User's Guide
Check Up Program for Small Systems
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EPA8I6-R-08-003
April 2008
Office of Water (4606M)
e pa.gov/safewate r
CUPSS User's Guide
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Contents
1 Introduction 9
1.1 CUPS Sand 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
4.3.1.1 Set-up 35
4.3.1.2 SwitchUtility 35
4.3.1.3 Create User 35
4.3.1.4 Help 35
4.3.1.5 Training 35
4.3.1.6 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&M Tasks 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 Getting Help 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
My O&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 Stepl: 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 My CUPSS Plan 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 (CIP) 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 SearchforHelp 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
AppendixD : 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 page 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 3.15 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 My O&M page 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 Ill
Figure 10.8 Search results Ill
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!
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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.
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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).
InstallAnywhere will guide you through the installation of CUPSS
It is strongly recommended that you quit all programs before
continuing with this installation.
Click the 'Next'button to proceed to the next screen. If you want to
change something on a previous screen, clickthe 'Previous'button.
You may cancel this installation at any time hy clicking the 'Cancel'
button.
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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V CUPSS - Check Up Program for Small Systems
Whom would you like to create product icons?
(~ In a new Program Group:
(• In an existing Program Group: CUPSS
C In the Start Menu
C On the Desktop
C In the Quick Launch Bar
Other: |
Don't create icons
] Create Icons for All Users
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).
C CUPSS - Check Up Program For Small Systems
Please chi >e a destination folder for this installation
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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C CUPSS - Check Up Prowam For Small Systems
Please Review the Following Before Continuing:
Product Name:
UUPSS
Install Folder:
C:\Documents and Settings\molly.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).
Install Complete
[longratulations! CUPSS has been successfully installed to:
C:\Documents and Settings\molly,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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2.2UninstallCUPSS
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).
Introduction
Ming...
tall Corriplsts
About to uninstall...
CUPSS
This will remove features installed by InstallAniwhere. It will not
remove tiles and folders created aflerthe installation.
Cancel
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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All items were successfully uninstalled.
Figure 2.8 Uninstall 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 proj ect 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 username 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 (CUPSS)
Check Up Program for Small Systems (CUPSS)
OOF*
Welcome to CUPSS
Brought to you by USEPA
vft)
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.
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Welcome CLIPSS Users
Welcome to CUPSS!
CUPSS is meant to make asset management easy for you. Now lets get started.
Do Some Tr.
*''....-
it to you by the US Environmental Protection Agency
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
-04H -
i Team
-Review
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.
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d: Utility Information
Do Some Training
Un:r
Ma
• 04M
. Team .
(*) IfeffUte* required (IcUl
* Utility him* |
Sel«l Typ* at Facility C Dnnkinrj Water C Wastewater
PW41D I ~ Q
M 'i i n Number
•Mr***
City. ttite. Zip
Minim, F*K
Select state
Figure 3.4 Utility Information page
Table 3.1 Fields available on the Utility Information page
Description
Utility Name'
Enter the name of the utility. If you have multiple projects, add the project
name beside the utility name (e.g., [Utility Name] - [Project Name]).
Type of Facility'
Use the radio buttons to indicate whether this is a drinking water or
wastewater facility.
PWSID (Drinking water facilities only)'
This field is made available if you select "Drinking Water" as the facility type.
Enter the Public Water System identification number.
Estimated Number of Connections
(Drinking water facilities only) *
This field is made available if you select "Drinking Water" as the utility type.
Enter the number of customers receiving drinking water from the utility.
NPDES NUMBER (Wastewater facilities
only)*
This field is made available if you select "Wastewater" as the utility type.
Enter your National Pollutant Discharge Elimination System number here.
Flow (mgd) (Wastewater facilities only)*
This field is made available if you select "Wastewater" as the utility type.
Enter the number of millions of gallons per day processed through the utility.
Street Address'
Enter the street address of the utility.
City*
Enter the city where the utility is located.
State
Select the state where the utility is located from the dropdown menu.
Zip*
Enter the ZIP Code of the utility.
Phone
Enter the phone number for the utility.
Fax
Enter the fax number for the utility.
* Indicates a required field.
When you have completed the form, click "Continue" to move to the next step.
If you try to move to the next page without filling out all the required fields, you will see an error message
(Figure 3.5) with a list of fields that require data before you can continue. This is true for all forms in the
CUPSS application.
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Check Up Program for Small Systems
Getting Started: Utility Information
Do Some Training
The first step in setting up CUP5S is to enter your basic utility information.
(*) Indicates required fields
Address is required.
i \ City is required.
Select Type oF Facility C Drir State is required.
Zip Code is required.
* Utility Name
Type o
* PWSID
Estimated Number of Connection
""Street Address
*City,*Slate,*Zip | | Select state
Phone, Fax [
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.
the s« end step m setting up (XlPSS S for you to Fl out yoi» mf wmaDfcn wtd create your account For accessing OJPSS.
Enter your name and contact rtorrnarjon; then setott a usdname and owswwd to «MBS OUPSS O
(•) Ii.fe.tei retired IWUi
N»u Heten
| | Howard
Beauty View Acres Ladownen Assn TKIt pleasure/Secretary
SsmeasLrtty
«h«t AiMr.n [PO EOi 7W
[&aySurm*
Uiernne |i I
Figure 3.6 User Information page
Table 3.2 Fields available on User Information page
Field Label
First Name *
Middle Initial
Last Name *
Description
Enter your first name.
Enter your middle initial, if applicable.
Enter your last name.
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Field Label
Organization
Title
Email
Role*
Same as facility checkbox
Street Address
City
State
Zip
Phone
Fax
Enter Username *
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 username. This is the name you will use the next time you log into
DON'T FORGET THIS USERNAME!
Enter a password. This is the password you will use the next time you log
CUPSS. DON'T FORGET THIS PASSWORD!
CUPSS.
nto
Reenterthe 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
n Check water meter readings and record water production.
n Check chemical solution tanks and record amounts used.
n Check and record water levels in storage tanks.
n Inspect chemical feed pumps.
n Check and record chlorine residual at the point of application.
n Check and record chlorine residual in the distribution system.
n Inspect booster pump stations.
n Check and record fluoride concentration in the distribution system.
n Record well pump running times and pump cycle starts.
n Check instrumentation for proper signal input/output.
n Investigate customer complaints. Use special "Telephone Threat" card to record threats or suspicious
activity.
n Complete a daily security check.
n Inspect heater operation during winter months.
n Inspect well pumps, motors, and controls.
Getting Started: Utility Operation and Maintenance Default Daily Tasks
TMHI .
The third step insetting up CUP55isfor you to review base preventive maintenance task; recommended by US EPA. \So«n select or deselect al
•terns and changs the fretfjency of the taste, O
I Petfltcl All Tjiki
Scheduled Day for Maintenance
Dagy Tasks
rhe tallowing routine maintenance task* are set la occur daily
Ctwfh water ratter readme.* «td r*cwd Chwi^c Utks r*t»rr*i«e frcq.irxy l«: ISetect, FrMuefiCY T(
Weekly rj.nirrj.nii- **«rT
Monthly recurrence on
f n, c Ik*
» •*•'» nKmth
^] «* |sefett Month _*]
r*c*rd anMHjnli uir J.
f rccarrtnce frc^vcncy lo: Select Ffcqurncy *l
Wfj-kly rfKiirrtiic* «*«rf I
w»k(O«> | Select Osy 3
MMIhly rttmrrtntt « | SetKt Week V] |Select Day V| *virir month
ABM.*! r««mK* Ik* |s«fectWM*; j] |s«tectDay _»
[Setett Month _*]
' i Li-11, ...,,l record wat«r I.--.-.-I•. IA CKwvgt t*tks
xlor4fe tjtnkx.
Weekly reciurrenc* every
Figure 3.7 Operations and Maintenance Daily Tasks page
|s«tett Frequency
| Setect D«^ ^
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 3.3 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 Started: Utility Operation and Maintenance Default Weekly Tasks ]
A
The third step in setting up CUPSS is for you to r
items and change the frequency of the tasks. £
1 Weekly Tasks
© A
eview basic preventive maintenance tasks recornme
>
Select All Tasks | Deselect All Tasks
Review
ided by US EPA. You can select or deselect all
^1 Scheduled Day for Maintenance
•The Following routine maintenance tasks are set to occur weekly
\7 Inspect chlorine and fluoride testing
equipment.
[7 Clean pump house and grounds. Make
Change the deFault day for weekly recurrence
Change this task's recurrence Frequency to:
Monthly recurrence on |Select Week _^J
Annual recurrence the Se\ecl Week _^J
Change the deFault day for weekly recurrence
Change this task's recurrence Frequency to:
Monthly recurrence on [select Week ^J
every [Monday ^] <"*
Select Frequency ^|
Select Day _^J cwei
-------
Check Up Program for Small Systems
Getting Started: Utility Operation and Maintenance Default Monthly Tasks
A
The third step in setting up CUP55 is for you to r
items and change the frequency of the tasks, <[]
I Monthly Tasks
mJjJUf
eview basic preventive maintenance tasks recommended by U5 EPA. You can select or deselect all
\
Select All Tasks Deselect All Tasks
^1 Scheduled Day for Maintenance
•The following routine maintenance tasks are set to occur monthly
[7 Read electric meter at pump house and
record.
