User's Guide
Check Up Program for Small Systems
Release 1.3.8
October 2014
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c/EPA
Office of Water (4606M)
EPA 816-R-14-003
October 2014
CUPSS v 1.3.8 User's Guide
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Contents
1 Introduction 1
1.1 CUPSS and Asset Management 1
1.2 Benefits of Using CUPSS 1
1.3 About This Guide 2
1.4 How to Use This Guide 2
1.5 Structure 2
1.6 Points of Contact 2
2 Installation Instructions 3
2.1 Launch the CUPSS Installation Wizard 3
2.2 Uninstall CUPSS 6
3 Getting Started 8
3.1 CUPSS Startup 8
3.2 Utility Information 10
3.3 User Information 12
3.4 Operation and Maintenance 14
3.4.1 Daily Tasks 14
3.4.2 Weekly Tasks 17
3.4.3 Monthly Tasks 20
3.4.4 Annual Tasks 23
3.5 Assemble Your Team 27
3.5.1 Add Team Members 27
3.5.2 Edit and Delete Team Member Information 30
3.6 Review 30
4 Login and Navigation 34
4.1 Database Management 34
4.1.1 Creating a New Database 34
4.1.2 Removing a Database 35
4.1.3 Loading a Database 36
4.2 Login 36
4.2.1 Select Utility 37
4.3 Navigating CUPSS 38
4.4 Navigation Area 39
4.4.1 Administration menu 39
4.4.1.1 Set-up 39
4.4.1.2 SwitchUtility 39
4.4.1.3 Create User 39
4.4.1.4 Help 39
4.4.1.5 Training 40
4.4.1.6 Exit 40
4.4.2 CUPSS Module Buttons 40
4.4.2.1 My Home 41
4.4.2.2 My Inventory 41
4.4.2.3 MyO&M 41
4.4.2.4 My Finances 41
4.4.2.5 My Check Up 41
4.4.2.6 My CUPSS Plan 41
4.5 Activity Window 41
4.5.1 My Calendar 42
4.5.2 My Messages and Alerts 42
4.5.2.1 Popup Messages 43
4.5.2.2 Status Table 43
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4.6 Set-up Module 46
4.6.1 Utility Information 46
4.6.2 User Information 47
4.6.3 Team Information 48
4.6.4 Review 49
4.7 Add Another Utility 51
4.7.1 Utility Information 51
4.7.2 O&M Tasks 52
4.7.3 Team Information 52
4.7.4 Review 53
4.7.5 Select Utility 53
My Inventory 54
5.1 Create or Edit My Schematic 55
5.1.1 Accessing the Schematic 55
5.1.2 Editing and Creating a Schematic 56
5.1.2.1 Schematic Editing Toolbar 56
5.1.2.2 Add an Asset to the Editing Window 57
5.1.2.3 Working with Assets in the Editing Window 58
5.1.3 Getting Help 60
5.1.4 Print Schematic 60
5.2 Create or Edit My Inventory List 60
5.2.1 Basic Information 63
5.2.2 Status and Condition 64
5.2.3 Cost and Maintenance 65
5.2.4 Manufacturer and Supplier 67
5.2.5 Asset Attachments 67
5.2.6 Print Blank Worksheet 68
5.3 Import Assets 70
5.4 View My Inventory List 76
5.5 View My Capital Improvement Projects 77
5.6 Search 78
5.7 Export to KMZ 81
5.8 Inventoried Asset List 81
5.9 Asset Risk Matrix 82
5.10 Training and Help 83
My O&M 84
6.1 View, Edit, and Add Tasks 85
6.1.1 Edit Tasks 85
6.1.2 Add A Task 85
6.2 Task Form 86
6.2.1 Asset Information 87
6.2.2 Monitoring or Chemical Added 88
6.2.3 Schedule 89
6.2.4 Optional Parts Information 90
6.2.5 Print Work Order 92
6.3 Additional Features 93
6.3.1 Print Blank Work Order 93
6.4 Search/Print 94
6.5 Print Worksheets by Date Range 94
6.6 Training and Help 94
My Finances 95
7.1 Adding Data to the My Finances Page 96
7.1.1 Add New Data 96
7.1.2 View and Edit Data for a Year with Existing Data 96
7.1.3 Import Data From a Previous Year 96
7.2 Data Entry Fields 97
7.3 Additional Features 99
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7.3.1 Graph Your Financial Data 99
7.3.2 Export Your Financial Data 100
7.3.3 Print Worksheet 101
7.4 Training and Help 102
8 My Check Up 103
8.1 My Asset Check Up Report 104
8.2 My Financial Check Up Report 106
8.2.1 Future Growth and Inflation 106
8.2.1.1 Retain Previous Data Checkbox 106
8.2.1.2 Stepl: Starting Point 107
8.2.1.3 Step 2: Growth 107
8.2.1.4 Step 3: Inflation 107
8.2.2 My Financial Statement 109
