image Name "mysqld-nt.exe"
11. Click End Process
12. Click Yes and wait for the process to be removed from the list of processes
13. Open the CUPSS application
Why do 1 get an error when I restart CUPSS?
You encounter this problem if you close the CUPSS application and restart it without giving it time to properly
shut down this will cause an error because the connection to the database wasn't given time to shutdown. You
will need to end all the CUPSS processes before opening the CUPSS application again.
To end all CUPSS processes on a computer running Windows:
1. Hit Ctrl+Alt+Del
2. Click Task Manager
3. Select the Processes tab
CUPSS User's Guide 138
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4. Select the process with the Image Name "cupss.exe"
5. Click End Process
6. Click Yes and wait for the process to be removed from the list of processes
7. Select the process with the Image Name "javaw.exe"
8. Click End Process
9. Click Yes and wait for the process to be removed from the list of processes
10. Select the process with the Image Name "mysqld-nt.exe"
11. Click End Process
12. Click Yes and wait for the process to be removed from the list of processes
13. Open the CUPSS application
How do 1 register CUPSS?
Visit http://vosemite.epa.gov/ow/cupssree.nsf7opendatabase to register your copy of CUPSS.
How do I maximize or enlarge the CUPSS window?
The CUPSS screen can not be enlarged and has been designed to work with systems that have a screen
resolution of 800x600 or higher.
Why do I get an error when my computer is idle and actives the Screensaver or hibernate
mode?
When Windows enters power saving mode it closes the connection to CUPSS database and the system
generates an exception. You will need to end all the CUPSS processes before opening the CUPSS application
again.
To end all CUPSS processes on a computer running Windows:
1. Hit Ctrl+Alt+Del
2. Click Task Manager
3. Select the Processes tab
4. Select the process with the Image Name "cupss.exe"
5. Click End Process
6. Click Yes and wait for the process to be removed from the list of processes
7. Select the process with the Image Name "javaw.exe"
8. Click End Process
9. Click Yes and wait for the process to be removed from the list of processes
10. Select the process with the Image Name "mysqld-nt.exe"
11. Click End Process
12. Click Yes and wait for the process to be removed from the list of processes
13. Open the CUPSS application
CUPSS User's Guide
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To prevent this from happening you are advised to close CUPSS if you do not plan to use it for a while and to
set your computers power options to "Never" for:
Turn off monitor
Turn off hard disks
System standby
System hibernates
To set your computer's power options:
1. Select Start->Control Panel
2. Double-click Power Options
3. Select "Always On" from the Power schemes drop-down or "Never" from the Turn off monitor, Turn
off hard disks, System standby and System hibernates drop-downs
4. Click OK
CUPSS User's Guide 140
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Appendix H: Cheat Sheet
Why can't I enter currency signs, commas or percent signs to certain text fields?
Some text fields expect information formatted in a certain way for it to be used by the application.
For example, if a number is required then only numbers (0-9) can be entered, dates must be entered
in the format MM/DD/YYYY, and currencies expect a number with up to 2 decimal places therefore
only numbers and the period (".") is allowed in currency controls.
How do I enter dollar amounts?
When entering dollar amounts please do not use dollar signs or commas. For example, $1,234,600.00 should
be entered as 1234600, not as 1,234,600, $1234600 or $1,234,600.
How do I enter dates?
Dates should be entered in the form MM/DD/YYYY. For example, December 20, 1999 should be entered as
12/20/1999.
How do I enter incomplete dates?
If you don't know a specific date, consider entering it in the form 01/01/YYYY if you only know the year or
MM/01/YYYY if you only know the year and month.
What are the O icons for?
The Iฎ icon displays additional information about the page, section or screen control it is next to. To
view the help text hover the mouse curser over the icon and the help text will appear.
How do I create custom values for drop-downs?
Many drop-downs allow you to enter additional values by selecting "Other" and then entering the new value.
When you need to use this value again it will be available as an option that you can select from the drop-down.
Where can I learn more about asset management?
Visit www.epa.gov/cupss to leam more about asset management.
Are their training events near me?