[7 Take appropriate monthly water quality
samples.
[7 Check and record static and pumping
levels of each well.
Change the default monthly recurrence to 1 First ~^"| week of every month on [Monday ^J or
Change this task's recurrence frequency to: 1 Select Frequency T |
Weekly recurrence every 1 Week(s) on 1 Select Day _^J
Annual recurrence the |se|ect Week jj |selectDay ^J of | Select Month ^l
Change the default monthly recurrence to 1 First ~^J week of every month on 1 Monday ~^J or
Change this task's recurrence frequency to: 1 Select Frequency ^J
Weekly recurrence every 1 Week(s) on 1 Select Day J^J
Annual recurrence the Select Week ^j | Select Day ^j <>f Select Month 2\
Change the default monthly recurrence to 1 First ~^J week of every month on 1 Monday j^J or
rhjinno thic lAck'c fPrnrrpnrP Fhonnpnru In; Icalarh P^am ilr^ Z 1
Figure 3.9 Operations and Maintenance Monthly Tasks page
The standard list of monthly tasks includes
n Read electric meter at pump house and record.
n Take appropriate monthly water quality samples.
n Check and record static and pumping levels of each well.
n Read all customer meters and compare against total water produced for the month.
n Inspect well heads.
n Lubricate locks.
n Check on-site readings against lab results.
n 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 I
The third step in setting up CUPSS is for you to review basic preventive maintenance tasks recommended by US EPA. You can select or deselect all
items and change the frequency of the tasks. 4}
Select All Task; | Deselect All Task;
Annual Tasks
Scheduled Day For Maintenance
rhe Following routine maintenance tasks are set to occur annually
Overhaul chemical feed pumps (O rings. Change the default annual recurrence the I FirstT] I Monday ^1 of I January
check valves, and diaphragms).
Change this task's recurrence Frequency to: I Select Frequency T |
Weekly recurrence every
Week(s)on | Select Day
Monthly recurrence on |Select Week H |Select Day
Inspect and clean chemical Feed lines
and solution tanks.
Change the default annual recurrence the Ipirst T]| Monday 2\ "f I January ^]
Change this task's recurrence Frequency to: [Select Frequency -r\
Weekly recurrence every F
Week(s) on | Select Day
Monthly recurrence on [select Week H |Select Day ^J every n
Calibrate chemical Feed pumps aFter
overhaul.
Change the default annual recurrence the jpirst T]| Monday
oF anuary or
Change this task's recurrence Frequency to: Select Frequency
Figure 3.10 Operations and Maintenance Annual Tasks page
The standard list of annual tasks includes (default recurrence frequency shown in parentheses):
n Overhaul chemical feed pumps (O-rings, check valves, and diaphragms), (first Monday in January)
n Inspect and clean chemical feed lines and solution tanks, (first Monday in January)
n Calibrate chemical feed pumps after overhaul, (first Monday in January)
n Begin Safety Equipment Repair Log. Maintain log continuously throughout the year, (first Monday in
January)
n 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)
n Inspect chemical safety equipment and repair or replace as needed, (first Monday in February)
n Operate all valves inside the treatment plant and pump house, (first Monday in February)
n Inspect, clean, and repair control panels in pump house and treatment plant, (first Monday in March)
n Exercise half of all mainline valves, (first Monday in March)
n Inspect and clean chemical feed lines and solution tanks, (first Monday in April)
n Calibrate chemical feed pumps, (first Monday in April)
n Inspect storage tanks for defects and sanitary deficiencies, (first Monday in May)
n Clean storage tanks if necessary, (first Monday in May)
n Flush the distribution system and exercise/check all fire hydrant valves, (first Monday in June)
n Perform preventive maintenance on treatment plant and pump house buildings, (first Monday in June)
n Inspect and clean chemical feed lines and solution tanks, (first Monday in July)
n Calibrate chemical feed pumps, (first Monday in July)
CUPSS User's Guide
25
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n 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)
n Operate all valves inside the treatment plant and pump house, (first Monday in August)
n Exercise mainline valves that were not exercised in March, (first Monday in September)
n Prepare system for winter operation. This task may be postponed until October or November,
depending on local conditions, (first Monday in September)
n Make sure unnecessary equipment is properly decommissioned, (first Monday in September)
n Inspect and clean chemical feed lines and solution tanks, (first Monday in October)
n Calibrate chemical feed pumps, (first Monday in October)
n Prepare system for winter operation if not completed in September or October, (first Monday in
November)
n 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
project—your 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
Petting started: Affembte Your Team (optional)
The fouth and final step n settitg up CUPSS for your ubfcy is to assemble you1 team, This is an optional, but highly recommended, step where you can
indicate any contacts that may hejp yew in assemblrvg your rvfoi-matieri Fot CUPSS wch * town Staff, your Utfty staff or #hef stakeholders Involved In
ttw development «f your asset management pJarh Tl^ may w roar/not be actual OJPSS users, 0
(*) I»dk«Us required foUl
Select Exiling U«r | Setect CUPSS User
Or I "I-r NtW Iff«r intern, -I nil.
Dan
[daughefty
CLfP-SSUser 0
Ort*«»ti«t | Mssouri Department of Natural Reso rule | Wat«r Specialst
fmtil
$tat« Contact
F 5*r* as Utilty
7WS S Man St
CH» ,***«, fit
567-342-^300
£n(cr t
Confirm Pii
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 username 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 username 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 Username (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 username for the team member (for CUPSS users only).
Give this username 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.
Reenterthe 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 / Tltie
Organization
John Hoagland / Ad... Missouri Rural Wat... Ruralwater@morur...
Robert Dunlevy / E... USEPA robert@epa.gov
Sam Bowman / SEE USEPA sam@epa.gov
SteveWyatt/Engi... MissouriDepartmen... MissouriNatural@e...
15 West Wilson St ... Technical Assistanc...
901 N 5th Street K... EPAContact
901 N 5th Street K... EPA Contact
PO Box 176 Jeffers... State Contact
CUPSS User
Ves
Yes
Yes
Yes
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: HI* . 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).
Name / Title Organization
Alden McDonald / C... Beauty View Acres
Address
CUPSS User
,COR... Head Operator
Dan Daugherty / ... Missouri Departmen... Missouri@dnr.
Dennis Siders / Reg ... Midwest Assist ance ... mid west@maF ,—
John Hoagland /Ad... Missouri Rural Wat... ruralwater@rr
Robert Dunlevv I E... U5EPA _ EPAwaterffi'eDa.oov
Edit Row
f St. ...
''"ialTl • • •
5t ...
N 12th Street ...
State Contact Yes
Technical Assistanc... Ves
Technical Assistanc... Yes
EPA Contact Yes
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.
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
Take Note!
correct primary user, you can close CUPSS by clicking the w 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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(•Check Up Program for Small Systems
\ frfltm-7 y *
r yeu M «i«w«lhil wu mJa ». w i
Y «• ton «M>«» - Of
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
Your Information j
Name:
Till* :
Organization :
Role:
Email :
Address :
Phone / Fax :
Username :
Password :
Michael Wilton
Ope \ Please select a directory to save the password file.
sa
451
Michael
Wilton
45 Main Street Pittsburgh... Head Operator
45 Main Street Pittsburgh... Local Official
763 Wilson St, Aspinwal ... Operator/Facility Staff
CUPSS User's Guide
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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
Desktop
B O My Documents
El £) AIMLogger
El £) CCWin9
lr°> Corel User Files
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
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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 username 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. Username 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.)
Check Up Program for Small Systems
Welcome CUPSS Users
User name:
Password:
Forgot Password
Please register your copy of CUPSS to receive critical patches and updated information on training
CUPSS is brought to you by the US Environmental Protection Am-niv
Figure 4.1 CUPSS login page
Enter your username and password information in the available fields, and click "Login" to login.
If you don't remember your username 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 CIJPS5 Users
Please refer to the password file that had been saved during setup.
CLJPSS is brought to you by the US Environmental Protection Agei
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 thai: you would like to work on. I
Select the utKty you would Ifte to wot en. If you have one uttty t should air eddy be selected and you can (ust clek on the [Load Uttty] button to get
star ted Liang CUPSS.
BMutyVtawferasSubdhfetan-DW
Add AntUwr Utility
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 4.5 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 | Training | Exit
Welcome Back Helen, Beauty View Acres Subdivision D W My Calendar ]
What would you like to do today? APril 20
1 Sun Mon Tue Wed
[ t. * Hfll ••Task Notification
b£E .J.Ti Do Some Training
A , fl I
^••Blfl 1 Task Name 1 Task Due Date 1 Task Status
• Check and record chlorine r... 4/15/2008 TODAY'S TASK
jt_fOL Check and record water lev... 4/15/2008 TODAY'S TASK
S^ 'SP' . Check instrumentation For p 4/15/2008 TODAY'S TASK
Jjfr Check water meter reading... 4/15/2008 TODAY'S TASK
Inspect heater operation d . . . 4/ 1 5/2008 TODAY'S TASK
,.;.... Inspect well pumps, motors... 4/15/2008 TODAY'S TASK
jdRf Investigate customer compl... 4/15/2008 TODAY'S TASK
: ; ; * Create or Update My Check and record chlorine r... 4/14/2008 PAST DUE TASK
Check instrumentation for p.. . 4/14/2008 PAST DUE TASK •*
...