8.2.2.1 Financial Projections Window 109
8.2.2.2 Ratios 112
8.2.2.3 Financial Projection Summary 113
8.3 Training and Help 114
9 MyCUPSSPlan 115
9.1 Begin a New MyCUPSSPlan 115
9.2 Plan Information 116
9.3 MyCUPSSPlan Wizard 117
9.3.1 Executive Summary 118
9.3.2 Introduction 119
9.3.3 Utility Overview 120
9.3.4 LOS Agreement 123
9.3.5 Critical Assets 125
9.3.6 O&M Strategy 126
9.3.7 Water Quality & Energy Efficiency 128
9.3.8 Capital Improvement Plan (CIP) 131
9.3.9 Financial Management Strategy 132
9.3.10 Finalize Plan 133
9.4 Training and Help 135
10 CUPSS Help and Training 136
10.1 Help 136
10.1.1 Navigating Help 136
10.1.2 Finding Information using the Help Navigator 137
10.1.2.1 Browse Help Contents 138
10.1.2.2 SearchforHelp 138
10.1.3 Additional Features 139
10.1.3.1 Help Navigator Menus 139
10.1.3.2 Help Topic Window Menus 141
10.2 Training 142
10.2.1 Navigating Training 142
Appendix A. Database Backup, and Restore Procedures 143
Appendix B. Worksheets 147
Appendix C. My Finances Calculations 151
Appendix D. My Inventory Calculations 155
Appendix E. Glossary 158
Appendix F. Available Assets 161
Appendix G. Troubleshooting Guide 162
Appendix H. Cheat Sheet 167
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Figures
Figure 2-1. Introduction 3
Figure 2-2. Choose Shortcut Folder 4
Figure 2-3. Choose Install Folder 4
Figure 2-4. Pre-Installation Summary 5
Figure 2-5. Install Complete 5
Figure 2-6. Navigating to CUPSS program and selecting "Uninstall" 6
Figure 2-7. Uninstall CUPSS 6
Figure 2-8. Uninstall Complete 7
Figure 3-1. Welcome to CUPSS page 9
Figure 3-2. CUPSS Welcome page 10
Figure 3-3. Tracking image 10
Figure 3-4. Utility Information page 11
Figure 3-5. Error message 12
Figure 3-6. User Information page 13
Figure 3-7. Skip O&M Set Up Screens 14
Figure 3-8. Drinking Water Operations and Maintenance Daily Tasks page 15
Figure 3-9. Wastewater Operations and Maintenance Daily Tasks page 16
Figure 3-10. Drinking Water Operations and Maintenance Weekly Tasks page 18
Figure 3-11. Wastewater Operations and Maintenance Weekly Tasks page 19
Figure 3-12. Drinking Water Operations and Maintenance Monthly Tasks page 21
Figure 3-13. Wastewater Operations and Maintenance Monthly Tasks page 22
Figure 3-14. Drinking Water Operations and Maintenance Annual Tasks page 23
Figure 3-15. Wastewater Operations and Maintenance Annual Tasks page 25
Figure 3-16. Team page 28
Figure 3-17. Table showing existing team members 29
Figure 3-18. Right-clicking on the name of a team member to edit or delete the record 30
Figure 3-19. Returning to the Set-up pages 30
Figure 3-20. Review page 31
Figure 3-21. Selecting a directory to save your password 32
Figure 3-22. Choosing a directory to store your password 32
Figure 4-1. Welcome to CUPSS 34
Figure 4-2. Database Management page 35
Figure 4-3. Database location message 35
Figure 4-4. Remove database message 35
Figure 4-5. CUPSS login page 36
Figure 4-6. Password prompt 37
Figure 4-7. Select Utility 37
Figure 4-8. My Homepage with Task Notification popup window 38
Figure 4-9. CUPSS Navigation Area 39
Figure 4-10. Administration menu 39
Figure 4-11. Training Options popup 40
Figure 4-12. CUPSS module buttons 40
Figure 4-13. The CUPSS My Home activity window 42
Figure 4-14. My Calendar window 42
Figure 4-15. My Messages and Alerts window 43
Figure 4-16. My Messages and Alerts window showing that popup messages are deactivated 43
Figure 4-17. Popup window showing tasks for the day 44
Figure 4-18. Popup window showing past due tasks 44
Figure 4-19. Popup window to show tasks requiring update 45
Figure 4-20. Popup window to show high risk assets 46