Visit www.epa.gov/cupss to find training events near you.
Where can I find training material for CUPSS?
Visit www.epa.gov/cupss to find training material, such as the Trainer's Guide, to help train users of CUPSS.
CUPSS User's Guide 141
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Where do you look for guidance on the useful life of an asset?
EPA, about two years ago, distributed a step guide. This step guide included a couple of documents;
one of them specifically was about taking stock of your water system. In this guide thsre are some
examples of recommended life expectancies, a worksheet, and a few suggestions on how to estimate
the useful life of an asset.
http://www.epa.gov/safewater/smallsvstems/pdfs/guide smallsvstems asset memnt.pdf
What does CIP mean?
Capital Improvement Plan, Project or Program.
What are the other pillars of the sustainable infrastructure initiative?
1. Better Management
2. Full Cost Pricing
3. Water Efficiency and Waster conservation
4. The Watershed Approach
Does EPA recommend yearly rate evaluations?
Yes, in the rate setting guide.
http://www.epa.gov/safewater/smal Isvstems/pdfs/guide smal Isystems final ratesetting guide.pdf
How does EPA define "small" systems?
3,300 and below. This is the number of people served.
Is there a website where you can download the program?
Visit www.epa.gov/cupss to download the program for free.
CUPSS User's Guide 142
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Resources
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&EPA
Asset Management: A Best Practices Guide
United States
Environmental Protection
Agency
ntroduction
Pitrpos*
Target
Audience
This guide will help you understand:
What asset management means.
The benefits of asset management.
Best practices in asset management.
How to implement an asset management program.
This guide is intended for owners, managers, and operators of water systems,
local officials, technical assistance providers, and state personnel.
anagement
Asset management is maintaining a desired level of service for what you want your assets to
provide at the lowest life cycle cost. Lowest life cycle cost refers to die best appropriate cost for
rehabilitating, repairing or replacing an asset. Asset management is implemented through an asset
management program and typically includes a written asset management plan.
Challenges faced by
Water Systems
Determining the best (or optimal) time
to rehabilitate/repair/replace aging
assets.
Increasing demand for services.
Overcoming resistance to rate
increases.
Diminishing resources.
Rising service expectations of
customers.
Increasingly stringent regulatory
requirements.
Responding to emergencies as a result
of asset failures.
Protecting assets.
efits of Asset Management
Prolonging asset life and aiding in
rehabilitate/repair/replacement
decisions through efficient and focused
operations and maintenance.
Meeting consumer demands witiS a
focus on system sustainability.
Setting rates based on sound
operational and financial planning.
Budgeting focused on activities critical
to sustained performance.
Meeting service expectations and
regulatory requirements.
Improving response to emergencies.
Improving security and safety of assets.
lementing Asset Management: Fiv
ramework
A good starting point for any size water system is the five core questions framework for asset
management. This framework walks you through all of the major activities associated with asset
management and can be implemented at the level of sophistication reasonable for a given system.
These five core framework questions provide the foundation for many asset management best
practices. Several asset management best practices are listed for each core question on die
following pages. Keep in mind that these best practices are constandy being improved upon.
-------
7
Long-term
Funding Plan
Current State
of Assets
Asset
Management
Level
of Service
Minimum Life
Cycle Cost
Critical
Assets
This flow chart shows the relationships and dependencies between each core framework question.
The first step in managing your assets is knowing their current state. Because some of this information may be difficult to
find, you should use estimates when necessary. Over time, as assets are rehabilitated, repaired or replaced, your inventory
will become more accurate.
You should ask:
What do I own?
Where is it?
What is its condition?
What is its useful life?
What is its value?
Best practices include:
Preparing an asset inventory and system map.
Developing a condition assessment and rating system.
Assessing remaining useful life by consulting projected-useful-life tables or decay curves.
Determining asset values and replacement costs.
-------
Knowing your required "sustainable" level of service will help you implement an asset management program and
communicate to stakeholders what you are doing. Quality, quantity, reliability, and environmental standards are elements
that can define level of service and associated system performance goals, both short- and long-term. You can use
information about customer demand, data from utility commissions or boards, and information from other stakeholders to
develop your level of service requirements. Your level of service requirements can be updated to account for changes due
to growth, regulatory requirements, and technology improvements.