S\S
^7 / Print Mv Checkup BI
• J J[ Number oF High Risk Asset:
X
08
Th
*]
o
u Fri Sat
4 5
) 11 12
^^^^^^^^^^
'18 19
25 26
2 3
To Turn OFF.
1
a
II IfiQ
II Q
II z
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 buttons
• 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.
Check Up Program for Small Systems
?lp | Training | Exit
Figure 4.5 CUPSS Navigation Area
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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
Set-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.
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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 wilt open your browser, you may be asked to downloads
Flash plug-in if these tutorials do not play,}
Introduction
4:10
Overview &
Mv Home 3:20
My Inventory
5:40
My Finances
4:10
My Check up
My CUPSS Plan
3^15.
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).
Figure 4.8 CUPSS module buttons
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 - DW
What would you like to do today?
Enter a New Task or Work Order
Create or Update My Schematic ^f Search Asset and Maintenance
Create or Update My Inventory
Print My Check Up Reports
Enter Mv Finances
Work on My CUPSS Plan
1 My Calendar
My Messages and Alerts
Popup Messages Are On. Click To Turn Off.
Reminder - Today's Tasks
Tasks Currently Past Due
Assets Needing Update
Number oF High Risk Assets
Figure 4.9 The CUPSS My Home activity window
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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 Turn Off.
Reminder - Today's Tasks
Tasks Currently Past Due
Ififll
| Assets Needing Update
Number of High Risk Assets
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!
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[ My Messages and Alerts j
Popup Messages Are OFT. Click To Turn On.
Reminder - Today's Tasks |
Tasks Currently Past Due 1 1
Assets Needing Update
a
1£Q
a
Number of High Risk Assets
Figure 4.12 My Messages and Alerts window showing that popup messages are deactivated
4.4.2.2 Status 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 Item to Edit
fash Name
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.(l .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&Mmodule. 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).
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Past Due Tasks
Right Click on Item to Edit
Task Name
Check and record chlorine residual at the po.
Check and record water levels in storage ta..
Check instrumentation for proper signal inp...
Check water meter readings and record wat.
Clean pump house and grounds. Make sure
t a-
Conduct weekly secur
Inspect chlorine and
Inspect heater operation during winter mon.
Inspect well pumpSj rnotorSj and controls,
Investigate customer complaints. Use sped.
Task Due Date
4/14/2008
4/14/2003
4/14/2003
4/14/2008
4/14/2008
14/14/2008
4/14/2003
4/14/2008
4/14/2008
4/14/2008
4/14/2003
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&Mmodule. 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 4.15).
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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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).
High Risk Assets
Right 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 .
-Review
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.
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I Check Up Program for Small Systems
| Getting Started: Utility Information
The first step in setting up CLIPSS is to enter your basic utility inforrnatio
(*) Indicates required Fields
* Utility Name | Beauty View Acres Subdivision - DW
Seled Type of Facility (• Drinking Water r Wastewater
•* Estimated Number of Connection [33
+NPDES Number |
*Flow(mgd) |
o
&
Street Address |PGBc,x245
City, State/Zip | Gray Summit | Missouri
Phone, Fax 1636-451-2625
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.
Getting Started: Your Informotic
The second step in setting up CUP55 is for you to fill out your information and create your account for accessing CUPS5,
Enter your name and contact information; then select a username and password to access CUP55 O
(*) Indicates required fields
i | Helen
Organization Beauty View Acres Landowners Assn Title | Treasure/Secretary
[mail Bea
|~ Sa
lRole Board Member
s Utility
Street Add re,, |PO Box 779
City, State, Zip | Gray Summit
Phone, Fan |757-513-6CQu|
j»j 166039
IH
Enter Password | •••••••
"O
"O
Confirm Password •••••••
Figure 4.19 Edit user information
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.
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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.
Getting Started: Assemble Your Team (Optional)
The fourth and final step in setting up CUPSS for your utility is to assemble your team. This is an optional, but highly recommended, step where you can
indicate any contacts that may help you in assembling your information for CUPSS such as town staff, your utility staff or other stakeholders involved in
the development of your asset management plan, They may or may not be actual CUPSS users, A
(*) Indicates required fields
Select Existing User | Select CUP55 User
Or Enter New User information
*Name
Organization |~
Email r
|
r CUP5S User
Title |
r Same as Utility
•Role |selectRole
Street Addres
I
City, State, Zip
Phone,Fan \
Enter Username |
Enter Password |
Confirm Password
| Select state _»] |
"e
"e
Figure 4.20 Enter information 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 3.5 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.
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Check Up Program for Small Systems
MOMMtt*
WCn.lfUi«l(
***.,,:
fk.., I..
YourlnlwiMtun
mhi
0»fi«fejU»i
«> fcn M 4rw Su»* NnwiMOM
757-5IHOK
WOWMD
mum
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-up 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.
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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&M
Team
-Review
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.
Check Up Program for Small Systems
Getting Started: Utility Information
Do 5ome Training
The first step in setting up CUPSS is to enter your basic utility information,
(*) Indicates required fields
Utility Name
Select Type of Facility (~ Drinking Water (~ Waste wdler
* PIAfSID
Estimated Number of Connection
NPDES Number [~~
Q "Flow (mgd) |~
o
e
Street Address [~
'City,'Stale, *Zip \
Phone, Fax |
| Select state ^\ I
\
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.
Getting Started : Assemble Your Team (Optional)
The fourth and final step in setting up CUPSS for your utility is to assemble your team. This is an optional, but highly recommended, step where you can
indicate any contacts that may help you in assembling your information for CUPSS such as town staff, your utility staff or other stakeholders involved in
the development of your asset management plan. They may or may not be actual CUP5S users. ^
(*) Indicates required fields
Select Existing User | Select CUPSS User
Or Enter New User information
fName
0
Organization I
Email |
Title \
•Role |Select Role
Same as Utility
Street Address
CitV, Slate, Zip |~
Phone, Fan [
Enter Username |
Enter Password |
Confirm Password |
| Select state
e
e
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 4.25). 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.
Getting Started : Review and Save J
Before moving on review all of the information you just added. You will have an opportunity to edit this information once you have begun using CUPSS by
click the Set Up link at the top right hand side of the CUPSS navigation bar. If you see anything that you would like to change dick on the [BacK and Edit]
button.
Utility Information
Utility Name:
PWSID:
Estimated Number of Connections
NPDES Number:
Flam (mgd):
Address:
Phone/FaH:
Beautyview Drinking Water
12312112
200
572 Main street Wi Irani; • ansas 41221
Jackson Wilson
Figure 4.25 Review your project information
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If you are satisfied with the information shown on the Review 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. ]
Select the utility you would like to work on, If you have one utility it should already be selected and you can just click on the [Load Utility] button to get
started using CUPSS,
Beauty View Acres Subdivision - DW
Beauty View Acres Subdivision - DW
Beautyview Drinking Water
Figure 4.26 The new project available on the Select Utility page
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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 5.1).
Check Up Program for Small Systems
ch Utility | Create Us
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 My Schematic View My Inventory List
Create or Edit My Inventory List View Mv Capital Improvement Prelects
Search
Beauty View Acres Subdivision - DW Schematic ]
^^ ^ J*
Asset Risk Matrix
Inventoried Asset List
Well#l
Wellhouse
well property
B Pumping Facility
Main value
Security
Chlorinator
B Treatment
Chlorine testing
B Distribution
Water Production M..
Tanli
Distribution
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
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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. ene i s o y ny
The My Schematic feature allows you to do this. Here, you can create a visual CUPSS includes a schematic of
i * * u- u -11 u i * 4\. 4. ii c your utility in the My CUPSS Asset
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
Inventory Report and My CUPSS
Asset Management Plan. The
schematic can be used to provide
town officials an overview of your
utility.
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 j
The My Inventory section allows you to create/edit a schematic., create/edit an asset Q
inventory list, view asset information and search your data.
Create or Edit My Schematic View My Inventory List
Create or Edit My Inventory List View My Capital Improvement Projects
Search
Figure 5.2 Asset Inventory window
CUPSS User's Guide 49
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Beauty View Acres Subdivision - DW
Print Schematic
u
. B rO^ rO^
•»+ 9-+ »S-J t^_
Well#l furtf ruini^l
Tank
•^-^ t
im'dl nr Ptodjition
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
• Learn 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 corner 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 5.1 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.
-------
Table 5.1 Schematic editing buttons
Button
S
B
,K
•
•
[a]
|
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 click 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, click 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
click 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
Pumping Facility
Treatment
Storage
• Collection
• Distribution
• Other
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 5.5 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).