Figure 4-21. Tracking bar for the Set-up module 46
Figure 4-22. Utility Information page 47
Figure 4-23. Edit user information 48
Figure 4-24. Enter information for project team members 49
Figure 4-25. Review your project information 50
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Figure 4-26. Tracking bar for the Add Utility module 51
Figure 4-27. Utility Information page 51
Figure 4-28. Add and edit team member information 52
Figure 4-29. Review your project information 53
Figure 4-30. The new project available on the Select Utility page 53
Figure 5-1. My Inventory page 54
Figure 5-2. Asset Inventory window 55
Figure 5-3. Editing window of the Create or Edit My Schematic page 56
Figure 5-4. Schematic editing toolbar 57
Figure 5-5. Clicking on the category title to view assets 58
Figure 5-6. Asset name prompt 58
Figure 5-7. Clicking on an asset to identify it 59
Figure 5-8. Creating links between assets 59
Figure 5-9. Asset Inventory window 61
Figure 5-10. Asset Inventory page 63
Figure 5-11. Basic Information fields 63
Figure 5-12. Status and Condition fields 64
Figure 5-13. Cost and Maintenance fields 65
Figure 5-14 See all tasks popup 66
Figure 5-15. Manufacturer and Supplier fields 67
Figure 5-16 Asset Attachments 68
Figure 5-17 File Upload popup 68
Figure 5-18 Asset Save 68
Figure 5-19. Blank Inventory List form (Drinking Water) 69
Figure 5-20. Blank Inventory List form (Wastewater) 70
Figure 5-21 Importing assets through a batch load 71
Figure 5-22 Asset Import Template 71
Figure 5-23 Successful import results page 72
Figure 5-24 Failed import results page 72
Figure 5-25 Inventoried Asset List 72
Figure 5-26. Asset Inventory window 76
Figure 5-27. Asset Inventory list 76
Figure 5-28. Records shown sorted in descending order by category 77
Figure 5-29. My Inventory window 77
Figure 5-30. Viewing your "Capital Improvement Projects" and editing the recommended date 78
Figure 5-31. Asset Inventory window 78
Figure 5-32. Search and Report page 79
Figure 5-33. Search results page 80
Figure 5-34. Inventoried Asset List 81
Figure 5-35. Edit or remove asset from inventory 82
Figure 5-36. Asset Risk Matrix window 83
Figure 6-1. My O&Mpage 84
Figure 6-2. Top of the My O&M activity window 86
Figure 6-3. Task section 86
Figure 6-4. Asset Information section 87
Figure 6-5. Monitoring or Chemical Added section 88
Figure 6-6. Click "Add" to save the data and add the record to the table 89
Figure 6-7. Schedule section 89
Figure 6-8. Optional Parts Information section 90
Figure 6-9. Manufacturer and Supplier form 91
Figure 6-10. Links at the bottom of the Task Details form 91
Figure 6-11. Generated Work Order document 92
Figure 6-12. Blank Work Order form 93
Figure 6-13. Print Worksheets by Date Range popup 94
Figure 7-1. My Finances page 95
Figure 7-2. Using the dropdown menu to select a year 96
Figure 7-3. Lower half of the My Finances activity window 97
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Figure 7-4. Graph of actual and budgeted revenue and expenses 100
Figure 7-5 The Data Export page 101
Figure 7-6. Finances worksheet 102
Figure 8-1. My Check Up Report options 104
Figure 8-2. My Asset Check Up Report options 105
Figure 8-3. First page of the My Financial Check Up form 106
Figure 8-4. Step 1 of My Financial Check Up Report 107
Figure 8-5. Step 2 of My Financial Check Up Report 107
Figure 8-6. Step 3 of My Financial Check Up Report 108
Figure 8-7. Step 3 (Option 4) of My Financial Check Up Report 108
Figure 8-8. "Save and Continue" button 108
Figure 8-9. Financial Projections window 110
Figure 8-10. Ratios window 112
Figure 8-11. Financial Projection Summary graph 113