You should ask:
What level of service do my stakeholders and customers demand?
What do the regulators require?
What is my actual performance?
What are the physical capabilities of my assets?
Best practices include:
Analyzing current and anticipated customer demand and satisfaction with the system.
Understanding current and anticipated regulatory requirements.
Writing and communicating to the public a level of service "agreement" that describes your system's performance
targets.
Using level of service standards to track system performance over time.
Because assets fail, how you manage the consequences of failure is vital. Not every asset presents the same failure risk, or is
equally critical to your water system's operations. Therefore, it is important to know which assets are required to sustain
your water system's performance. Critical assets are those you decide have a high risk of failing (old, poor condition, etc.)
and major consequences if they do fail (major expense, system failure, safety concerns, etc.). You can decide how critical
each asset is and rank them accordingly. Many water systems may have already accomplished this type of analysis in
vulnerability assessments.
You should ask:
How can assets fail?
How do assets fail?
What are the likelihoods (probabilities) and consequences of asset failure?
What does it cost to repair the asset?
What are the other costs (social, environmental, etc.) that are associated with asset failure?
Best practices include:
Listing assets according to how critical they are to system operations.
Conducting a failure analysis (root cause analysis, failure mode analysis).
Determining the probability of failure and listing assets by failure type.
Analyzing failure risk and consequences.
Using asset decay curves.
Reviewing and updating your system's vulnerability assessment (if your system has one).
-------
Operations and maintenance (O&M), personnel, and the capital budget account for an estimated 85 percent of a typical
water system's expenses. Asset management enables a system to determine the lowest cost options for providing the highest
level of service over time. You want to optimize the work O&M crews are doing, where they are doing it, and why. An
asset management program helps make risk-based decisions by choosing die right project, at the right time, for die right
reason.
You should ask:
What alternative strategies exist for managing O&M, personnel, and capital budget accounts?
What strategies are die most feasible for my organization?
What are die costs of rehabilitation, repair, and replacement for critical assets?
Best practices include:
Moving from reactive maintenance to predictive maintenance.
Knowing the costs and benefits of rehabilitation versus replacement.
Looking at lifecycle costs, especially for critical assets.
Deploying resources based on asset conditions.
Analyzing the causes of asset failure to develop specific response plans.
Sound financial decisions and developing an effective long-term funding strategy are critical to the implementation of an
asset management program. Knowing the full economic costs and revenues generated by your water system will enable you
to determine your system's financial forecast. Your system's financial forecast can then help you decide what changes need
to be made to your system's long-term funding strategy.
You should ask:
Do we have enough funding to maintain our assets for our required level of service?
Is our rate structure sustainable for our system's long-term needs?
Some strategies to consider:
Revising die rate structure.
Funding a dedicated reserve from current revenues (i.e., creating an asset annuity).
Financing asset rehabilitation, repair, and replacement through borrowing or other financial assistance.
The five core questions framework for asset management is die starting point for asset management. Beyond planning, asset
management should be implemented to achieve continual improvements through a series of "plan, do, check, act" steps.
Plan: Five core questions framework (short-term), revise asset management plan (long-term).
Do: Implement asset management program.
Check: Evaluate progress, changing factors and new best practices.
Act: Take action based on review results.
For additional information: Call the Safe Drinking Water Hodine at 1-800-426-4791, visit the EPA Web site at
littp://www.epa.gov/safewater/smallsysterns or contact your state drinking water representative.
Office of Water (4606M)
EPA816-F-08-014
www.epa.gov/safewater
April 2008
-------
United States
Environmental Protection
Agency
Asset Management for
Local Officials
This fact sheet will help you understand
The basics of asset management for local officials.
Local officials' vital role in successfully implementing an asset management program.
Tins fact sheet is intended for local officials who are directly or indirectly involved in decisions affecting water systems.