Asset Category: Pumping Facility
Asset Type: Intake Structures
Asset Name:
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 CUPS S, you can add all of your assets at one time or create the schematic in
stages.
CUPSS User's Guide 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
(p
Asset" button 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: Pumping Facility
Asset Type; Pumping Equipment
Asset Name:
Figure 5.7 Clicking on an asset to identify it
Move an asset
To move an asset within the editing window, click on the "Move Asset" button HJI 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 m^ 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 11. 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.
CUPSS User's Guide
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 • I. 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 I •. 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 corner 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 j
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 My Schematic View My Inventory List
Create or Edit My Inventory List View My Capital Improvement Projects
Search
Figure 5.9 Asset Inventory window
C*Ji»*t*i*i
|5*lKt C**JHY
|setet fa&r&rtf
^J Q CjmUta O
I>MF r •*, f? i*. O
r *i*ito
- BMbAMtM*
1
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).
CUPSS User's Guide
55
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Basic Inform;
* Asset Name
* Location
* Asset
Category
Notes
ition
O jselect Associated Asset
O [select Assoc
5elect Category ^J O + Asset Type
ated Location
Select Asset Type
do
do [Add]
JO
o
Figure 5.11 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 1/4 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.
CUPSS User's Guide
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 5.12). 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 |Se|ect Condition Rating ^] © * CoF | Select CoF Rating _^J ©
Redundancy n% - 0 J^J © Can this asset be repaired? p Yes (•" No ©
Asset Status Select Status
_^j © Can this asset be rehabilitated? C Yes (• No ©
J5elect Asset Being Replace _^j show asset in the schematic?
Yes
No
Figure 5.12 Status and Condition fields
Table 5.3 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 appropriate 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 appropriate 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.
CUPSS User's Guide
57
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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 Maintena
* Installation Date
Expected Useful
Life
|~~ Maintained Ace
nee
©
0
Original Cost
* Replacement Cost f
Routine T~~
Maintenance Cost 1
urding to Factory Recommendation O
0
o
[Select Frequf^j 0
Create a task
Figure 5.13 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 override 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 properly 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 J O Manufacturer | Select Existing Manufact^J
r
Address
City, State, Zip F
Phone, Fan I
Select state
Figure 5.14 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." 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.
CUPSS User's Guide
59
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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)
Asset Category
U -limping -acility U Treatment J Storage U Distribution
Other
Asset Typs
3 Wells and Springs
H intake Structures
3 Pumping Equipment
H Disinfection
Equipment
J Hydropneumatic
tanks
D Concrete & Metal
Storage Tanks
U Transmission Mains
m Distribution Pipes
3 Valves
H Computer
Equipment/
Software
a Transformers/
Switchgears/
Wiring
Q Motor
Controls/Drives
D Sensors
D Buildings
H Service Jnes
3 Hydrants
Z3 Treatment Equipment
D Lab/Monitoring
Equipment
H Tools and Shop
Equipment
U Transportation
Equipment
D Security Equipment
H Land
3 Galleries and Tunnels
D Iv'eters
a Raw Water Reservoirs
Q Generators
D Liquid Waste Handling
& Disposal
H Solid Waste Handling S
Disposal
H Other
Asset Status
J Active J Not in Use-Abandoned J 'Jut in Jse- Back Up J Future Investment
Can this Asset be repaired?
Yes
No
Can this Asset be Rehabilitated'
Yes
Condition
-oor H Very =oor
s the asset maintained according to manufacturers recommendations''
Consequence of Failure
nsignificant -Co- of 2 3 Minor-CoF of 4
rv'ajor - C'j- of o J Catastrophic - Co- of 10
N'oderate -CoFof 6
Redundancy
°-: Backup J 50°': SacKup J 100% Backup
per day J per/week 3 pen'month 3 per/year 3 lifetime
Optional Information
Frequency of Routine Maintenance
Start Date
Model Number
Manufacturer
Supplier Name
Address
City, Stale, Zip
Phone Number
Fax Number
Notes
CUPSS User's Guide
61
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Inventory List (Wastewater)
Asset Name
Associated Asset
Associated Location
Asset Category
3 -limping -acuity 3 Treatment 3 Storage 3 Collection 3 Other
Asset Type
3 Pumping Equipment
3 Disinfection
Equipment
a Concrete & Metal
Storage Tanks
3 Transmission Mains
a Valves
O Computer
Equipment;
Software
3 Transformers'
S'.vitchgearS'
Wiring
Q Motor Controls/Drives
3 Sensors
3 Buildings
3 Service Lines
3 Treatment Equipment
3 Larj/fv'onitoring
Equipment
3 Tools and Shop
Equipment
3 Transportation
Equipment
3 Security Equipment
3 Land
3 Sewers
3 Pressure PjfiSKBdS
3 Galleries and Tunnels
3 Meters
3 Generators
3 Liquid Waste Handling
& Disposal
3 Solid Waste Handling &
Disposal
3 Other
Asset Status
) Active 3 Not in Use-Abandoned 3 Not in Use- Back Up 3 Future Investment
3an tnis Asset be repaired'?
3 Yes
3 No
Can this Asset be Rehabilitated^
3 Yes
3 No
3 excellent 3 Guod 3 -air >'Averaiiei 3-cor 3 Very-our
s the asset maintained accordinci to manufacturer's recommendations?
Consequence of Failure
3 nsignificant -Co- of 2 3 Iv'inor-Co-of 4 3 Moderate-CoF of 6
3 [v'ajur - Co- of & 3 Catastrophic - CoF of 10
Redundancy
3 0% Backup 3 50°: Backup 3 100°: Backup 3 200% Secondary Backup
Installation Date
Expected Useful Life
Routine Maintenance Costs
Original Cost
Replacement Cost
3 per/day 3 peryweek 3 per/month 3 per/year
3 lifetime
Optional Information
Frequency of Routine Maintenance
Model Number
Start Date
Manufacturer
Supplier Name
Address
Phone Number
City. Slate, 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
The My Inventory section allows you to create/edit a schematic, create/edit an asset t)
inventory list, view asset information and search your data.
Create or Edit My Schematic View My Inventory List
Create or Edit My Inventory List View My Capital Improvement Projects
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).
Beauty View Acres Subdivision - DW Inventory
The following is a list of assets currently in your inventory, To sort the table click on the column headings, To edit the information, right click on the selected
record and click "edit row".
Poo
Fair (Average)
Good
Good
Fair (Average)
Good
Fair (Average)
Excellent
Fair (Average)
Fair (Average)
Excellent
Well#l
pump
Security
Wellhouse
Main valve
Distribution
Tank
Chlorine testing
Chlorinator
Water Product!...
well property
Source
Source
Pumping Facility
Source
Pumping Facility
Distribution
Distribution
Treatment
Pumping Facility
Distribution
5ource
Wells and Springs
Pumping Equip ..
Pumping Equip...
Buildings
Pumping Equip...
Distribution Pipes
Distribution Pipes
Lab / Monitorin...
Disinfection Equ...
Distribution Pipes
Land
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.
Priority
8
'l
2
4
11
3
5
9
6
7
10
Asset
Chlorine testing
IWelltfl
punnp
Wellhouse
well property
Security
Main valve
Chlorinator
Distribution
Tank
Water Producti...
Category
Treatment
Source
Source
Source
Source
Pumping Facility
Pumping Facility
Pumping Facility
Distribution
Distribution
Distribution
AssetType
Lab / Monitorin...
Wells and Springs
Pumping Equip...
Buildings
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
Fair (Average)
Fair (Average)
CoF
Insignificant
Catastrophic
Catastrophic
Minor
Insignificant
Minor
Major
Insignificant
Major
Catastrophic
Minor
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
2008-02-01
2008-02-01
2008-02-01
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 O
inventory list, view asset information and search your data.
Create or Edit My Schematic View My Inventory List
Create or Edit My Inventory List View My Capital 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 right click 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
Inventory List" section to enter your asset information, When entering asset information in this section; select
dropdown for the asset to be added to your Capital Improvement Projects.
1 Priority Asset Category Asset Type Condition
1 Well#l Source Wells and Springs Poor
2 pump Source Pumping Equip... Good
3 Main valve Pumping Facility Pumping Equip... Fair (Average)
4 Security Pumping Facility Security Equipm... Good
5 Tank Distribution Distribution Pipes Good
6 Chlorinator Pumping Facility Disinfection Equ... Fair (Average)
7 Distribution Distribution Distribution Pipes Good
8 Water Producti... Distribution Distribution Pipes Fair (Average)
• 9 Wellhouse Source Buildings Good
10 Chlorine testing Treatment Lab / Monitorin... Excellent
1 1 well property Source Land Excellent
12 Storage Tank Storage Concrete Si Met... Good
toF
Catastrophic
Catastrophic
Major
Minor
Catastrophic
Insignificant
Major
Minor
Minor
Insignificant
Insignificant
Moderate
"Create or Edit My
"Future Investment" under the "Asset Status"
Recomm. Action
Replace
Repair
Repair
Replace
Repair
Replace
Repair
Repair
Repair
Replace
Repair
Repair
Recomm. Date
2/1/2003
2/1/2011
2/1/2011
4/1/2012
2/1/2036
2/1/2008
2/1/2038
2/1/2035
§/l/2036 4p
2/1/2008 ^
2/1/2308
2/1/2055
Save 1 Add Planned A»et 1
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 My Inventory List
Create or Edit My Inventory List View My Capital Improvement Projects
Search
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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Set-up | Switch Utility | Create User | Help | Training | Exit
Beauty View Acres Subdivision - DW Search And Report j
This screen allows yo
Report Type" display
Select Utility:
Filter By:
Asset Category
Asset
Person Assigned
to Tasks
Task Date Range
u to query your data for a particular utility and generate an Asset Service Report or a Work Order Report, The ? next to "Select
the type of information included in each report.