Figure 8-12. My Financial Check Up Report buttons 114
Figure 8-13 Financial Check Up Report listing 114
Figure 9-1. My CUPSS Plan page 115
Figure 9-2. Edit previously created My CUPSS Plans 116
Figure 9-3. Plan Information page 116
Figure 9-4. My CUPSS Plan Wizard page 117
Figure 9-5. Saving My CUPSS Plan Wizard 117
Figure 9-6. Executive Summary page 1 118
Figure 9-7. Executive Summary page 2 118
Figure 9-8. Introduction page 1 119
Figure 9-9. Introduction page 2 120
Figure 9-10. Utility Overview page 1 120
Figure 9-11. Utility Overview page 2 121
Figure 9-12. Utility Overview page 3 122
Figure 9-13. Level of Service page 125
Figure 9-14. Critical Assets page 126
Figure 9-15. O&M Strategy page 1 127
Figure 9-16. O&M Strategy page 2 128
Figure 9-17. Water Quality and Energy Efficiency page 1 129
Figure 9-18. Water Quality and Energy Efficiency page 2 130
Figure 9-19. CIP page 131
Figure 9-20. Finances page 1 132
Figure 9-21. Finances page 2 133
Figure 9-22. Finalize Plan page 1 134
Figure 9-23. Finalize Plan page 2 134
Figure 9-24. My CUPSS Plan buttons 135
Figure 10-1. Navigation area showing the Help link in the upper right corner 136
Figure 10-2. Table of Contents Page 136
Figure 10-3. Viewing each pane separately 137
Figure 10-4. Tabs in the Help Navigator window 137
Figure 10-5. Help Navigator window showing the Contents tab 138
Figure 10-6. Typing in a search term or picking one from the dropdown menu 138
Figure 10-7. Additional fields for modifying the search 139
Figure 10-8. Search results 139
Figure 10-9. Help Navigator window when windows are docked (together) 140
Figure 10-10. Help Navigator window when windows areundocked (separated) 141
Figure 10-11. Help Topic Window when windows areundocked (separated) 141
Figure 10-12. Help Topic Window when windows are docked (together) 141
Figure 10-13. Navigation area showing the Training link in the upper right corner 142
Figure 10-14. Do Some Training Popup 142
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Tables
Table 3-1. Fields available on the Utility Information page 11
Table 3-2. Fields available on the User Information page 13
Table 3-3. Fields available on the O&M pages 17
Table 3-4. Fields available on the Team page 29
Table 5-1. Schematic editing buttons 57
Table 5-2. Fields available in the Basic Information section 63
Table 5-3. Fields available in the Status and Condition section 65
Table 5-4. Fields available in the Cost and Maintenance section 66
Table 5-5. Fields available in the Manufacturer and Supplier section 67
Table 5-6 Fields available in the Asset Import Template 73
Table 5-7. Options available on the Search and Report page 79
Table 6-1. Fields available in the Task section 86
Table 6-2. Fields available in the Asset Information section 87
Table 6-3. Fields available in the Monitoring or Chemical Added section 88
Table 6-4. Fields available in the Schedule section 90
Table 6-5. Fields available in the Optional Parts Information section 91
Table 6-6. Fields available in the Print Worksheets by Date Range popup 94
Table 7-1. Fields available on the My Finances page 97
Table 7-2. Options available in the Type of Cost dropdown menu 98
Table 8-1. Fields on the My Asset Check Up Report page 105
Table 8-2. Fields available on the Financial Projections form 110
Table 9-1. Fields available on the Plan Information page 117
Table 10-1. Help Navigator menu options (when docked) 140
Table 10-2. Menu options available in the Help Topic window 141
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CUPSS Enhancements
The CUPSS software has been updated and will be available for download from the CUPSS Web site
(www.epa.gov/cupss).