Asset management is maintaining a desired level of service for what you want your assets to provide at the lowest life cycle
cost Lowest life cycle cost refers to the best appropriate cost for rehabilitating, repairing, or replacing an asset. Asset
management is implemented dirough an asset management program and typically includes a written asset management
plan. Water systems need asset management to:
Address aging water infrastructure assets before they fail.
Keep assets productive, and not allow them to become disruptive liabilities
Treat all decisions as investment decisions to maximize limited financial resources
Make costs transparent to support financial decisions
Asset management requires1
Support and involvement of local officials who have die authority and willingness to commit public resources and
personnel to maintain community assets.
A commitment of time and money to make cost-effective asset decisions (spending some money in the short-term to
save more money over the long-term)
A team made up of key decision makers.
A sustainable water service delivers safe, clean water to its customers' satisfaction while managing infrastructure assets to
maximize their useful life An asset management plan will help you "tell the story" of water system assets to the community
in a way that is understandable. Small systems that have simple asset management plans can benefit as much as large systems
that have complex plans Asset management will enable your system to
Have more efficient and focused operations.
Choose capital projects that meet the system's true needs
Base rates on sound operational decisions
Improve its financial health
Reduce environmental violations due to failed or poorly performing assets.
Improve the security and safer}' of infrastructure assets
A good starting point for any system are five core framework questions, which walk you through all of the major activities
associated with asset management
1. What is the current state of my system's assets?
Your water system's assets are part of your community's total assets. A decline in the value of your infrastructure
indicates insufficient funding of asset management.
2. What is my required "sustainable" level of service?
Knowing your required "sustainable" level of service will help you implement an asset management program and
communicate to stakeholders what you are doing The required level of service is the basis for justifying your user
rates.
-------
3. Which assets are critical to sustained performance?
Identifying critical assets will help you make decisions about resource allocation and about maintaining or improving
your sustainable level of service.
4. Wha. are my life-cycle costs?
Knowing the answer to this question will help your system move from a passive "fix-it-when-it-breaks" posture to an
active program of preventive maintenance and timely asset replacement.
5. What is my best long-term financing strategy?
Knowing the full economic costs and revenues generated by your water system will help determine the system's
financial forecast. The financial forecast can then provide needed information in making decisions regarding long-
term funding strategy.
The Governmental Accounting Standards Board's Statement #34 (GASB 34) revises several accounting and financial
reporting practices for state and local governmental entities including publicly-owned water systems. If your water system is
publicly owned, you will need to follow GASB 34 requirements to obtain a "clean opinion" (i.e., a good credit rating) from an
auditor. Without a clean opinion, you may face higher interest rates on loans and bonds and may be more closely scrutinized
by regulators and public officials. Following GASB 34 standards will require publicly-owned water systems to report the value
of infrastructure assets and the cost of deferred maintenance. An accurate and up-to-date asset management plan will help you
comply with this requirement.
Successfully implementing an asset management program means overcoming potential barriers by including die community in
the process. Local officials are key players in successful asset management programs because they are uniquely
positioned to address these challenges. Barriers to implementing an asset management program may include:
Expecting to see immediate results.
Changing from a focus on operations to a focus on assets.
Paying for short-term costs to achieve long-term savings.
Reconciling a short-term focus (e.g., rate increases) with long-term view of system sustainability.
These banders can be overcome by building community support for asset management's emphasis on planning as a means for
cost-effective infrastructure investment. An asset management plan is an effective way to communicate your strategy and
work. In order for your system to gain community support, your customers should:
Understand what you do.
Believe that what you do has value.
See that the way you work meets the agreed-upon level of service.
Asset management helps you:
Share information with your customers.
Describe the risks of not maintaining system components.
Communicate your system's requirements.
Justify rehabilitation, repair, and replacement project priorities.
Justify your long-term financial plan to the public.
Implementing an asset management program will allow you to start having a sustainable water service that will maximize the
useful lives of assets, be financially self-supporting, and protect public health and the environment.
For additional information: Call the Safe Drinking Water Hotline at 1-800-426-4791, visit the EPA Web site at
http://www.epa gov/safewater/smaUsysterns or contact your state drinking water representative.