Beauty View Acres Subdivision - DW
0
Source ^1 Asset Type
Pumping Facility
Treatment
Storage _^J
Chlorine testing
Weltfl
pump
Water Production Meter
Helen Howard Task Type
Robert Dunlevy
J
-T *
_^J Select Report Type: O (Asset Service Report _^J
Buildings _*J Asset Status Actn
Computer Equipment / Software ^J ^ot
Concrete & Metal Storage Tanks Not
Disinfection Equipment _^J Futu
"jj
Planned - Monitoring _^J Task status acti\
Planned - Routine Maintenance Com
Planned - Repair Past
Planned - Rehabilitation -»|
'e
n Use - Abandoned
n Use -Back Up
re Investment
e
pleted
Due
•
Figure 5.22 Search and Report page
You will be able to select from the choices described in Table 5.6.
Table 5.6 Options available on the Search and Report page
Select Utility
Select Report Type
Asset Service History
Work order/Task History
Filter By:
Asset Category
Asset Type
Asset
Asset Status
Person Assigned to Tasks
Task Type
Task Date Range
Task Status
Select a utility to include assets for in the search.
Select Asset Service History if you are interested in learning about operation and
maintenance tasks that have been completed for the asset.
Select Work order/Task History if you are interested in learning about work and
tasks that are or have been scheduled for the asset.
Select one or more asset categories to include in the search.
Select one or more asset types to include in the search results.
Select one or more assets to include in the search results
Select one or more values for asset status to filter the results of the search.
Select one or more people (with assigned tasks) to filter the results of the
search.
Select one or more types of tasks to filter the results of the search.
Indicate a date range to filter the results of the search. The results will include all
tasks scheduled or completed between the indicated dates (inclusive).
Select one or more task status values to filter the results of the search.
CUPSS User's Guide
66
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The results of your search are shown in a table (Figure 5.23).
Beauty View Acres Subdivision - DW Search Results 1
The following are the results of your search. Click the column headings to sort the information. A page of results is limited to 300 records. If necessary, f)
click "Next" to see the additional sets of 300 records. Click "Print Report" to v
I Asset
Well#l
pump
Main valve
Wellhouse
Security
well property
Chlorinator
Asset Type Work Order, Ta
Wells and Springs None
Pumping Equipment None
Pumping Equipment None
Buildings None
Pumping Equipment None
Land None
Disinfection Equip... None
Asset Service
None
None
None
None
None
None
None
ew the additional information associated with the tasks and/or assets.
Report _^J
100.00000 Poor 2008-02-01
70.00000 Fair (Average) 2011-02-01
40.00000 Fair (Average) 2008-02-01
40.00000 Good 2008-02-01
40.00000 Good 2008-02-01
0.20000 Excellent 2305-02-01
20.00000 Fair (Average) 2008-02-01
BH mi
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 (.rtf) file. 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 5.24).
CUPSS User's Guide
67
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Inventoried Asset List
El Source
Well#l
pump
Wellhouse
well property
Pumping Facility
Main value
Security
Chlorinator
13 Treatment
Chlorine testing
• Distribution
Water Production M.
Tank
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).
Inventoried Asset List
Source
Well#l
pump
Wellhouse
Edit Asset
Remove Asset
Pumping
Main
Secur..
Chlorinator
Treatment
Chlorine testing
Distribution
Water Production M.
Tank
Distribution
Figure 5.25 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 utility'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.
H Asset Risk Matrix
1D.5
10.0
9.5
9.0
3.5
8.0
7.5
7.0
8.5
8.0
5.5
5.d
4.5
4.D
3.5
3.0
2.5
2.0
1.5
1.D
0.5
0.0
•0.5
Medium Risk
Low Risk
Medium Risk
34567
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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6 My O&M
Why Use Asset Management?
The City of Milwaukie, Oregon, lists its achieved goals when using asset management:
• To achieve more financially and physically with less
• To minimize the total cost of ownership
• To maximize knowledge
• To optimize decision making
• To facilitate sustainability
• To aid in succession planning
• To facilitate transparency
• 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).
SS Check Up Program for Small Systems Set-up'Switch""'^iCreateUseriHe|p
Training | Exit
My
CUPSS Plan
Beauty View Acres Subdivision - DW Operation and Maintenance ]
Add A Task 1 Print Blank Worksheet 1 Search/Print
he O&M section allows you to filter tasks by a utility. ^
Filter Utility | Beauty View Acres Subdivision - DW _^J Month | April _^J
^^^H
•
Past Due: Ch..
Past Due: Ch..
Past Due: Ch..
Past Due : Ch..
Past Due: Co..
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Past Due: Co..
Check and re..
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6
P
Id
13
P
Id
20
d
^MUj,
7
Past Due: Ch... _^J
Past Due: Ch... HI
Past Due: Ch...
Past Due: Ch...
Past Due: Cle... d
Past Due: Ch... _*j
Past Due: Ch... J
Past Due: Ch...
Past Due: Ch...
Past Due: Cle... d
21
Check and re... ^J
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Past Due: Ch.
Past Due: Ch.
Past Due: Ch.
Past Due: Ch.
Past Due: Co.
Past Due: Ch.
Past Due: Ch.
Past Due: Ch.
Past Due: Ch.
Past Due: Co.
Check and re.
Check and re.
Check instru...
Check water .
Complete ad.
Check and re.
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Check instru...
I
_*\ Past Due: Ch...
Past Due : Ch...
— ' Past Due: Ch...
Past Due : Ch...
d Past Due: Co...
jj Past Due: Ch...
Past Due : Ch...
— ' Past Due: Ch...
Past Due : Ch...
d Past Due: Co...
_^J Check and re...
Check and re...
— Check instru...
Check water ...
.ZJ Complete a d...
22
_ij Check and re...
"1 Check and re...
— Check instru...
2
d
d
^
d
d
23
I
Vear J2008
Past Due: Ch..
Past Due: Ch..
Past Due: Ch..
Past Due: Ch..
Past Due: Co..
Past Due: Ch..
Past Due: Ch..
Past Due: Ch..
Past Due: Ch..
Past Due: Co..
Check and re..
Check and re..
Check instru...
Check water ..
Complete ad..
Check and re..
Check and re..
Check instru...
_^J f~ Show Completed Tasks
3
Id
P
Id
d
d
24
d
Past Due: Ch..
Past Due: Ch..
Past Due: Ch..
Past Due: Ch..
Past Due: Co..
Past Due: Ch..
Past Due: Ch..
Past Due: Ch..
Past Due: Ch..
Past Due: Co..
Check and re..
Check and re..
Check instru...
Check water ..
Complete a d..
Check and re..
Check and re..
Check instru...
4
d
Id
P
Id
15
d
d
25
d
Past Due: Ch...
Past Due: Ch...
Past Due: Ch...
Past Due: Ch...
Past Due: Co...
Past Due: Ch...
Past Due: Ch...
Past Due: Ch...
Past Due: Ch...
Past Due: Co...
Check and re...
Check and re...
Check instru...
Check water ...
Complete ad...
Check and re...
Check and re...
Check instru...
5
M
Id
H
Id
19
d
26
IJ
d
Figure 6.1 My O&M page
This tool is particularly useful to help keep all operation and maintenance tasks organized and properly
managed. Remember that CUPSS is a tool just for you and your team; no one is receiving the information, so
there is no problem or penalty associated with not completing tasks within the time frame suggested. My O&M
is simply a way to organize and manage the variety of tasks that need to be completed in your utility.
CUPSS User's Guide
70
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The My O&Mmodule 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.
„,,,„„,,,, ^ 1.1 r- r .- .1 . -11 -j • in CUPSS. Using the search
The My O&M module stores a wealth of information that will aid in modu|e jn cupss you cgn then
managing your utility—making 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
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
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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 Utility (Beauty View Acres Subdivision - DW ^j Month [April ^J Year J2008 ^J F 5how 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
Task Name f
Task Type Select Type
| Enter Other
Task Details/Notes
Cost of the Task 0.00
Staff Name Select Staff
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 6.3 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.
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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
LOR | 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.
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." 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
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).
Monitoring or Chemical Added
Chemical Other
Chlorine
Amount 4.0
JO
O
Chemical
Chlorine
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
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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.