Enhancements from the August 2014 release include the following:
General
- The version of the application was added to the Welcome screen and the Login screen.
My Inventory
- In Create or Edit My Schematic, arranged the schematic icons in alphabetical order.
- In Create or Edit My Inventory List, added a "Last Updated on" time stamp for each asset in the inventory.
It is located at the top of the asset form.
- In Create or Edit My Inventory List, added the ability to upload attachments such as word documents,
PDFs, spreadsheets and images to inventory assets. They are listed at the bottom of the asset screen.
- In Create or Edit My Inventory List, added the field "Material" under the Basic Information section of the
My Inventory Asset form.
- In Download Template for Import, added the Material field.
- In Import Assets for My Inventory, included the Material field within the template.
- In Create or Edit My Inventory List, added the ability to copy an asset and all of its associated data to
create a similar asset. It can then be given a unique asset name to make it a unique asset.
- In Create or Edit My Inventory List, "See all tasks" is accessible from the Asset Inventory form under the
Cost and Maintenance section. It allows you to see all of the tasks for the given asset via a popup form.
- In Search, added the field "AssetJVIaterial" to the Asset Service Report.
- In Search, added the ability to search for assets that have an attachment. The option is now in the lower
right corner of the search screen. Column AH will state yes or no for has attachment.
My Finances
- In Export Data, the export file no longer contains the facility information.
My Check Up
- In My Asset Check Up Report, added the current date to the first page of the report.
- In My Financial Check Up Report, added the current date to the first page of the report.
- In My Asset Check Up Report, the report was enhanced to handle large datasets by splitting the resulting
report into consecutive smaller reports.
- In My Financial Check Up Report, the report was enhanced to handle large datasets by splitting the
resulting report into consecutive smaller reports. This is displayed on a pop-up screen.
- The My Asset Check Up report, added the Expected Useful Life and Material under the Asset
Maintenance Details sections.
My CUPSS Plan
- In My CUPSS Plan, added the current date to the first page of the report.
Enhancements from the May 2009, November 2009 and December 2011 releases include the following:
Setup
- For the Welcome screen, trainers can now manage multiple databases. Along with the Example and Your
CUPSS database, trainers can now create new databases, load existing databases or delete existing
databases within one CUPSS application.
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- For the Welcome screen, trainers are now able to use a data migration (patcher) utility to migrate existing
databases to updated versions of CUPSS.
- In Utility Information, added data validation to Email, Zip, Phone and Fax fields.
- In Utility Information, added Number of Customers and Average Customer Bill fields.
- In O&M Set Up Tasks, changed default from all options selected to all options not selected. Users will
select options of their choosing.
- In O&M Set Up Tasks, added page numbers to help users determine where they are in the set up process.
- In O&M Set Up Tasks, added new wastewater tasks.
- In O&M Set Up Tasks, users have the ability to delay entering tasks.
My Home
- Version number added to bottom right of main activity window on the homepage.
- Standardized task pop ups; can double click or right click to open line items.
My Inventory
- In My Schematic, updated the "Wells and Springs" icon to include an image of both a well and a spring;
also added two additional Sources and icons, "Wells" and "Springs" to give the ability to pick one or the
other if needed.
- In My Schematic, changed the image of the drinking water "Water Meter" icon.
- In My Schematic, changed the drinking water icon name from "Distribution Pipes" to "Distribution /
Collection Mains."
- In My Schematic, added a new wastewater icon titled "Digester."
- In My Schematic, user now has the ability to delete a linkage and reinsert that linkage. An error message
was previously displayed.
- In My Inventory, added a feature to allow multiple inventory assets to be uploaded from a specific Excel
spreadsheet that can be downloaded from the My Inventory page within CUPSS. The feature is accessed
through clicking "Download Template for Import", adding your assets to the template spreadsheet and
clicking "Import Assets for My Inventory List." This results in a batch import of your asset data.
- In My Inventory List, under Basic Information, added ID, Size, Latitude and Longitude fields; also added
to My Asset Check Up and Asset Service Reports.
- Added an Export to KMZ link on the top right side of the screen; users will have the ability to export a
utility's schematic to Google Earth or Google Maps.
- Added an expand link for the Asset Risk Matrix.