Office of Water (4606M) EPA 816-F-08-015 www.epa.gov/safewater April 2008
-------
xvEPA
United States
Environmental Protection
Agency
Building an
Asset Management Team
This fact sheet will help you understand:
How forming and having a team can help your water system successfully implement an asset management program.
The components of a successful asset management team.
This fact sheet is intended for local officials, owners and operators of water systems, technical assistance providers, and state
personnel.
Asset management requires an investment in time and resources. Asset management is not a 1-year project, or even a 5-year
project. It is a continual, fundamental change in the way infrastructure assets are managed. Successful asset management
programs are characterized by a commitment to:
Spending time and money to implement the program.
Focusing on making cost-effective asset decisions.
Providing a sustainable level of customer service for the community.
To achieve this level of commitment, asset management is implemented by a team that is:
Supported by political leaders who have the authority and willingness to commit public resources and personnel.
Made up of key decision makers who represent the departments involved with asset management.
Thinking about your assets differently can be the first step towards having a sustainable water system. With the limited
resources of most systems, shifting away from reacting to events and towards making strategic plans can lead to real savings.
Asset management focuses on the long-term life cycle of an asset and its sustained performance, not on the day-to-day aspects
of the asset. It involves a shift in a water system's philosophy characterized by:
Changing the management culture.
Understanding that all asset decisions are investment decisions.
Focusing on continual improvement driven by results (sustainability).
Changing the culture requires champions who use a team approach to promote and articulate the benefits of asset
management. The champions are the motivating force behind the team that can consist of operators, managers, elected
officials, and stakeholders. Each team member fulfills a role and function in implementing an asset management program.
The team should have the authority and resources to answer the core questions that lead to asset investment decisions. An
asset management team:
Is flexible and encourages critical thinking.
Creates opportunities for sharing ideas and information through open and transparent debate.
Works through problems and shares the success, not the blame.
Fosters an atmosphere that builds trust and develops partnerships.
Uses existing elements of asset management as a basis for the program.
Starts implementation during planning to achieve early gains.
-------
The following section describes the personnel, departments, and organizations that are good candidates for an asset
management team; however, highly effective teams can consist of as few as two members. In the case of a very small system,
there may be only one person who will implement an asset management program. Do not let the size of your team prevent
you from getting started. The team approach works because it brings together the right people to coordinate and drive asset
management activities.
m$^ฎmmmtem
Water system operators and
engineers (including upper
management)
Local and elected officials
(e.g., mayor, council, town
manager)
Accountants
IT Specialist
Treasurer
(SDfifasf? l&sflfgCTginnft n&gEgKflrnvE
Other infrastructure
managers and utilities (e.g.,
roads, sewers, and electric)
Neighboring water districts
Community members
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Knowledge of the current state of water system assets.
Ability to describe the costs and benefits of changes to infrastructure assets.
Expenence with the current capital improvement plan and the operations and
maintenance strategy.
Authority to commit resources.
Knowledge of the political landscape.
Ability to create new financing mechanisms.
Ability to help estimate the replacement cost of assets.
Knowledge of the existing financing strategy, potential financial resources and
challenges, and the need for rate changes.
Ability to determine the most practical way to collect, store, and present the
information needed to make strategic decisions.
Ability to implement new financing mechanisms (e.g., bonds, loans, and other debt
instruments) and create dedicated reserve accounts.
sr^^gtodfcrfhdmsrea V
Ability to coordinate activities that affect multiple infrastructure sectors and help
establish new opportunities for collaboration.
Share lessons learned, exchange best practices, and enter into new collaborative
efforts. Regional and national experts can share innovative ways on how other
water systems have overcome their challenges.
Knowledge of current and future service expectations.
Ability to reinvest in shared assets.
Desire to preserve the community's assets as the ultimate beneficiaries of a
sustainable water service.
For additional information: Call the Safe Drinking Water Hotline at 1-800-426-4791, visit the EPA Web site at
hrtp://www.epa.gov/sa'fewater/smallsysterns or contact your state drinking water representative.
Office of Water (4606M)
EPA816-F-08-016
www.epa.gov/safewater
April 2008
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