Schedule
Task Start/End Date 04/15/2008 _^ - 04/15/2008 _^
Completion Date | 05/02/2008 _^J |7 Pop-up Reminder 0
Recurrence End Date Empty
* Select Recurrence
<~ Every (1 ;t] day(s)
C Every fl ^ week(s) on
Select Day
f Day fl "H of every fl "H month(s)
(~ The |5ele j*J | Select Day j*J every fl ^ month(s)
r Every (select Month ~^\ fl ^
Sele -I
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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Optional Parts Information
Manufacturer/Supplier | Select Manufacturer - Supplier
OR Add New Manufacturer / Supplier
Parts Name
Parts Number
Parts Cost 0.00
Labor Maint Cost 0.00
Figure 6.8 Optional Parts Information section
Table 6.5 shows the fields available in this section.
Table 6.5 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 form (
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).
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Task Details
Manufacturer and Supplier
* Manufacturer
Select Existing Manufacturer
OR | Enter Other
Supplier | Select Existing Supplier
OR | Enter Other
Address
City, State, Zip
Phone,Fax
(*) Required Fields
Save and Close I 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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Work Oi clei
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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
Tl ill Type
Q MoiltTliy DFoHis n 31 ite i .1 ice D F e pa\t D F e 1 jDIIISttJ i QFe|ilaceineit DOtler
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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.
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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).
Check Up Program for Small Systems
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.
Set-up | Switch Utility | Create User | Help | Training | Exit
f
itory /
Inventory / O ft M
Beauty View Acres Subdivision - DW Finances
Print Blank Worksheet
The My Finances section allows you to enter expense and revenue information in multiple common categories.
(*) Indicates required fields
Select Previous Year Select a y ^J Or * Enter a new year Select a year ^
* Enter total cash-on-hand 0 |
and interest rate If
Type of Cost
"Budgeted Amount O Actual Amount O Inflatio
*r
d Select Type of Cost pelect a type of cost
Total Eicpenses: ij
Total Revenues: [i
Figure 7.1 My Finances page
CUPSS User's Guide
80
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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 Finances section allows you to enter expense and revenue information in multiple common categories.
(*) Indicates required fields
Select Previous Year Delect a y _^J Or * Enter a new year |select a year _^J
Enter total cash-on-hand t) f and interest rate
Import Data From Previous Year II G I" a l> ll Jt
^•li» — ~JTj, K._ _.
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 the fields in this section
and how to use them.
Type oF Cost
Budg
eted Amount O Actual Amount O Inflation O
pelect a type of cost
i\ *r
*r
r
and Select Type of Cost (Select a type of cost
Expense Budgeted Actual Inflation Rate • Revenue Budgeted Actual Inflation Rate
Total Expenses: ij
Total Revenues: Q
Save and Add Another Ye
Figure 7.3 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 (".03" 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 drink.
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,
supporting staff
Costs associated with meter reading, mailing of bills, and
and certifications for
processing of returns
Fees
The money spent on establishing security for the utility to
safety requirements
meet any regulatory or
Capital improvements
Debt payment
Capital reserve contribution
Emergency reserve contribution
Select "Other" if you wish to add a new expense category
the dropdown menu. New entries are added to the "Other
once the data are saved.
using the field below
Revenues" category
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
0.014
0.013
0.012
n.nn
0.010
0.009
"3?
1 0.008
1
» 0.007
tn
5 o.ooe
0.005
0.004
0.003
0.002
0.001
0.000
2007
Year
Actual Revenue-•-Budgeted Revenue 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
Year Cash on Hand Interest Rate
1 $
Revenue
Revenue from user rates
Revenue from grarts
Revenue from loans/bonds
Transferf rom reserve fund
Interest
Other Revenues rjotaf)
1
^^^^^^^^^
*
$
¥
*
*
*
D Onetime fees $ D Cortrat sales if
D Bulk sales $ D Product sales ;t:
Other
Total Revenue
!)>
?
Expenses
Operating Expenses (Total)
*
D Maintenance $ D Equipment V
D Salaries . wages, beref is $ D Supplies $
D Chemicals $ D Contracts ¥
D Utilities $ D fiytmrtoring atesting f
D Emergency $ D Rent ormortijage f
D Insurance $ D Sen/ices *
D Training Costs $ D Billing Costs $
D Fees $ D Security *
Capital Improvements
Debt Payment
Capital Reserve Contribution
Emergency Resent Contribution
Other
Total Expenses
*
f
*
*
*
|
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.
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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 250 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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cuPSS Check Up Program for Small Systems
Set-up | Switch Utility | Create User | Help | Training | Exit
My
Chock up
P^T CUPSS Plan
Beauty View Acres Subdivision - DW Checkup Reports
CUPSS can generate two "Check Up" Reports to help you analyze the data entered into CUPSS. These reports can help you
communicate with local decision makers and are the first step to developing an asset management plan.
My Asset Check Up Report
View and customize your prioritized list of assets,
My Financial Check Up Report
View and customize budget predictions of up to 10 years in 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.
Beauty View Acres Subdivision - DW Asset Inventory Report
Select from the criteria below to customize your Asset Check Up Report and click "Print Report".
Select Utility
Include in the Report
All Assets
Select Asset Status to Include
Active
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).
Check Up Program for Small Systems Set-u»iSwitch utilit* iCreateUseriHe"= iTrainingiE*tt
[Beauty View Acres Subdivision - DW, Financial Checkup Report I
Select from the criteria below to begin customizing your Financial Check Up Report. Then click "Save and Continue".
(*) Indicates required Fields
;f Gfon 1 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 _^J C Use Actual Costs P Use Budgeted Costs
£QI- •-) CUPSS allows you to enter an average growth based on how your community is Q
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.
P Enter an average annual growth for all years predicted.
P Enter annual growth for each of the years.
2009 % 2010 % 2011
2014
2015
2016
DCQI. o CUPSS allows you to enter an inflation rate in order to make this model more
' accurate. Please select one of the following:
(? Use CUPSS average inflation of 3% to be applied to all years.
P Enter an average inflation to be applied to all years.
C Enter an average inflation for each year.
2009 | ~~ % 2010 | % 2011
2014 | % 2015 | % 2016
P Enter an inflation value for each expense within the My Finances.
Figure 8.3 First page of the My Financial Check Up form
The purpose of the My Financial Check Up Report is to help you with long-term financial planning. CUPSS
does this by accounting for all revenues and expenses entered into the My Finances module, all capital
CUPSS User's Guide
89
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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
anticipated 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.
:f QI. j 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 jj C Use Actual Costs C 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 8.5):
1. 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).
Q._ .-) CUPSS allows you to enter an average growth based on how your community is 4}
expected to grow over the next 10 years. Please select one of the following:
(• Use CUP55 average growth of 5% to be applied to all years,
f* Enter an average annual growth for all years predicted, f %
P Enter annual growth For each of the years.
2009 % 2010 % 2011 % 2012 % 2013
2014 % 2015 % 2016 % 2017 % 2018
Figure 8.5 Step 2 of My Financial Check Up Report
CUPSS User's Guide 90
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8.2.1.3 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.
;f:Cfpn Q CUPSS allows you to enter an inflation rate in order to make this model more ^1
accurate. Please select one of the Following:
(• Use CUPSS average inflation of 3% to be applied to all years.
i to be applied to all years.
i for each year,
2010 |~~ % 2011 |~~
2015 |~~ % 2016 \~
%
%
%
2012 |~~ % 2013 |~~
2017 % 2013 \~
2009
2014 |~~ ~
f* 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 Sei-a"'Switchum»iCreateUser
| Help | Training | Exit
Inventory & Q & M
My
Checkup
Beauty View Acres Subdivision - DW, Financial Check Up Report
Revenue from user rates
Other Revenues
Maintenance
Salaries, wages, benefits
Supplies
Utilities
Insurance
Billing Costs
Fees
Capital Improvements
Capital Reserve Contribution
Taxes
storage tank
13860,00
20000,00
600,00
3600,00
0,00
703,11
250,00
1300,00
307.96
1000,00
5000,00
62,72
50000,00
0.00
20000.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
3,00
0.00
3.00
3.00
3.00
3.00
3.00
3.00
3.00
3.00
3.00
3.00
0,00
Save and Contin
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).
Sane 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 - DW, Financial Checkup Report
This screen allows you to Fine-tune
I^^^^M
Inflation
Growth
Cash on Hindi Reserve Fund
Annul 1 Operating E> penxes
Ca pita 1 Im prov emeriti
Annual DeW Pay merit
Capital Reserve
Emergency Reserve
Tota 1 Annua 1 Cost Of Doing BuSlna
Revenue from Fees
Revenue f rOm G ra nts
Revenue from Loans
Savings Withdra-nal
Other Revenues
Revenue Surplus/ DefHclt
0
0
0
0
0
0
0
0
a O
0
0
^^m
0
e
0
your budget
1 2007
0,00%
0,00%
12707,26
6823,79
0,00
0.00
159569,36
59569,36
1 1705,95
68099,10
13860.OO
0.00
0,00
lo.oo
0.00
-54239,10
projections,
1 2008
3,00%
5,00%
74077,87
7369,69
104050,00
0.00
159569,36
59569,36
1 1842,42
172831,48
[L4553.00
jo.oo
Amount
jo.oo
Term /Rate
jo.oo jo.oo
lo.oo
jo.oo
-158278,48
0
1 2OD9
3,00%
S.OO%
136045,24
7959.27
0,00
0.00
17544,36
7544,36
1 1989,82
17493.45
|L5 280.65
|o.oo
Amount
lo.oo
Term /Rate
lo.oo lo.oo
lo.oo
lo.oo
-2212,80
1 2010
3,00%
5.00%
146599,76
8596,01
0,00
0.00
17544,36
7544,36
1 2149,00
18289.37
|l6O44,68
jo.oo
Amount
jo.oo
Term /Rate
jo.oo jo.oo
lo.OO
jo.oo
-2244,69
1 2011
3,00%
5.00%
157392,62
9283,69
3500,00
0.00
17544,36
7544,36
1 2320,92
22648,97
1 16846,92
lo.oo
Amount
lo.oo
Term /Rate
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5.00s
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-168f
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
previous page (see Section 0 for more
is based on the selection from Step 3 of the
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 Loans: 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
the fields above.
or deficit based on the values entered in
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 Yfcir I Operate I DeH I Safe;
2.03
1,97
1.92
1,87
1.81
1.76
1,72
0.00
0.00
O.OO
0,00
0.00
O.OO
O.OO
1.00
1.00
1.00
1,00
1.00
l.OO
l.OO
0,10
0.04
0.45
J
0,47
0,41
0,52
0,53
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).
25,000 •
o
-25.000
-50.000
-75,000
-100.000
-125.000
-150,000 •
-175.000 •
Financial Projection Summary
2008 2010 2012 2014
Year
2016
25,000
0
-25,000
-50,000
-75,000
-100,000
-125,000
-150,000
-175,000
2018
•Revenue -*-Costof Doing Business I Surplus /Deficit
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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SMyCUPSS 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, Autumn Acres remains a public water system, except now they are a purchased water
system. By Autumn Acres connecting to the Town ofYorktown 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
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.
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).
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 click 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 My CUPSS Plan
Recent Version Changes
I II II II II
II II I I
BDLINLEVY
BDUNLEW
Bob 1
bdunlevy 1
4/3/2008
4/9/2008
Figure 9.1 My CUPSS Plan page
CUPSS User's Guide
97
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Check Up Program for Small Systems
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 click on
the entry in the table below and select "Edit Row". If you would like to delete a previous version, select "Delete Row".
a New My CUPSS Plai
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 fields
Select Utility(s) you would like to
generate the plan for
Beauty View Acres Subdivision - DW
Beauty View Acres Subdivision - WW
Beautyview Drinking Water
| Michael Adler
* Version Number fl
Notes
Dale 4/15/08 11148AM
Begin a New My CUPSS Plan
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 Utility(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
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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
Set-up | Switch Utility | Create User \ Help | Training | Exit
[ Beauty View Acres Subdivision - DW Utility Profile ]
1. UTILITY
PROFILE
2. MISSION AND
LOS AGREEMENT
3, CRITICAL
ASSETS
4.
STRATEGY
5. 6. FINANCIAL 7. FINALIZE
CIP MANAGEMENT STRATEGY PLAN
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 I I Save and Generate Plan I 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
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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.
Bf«utyV»c»fargibmM«-l>W Utility Prrffej
tattMAMD 3. CRITICAL 4. O&M
ASSETS SIMJEGY
5, (j. FlMANCUl. 7. FIMAU2X
CIP HWMCtMEM SlRMEGT PUW
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iapH arid r«p*ac««rt deostafts. Ths pfan H «i «ff«ln* kol f« ttrrtrf^ (edirted, management jndrmartMlprtctseMtoenMtlhat thelevd
provided aft Ihe vwUfa cogt.
Tht Buuty Vte» AOM SJx*i«i» • OW conasn of Sana. Fixing FKHy. TMjtmnt, aaage, Dstffcuiax Odw ««ts wrvng [«s
rwmwj: TtwutitirdiB*rtfst)CO(3«fcnoaiiwjpBr deyof watwto SJrfccmertloriB. Ihe uhky [Bjfenot] Wxrtcnnecftedor
., [» K«(ix'«t«4, B**« n*»* c* iXHm >«i>c«nr«t<4 »*i, trsti J. I. IhMlf Vm, A<»< \uU.»ur, [UN Ai!«
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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
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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 SMART—Specific, 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 101~
-------
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).
•
i U •• •>Jiii>i--i:»:..'F.''. *•
PW« mwmanm
3 Cm-..-*. 4.0AM
STRWKW
6. fHMiUi 7. FlMLiO.
CIP MUUGtMBtT SUlMtei PLAN
3JJ Mlvstal "aUtoiM*
4.111
-------
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).
Beauty View **r« SubdrvHMn • OW Critical Attetf I
I.UIIUTY
PKWU:
2. MISSION AW
:•' ••- -,' •.
4. OSM
Sir.li ,1
5.
CIP
. ,
MANAGCMENI SnuiEGV
7, FIWMJH;
PUN
5.0 Critical A*»U &
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. Theief ore, the udty(m) used the 0*55 srftwar e (dewfcped by the U.S. Cnwnmtil Protection S^encyJ to tfcrtf y «j pncrtlza
Dndbcns Qtelhcod of f aAjeX crticzAty to the utfcy (consequence of Fdri^je
d redundancy {the nunber of baoV.Hf) Assets to het sijcport *xh
C?W asset fiwnapemer* team [has cwrfitetod/ s ^ the process
assessment.
l.bl. 5.1. IM My Vi.u Al Vut>dlvl,« DO) Lrlttl J An.l UrMBrr
H.-llffl Welli and bp»iixtt Pow Utaitraphic llkrfi Rnii - Immedute Attention 2uOB-a2-Ul
[Kinv Punn*igEqutpment Fair (Avwagff) CdtAftropluc Hlijh HJik - Jninwdlilr-Attention 7HI t-El^-Ul
Mamvatve P.inn»tiqfiKiHinwnt Fair (Amage) Malar Mi-dium RHb - Hgpttan HanKoH^ fOOS a? Ol
Distribution DMrtbuUonMpe* Good Major
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- *M(r«**v<; Mqnttortreij ?ms o? ni
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ZOOS-02-OI
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- Ainrnuvc HonHankm 2tnS-02-Ol
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
-------
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 5.1 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).
Beauty UKH Acre* SuMmvon - I)W UK M Mr,i«-qy
LL -
y
2, MISSION A-SQ
LOS Ar.KFlMfM
ASSF rs
CiP
6. FHWiOAl.
7. FIMLIZE
PlAN
6.0 Operation and Mafotenance
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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.
CUPSS User's Guide
104
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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
105
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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 Finalize 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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cw<$ Check Up Program for Small Systems
I Switch Utility | Create User | Help | Training | Exit
My t$) My
O&M
-------
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
corner of the application window. Click the "Help" link to open the Help module (Figure 10.1).
Check Up Program for Small Systems Set-jp'SwitchUlili1*iCreate""'iHeJpiTrainin91
Inventory
Check up
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).
ile View Go Tools Help
-g Users Guide
2 Installation Instructions
3 Getting Started
4 Login and Navigation
5 My Inventory
O 6 My O&M
O? My Finances
O 8 My Check Up
-1^9 My CUPSS Plan
10 CUPSS Help Module
^AppendixA: Database Backup and Restore Procedur
-@ Appendix B: Worksheets
•^Appendix C: My Finances Calculations
— [3 Appendix D: My Inventory Calculations
[3 Appendix E: Glossary
11ntroduction
The Check Up Program for Small Systems (CUPSE) 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 10.2 Table of Contents Page
By default, the Help Navigator and Help Topic Window are shown in a single window. Click the "Undock"
button (Hill), to view each as a separate window (Figure 10.3).
CUPSS User's Guide
108
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H Help Navigator
Contents I Search
"3 Users Guide
2 Installation Instructions
3 Getting Started
4 Login and Navigation
5 My Inventory
6 My O&M
7 My Finances
S My Check Up
9MyCUPSSPIan
10CUPSS Help Module
•^Qi Appendix A: Database Backup and Restore Procedur
- gl Appendix B: Worksheets
G>-^ Appendix C: My Finances Calculations
~B Appendix D: My Inventory Calculations
~B Appendix E: Glossary
ISE
>
Help Topic Window
ile Go Tools
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).
Help Navigator
@ Users Guide
-[3 1.1 CUPSS and Asset Management
-E 1.2 Benefits of Using CUPSS
-® 1.3 About this Guide
-[3 1.4 How to usethis guide
Figure 10.4 Tabs in the Help Navigator window
CUPSS User's Guide
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 Search
|s| 1.1 CUPSS and Asset Management
B 1.2 Benefits of Using CUPSS
El 1.3 About this Guide
B 1.4 How to use this guide
1.5 Structure
1.6 Points of contact
2 Installation Instructions
3 Getting Started
4 Login and Navigation
5 My Inventory
6MyO&M
7 My Finances
8 My Check Up
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 10.5 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 File»Display, 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).
r Case-sensitive
Search for
* All of these words
'" Any of these words
(" 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
1 Introduction
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.
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 ^±1 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 print.
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 undocked (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.
Help Topic Window
File Go Tools
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
Description
File Menu
Print Topic
Close
Exit
Click to open the Print window. This option allows you to print the topic currently selected
Help Navigator window. This feature is also available using the <=f button below the file
in the
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.
feature is also available using the LJ button below the tools menu.
This
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 [ill button below the file menu.
Buttons
<>
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 corner of the application window. Click
the "Training" link to open the Training module (Figure 10.13)
Check Up Program For Small Systems (CUPSS)
Check Up Program for Small Systems
Set-up | Switch Utility | Create User | Help | Training | Exit
Finances
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
Check up
CUPSS Plan
CUPSS User's Guide
114
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1. Flash Tutorials - Click on a tutorial below to see a brief walk-through on how to use
CUP55. (Note - these tutorials will open your browser, you may be asked to download a
Flash plug-in if these tutorials do not play,)
Introduction
4:10
Overview &
Mv Home 3:20
r1
My Inventory
5:40
My O&M
My Finances
4:10
My Check up
My CUP55 Plan
305.
2. User's Guide
3. More Training on the Web
L3o to epa.gov/cupss for additional training materials and a list of training dates
n your area,
Figure 10.14 Do Some Training Popup
CUPSS User's Guide
115
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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:
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.
File Options View Help
Applications [ Processes | Performance || Networking |
User Name
CPU Mem Usage *>
ivaw.exe^ —. ..-..^~. —
isKtop.exe daniel.sporea
daniel.sporea
cttmon.exe daniel.sporea
VahooMessenger.... daniel.sporea
GoogleDesktop.exe daniel.sporea
PccNTMon.exe daniel.sporea
MSASCui.exe daniel.sporea
jusched.exe daniel.sporea
MOM.exe daniel.sporea
Tp5hocks.exe daniel.sporea
iexplore.exe daniel.sporea
taskrngr.exe daniel.sporea
SynTPEnh.exe daniel.sporea
SynTPLpr.exe daniel.sporea
OUTLOOK.EXE daniel.sporea
POWERPNT.EXE daniel.sporea
I irRDFF.FXF SVSTFM
O Show processes from all users
121,
6,
1,
3,
44,
6,
5,
5,
4,
34,
5,
3,
10,
6.,
312 K
820 K
512 K
504 K
112K
724 K
052 K
200 K
372 K
072 K
604 K
452 K
832 K
028 K
708 K
664 K
744 K
Processes: 50 CPU Usage: 5%
Commit Charge: 1063M / 3939M
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).
ftr database
File Edit View Favorites Tools Help
9
Back -
Search
Folders
Address
Folders
i\Program Files\CUP55\database^
B Q Program Files
(B |£> Adobe
a £) ATI Technologies
B £) CA
B P°> Cisco Systems
SI IO Common Files
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H Qdatabase
S I
placeholder.txt
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a £j Google
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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
H Windows Task Manager [ _ ]{n |'X )
File Options View Help
Applications Processes
Performance | Networking
Irojtnfi Najjie
"filPMPM^L^Ipl
^ .jayaw . exe ^X
GoogleDe'staop.exe
feupss.exe^)
ctfmon.exe
YahooMessenger....
GoogleDesktop.exe
PccNTMon.exe
MSASCui.exe
jusched.exe
MOM, exe
Tp5hocks.exe
iexplore.exe
taskmgr.exe
5ynTPEnh.exe
5ynTPLpr.exe
OUTLOOK.EXE
POWERPNT.EXE
i irnnFF.FxF
User Name CPU
danie .soorea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 02
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
daniel.sporea 00
SVSTFM nn
O Show processes from all users
Processes: 50 CPU Use
ige: 5% Commit Ch
Mem Usage "*•
15. 040 K •
121,312 K
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
604 K
34,452 K
5,832 K
3,023 K
708 K
10,664 K
6,744 K
1 .3m K ^'
l~ —
(TEnd Process"})
arge: 1063M / 3939M
Figure A.3 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
"cupss_example" 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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* database
File Edit View Favorites Tools Help
^b Back - ^\ • f^ JD Search
*
c:\Program Files\CUP5S\database
Folders
B Ir"! Program Files
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a £)CA
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a £> database
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Figure A.4 Copy the CUPSS folder back into the local application folder.
Step 3
Restart the application.
CUPSS User's Guide
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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
Associated Asset
Location
Associated Location
Asset Category
g Source [3 Pumping Facility [3 Treatment [3 Storage [3 Distribution [3 Other
Asset Type
Wells and Springs
Intake Structures
Pumping Equipment
Disinfection
Equipment
Hydro-pneumatic
Tanks
Concrete & Metal
Storage Tanks
Transmission Mains
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
a Land
Galleries and Tunnels
Meters
Raw Water Reservoirs
Generators
Liquid Waste Handling
& Disposal
Solid Waste Handling &
Disposal
Other
Asset Status
Active
Not in Use - Abandoned [3 Not in Use - Back Up [3 Future Investment
Can this Asset be Repaired?
Yes
a No
Can this Asset be Rehabilitated?
Yes
a No
Condition
Excellent [3 Good [3 Fair (Average) [3 Poor [3 Very Poor
Is the asset maintained according to manufacturer's recommendations?
Consequence of Failure _
Yes
a NO
a Insignificant - CoF of 2 Q Minor - CoF of 4
a Major - CoF of 8 a Catastrophic - CoF of 10
Redundancy
Moderate - CoF of 6
0% Backup a 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
CUPSS User's Guide
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Inventory List (Wastewater)
Asset Name
Location
Associated Asset
Associated Location
Asset Category
Pumping Facility Q Treatment
Storage Q Collection Q Other
Asset Type
Pumping Equipment
Disinfection
Equipment
Concrete & Metal
Storage Tanks
Transmission Mains
Valves
I Computer
Equipment/
Software
Transformers/
Switch gears/
Wiring
Motor Controls/Drives
Sensors
Buildings
Service Lines
Treatment Equipment
Q Lab/Monitoring
Equipment
Q Tools and Shop
Equipment
Q Transportation
Equipment
Q Security Equipment
a Land
LI Sewers
a Pressure Pipework
Galleries and Tunnels
Meters
Generators
Liquid Waste Handling
& Disposal
Solid Waste Handling &
Disposal
Other
Active
Not in Use -Abandoned Q Not in Use - Back Up
Future Investment
Can this Asset be Repaired?
Yes
a No
Can this Asset be Rehabilitated?
Yes
a No
Condition
Excellent Q Good Q Fair (Average) Q Poor Q Very Poor
Is the asset maintained according to manufacturer's recommendations?
Yes
a No
Consequence of Failure
Q Insignificant - CoF of 2 Q Minor - CoF of 4
Q Major - CoF of 8 Q Catastrophic - CoF of 10
Moderate - CoF of 6
Redundancy
0% Backup a 50% Backup a 100% Backup a 200% Secondary Backup
Installation Date
Original Cost
$
Expected Useful Life Replacement Cost
$
Routine Maintenance Costs Timeframe
$
LI per/day LI per/week LI 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 Q Routine Monitoring Q Repair Q Rehabilitation Q Replacement Q Other
Is this task planned? a Yes a No
Task Details
Task Notes
Cost of the Task
$
Asset Tasks
Asset Name
Condition
Q Excellent a Good a Fair (Average) Q 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
Q Daily a Weekly QMonthly a Annually
Recurs every
days week on (Day of day of every (Month)
week)
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
a Bulk sales
$
$
$
$
$
$
$
$
Q Contract sales
Q Product sales
Other
Total Revenue
$
$
$
$
Expenses
Operating Expenses (Total)
Q Maintenance
Q Salaries, wages,
benefits
Q Chemicals
a Utilities
a Emergency
a Insurance
Q Training Costs
Q Fees
$
$
$
$
$
$
$
$
$
Q Equipment
a Supplies
a Contracts
Q Monitoring &
testing
a Rent or
mortgage
Q Services
a Billing Costs
a 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)/(l - (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 0.5 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: [Rating] - [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 Value
Insignificant
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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
Hydropneumatic Tanks
Q
Concrete and
Metal Storage
Tanks
Transmission
Mains
Distribution Pipes
Valves
"I
Computer
Equipment/
Software
Transformers/ Switchgears/
Wiring
Motor
Controls/
Drives
Sensors
l»
Buildings
Service Lines
*
Hydrants
Treatment Equipment
Lab/
Monitoring
Equipment
Tools and Shop
Equipment
Transportation Equipment
Security
Equipment
Land
Galleries 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. cgi?P 1 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. adob e .com/shockwave/downl oad/downl oad. cgi ?P 1 _Prod_Versi on=ShockwaveFl ash.
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
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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 512 MB 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 I 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
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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 I register CUPSS?
Visit http://vosemite.epa.gov/ow/cupssreg.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
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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
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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 0 icons for?
The 0 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 learn 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.
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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 there 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/smallsystems/pdfs/guide_smallsystems_asset_mgmnt.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/smallsystems/pdfs/guide_smallsystems_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.
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