- In My Inventory List, under Basic Information, added Storage Capacity, Linear Feet and Acres of Land
fields.
- In My Inventory List, under Status and Condition, added a Capacity rating field.
- Modified Inventory List worksheets, XML Export, Asset Service Report and Asset Checkup Report to
include added fields.
My O&M
- In the Search and Report section, under Select Report Type, added Chemical Report.
- In the Search and Report section, can now search by Recurrence Frequency.
- In the Search and Report section, added the ability to search by Keyword. This searches the Task Title
and Notes fields.
- In the Search and Report section, can now print worksheets by Date Range (200 sheet limit).
- In the Search and Report section, the Asset Service Report now displays Latitude and Longitude.
- In the Task Details section, under Monitoring or Chemical Added, added additional chemical information,
including, Unit, Date and Time.
- In the Task Details section, moved "Task Completion Date" under "Staff Completed" and changed the
"Task Completion Date" label to "Actual Completion." This change provided clarification for the purpose
of the field.
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- In the Task Details section, under Schedule, added Completion Time and Staff Completed.
- In the Task Details section, under Schedule, added Times per Day option.
- In the Task Details section under Task, added a Percent of Task Deferred Maintenance field and a
checkbox to indicate if the asset is a Capital Improvement Project.
- Modified New Task worksheet and XML Export to include added fields.
My Finances
- Added an Export Data link to top right of screen; can export financial data and related O&M data in an
XML format. This export can be used for the Boise State University financial tools.
- Improved help text to recommend to the user currency/decimal formats for data entry.
- Improved the Type of Cost dropdown layout.
My Check Up
- In My Asset Check Up Report, now displays Latitude and Longitude, Size and ID fields.
My CUPSS Plan
- Under My CUPSS Plan, made format and content changes to enable My CUPSS Plan to be an appropriate
Clean Water Needs Survey submittal.
- Under Utility Overview, the Utility Overview table is displayed for only your utility type.
- Changed the layout of the My CUPSS Plan; additional tabs have been added to the plan wizard.
- Extensive changes have been made to the plan sections, figures and tables.
- Boiler plate text for most of the text fields has been changed.
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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 makes managing assets easier. It is 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 helps 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 helps 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. CUPSS also
helps you to prepare work orders and an asset management plan. An asset management plan provides valuable
information that you can use when you make management decisions about your utility. CUPSS provides a
snapshot of your utility that allows 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 is determined by how much information you enter—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 helps 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).
InstdllAnvwheM will guide you through the installation of CUPSS
Itis 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, click the 'Previous'button
You may cancel this installation at any time by 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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C CUPSS - Check Up Program
Where would you like to create product icons?
f In a new Program Group:
(* In an existing Program Group: |(_UPb5
<~ In the Start Menu
On the Desktop
In the Quick Launch Bar
Other: |
Don't create icons
I 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).
Please choose 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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^ CUPSS - Check Up Program for Small Systems
Pre-lnstallation Summary
' Introduction
"" Choose Shortcut Folder
Please Review the Following Before Continuing:
* Choose Install Folder
Pre-lnstallation Summary
Installing,,,
Install Cornpil
Product Name:
CUPSS
Install Folder:
C:\Program Files\CUPSS
Disk Space Information (for Installation
Target):
Required: 393,398,517 bytes
Available: 98,443,165,696 bytes
InstallAnywhere by Macrovision
Figure 2-4. Pre-lnstallation 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).
Congratulations! CUP5S has been successfully installed to
C:\Documents and Settings\molly.howard\Desktop
Press "Done" to quit the installer,
Figure 2-5. Install Complete
Click "Done" to complete the installation.
CUPSS v 1.3.8 User's Guide
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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.)
2.2 Uninstall CUPSS
To uninstall CUPSS, navigate to the CUPSS link in the "Start" menu and select the "Uninstall" link (Figure
2-6).
Figure 2-6. Navigating to CUPSS program and selecting "Uninstall"
This opens the CUPSS uninstall wizard (Figure 2-7).
install CUPSS
About to uninstall...
CUPSS
This will remove features installed by InstallAnywnere. It will not
remove files and folders created afterthe installation.
Figure 2-7. Uninstall CUPSS
Click "Uninstall" to continue or "Cancel" to quit the uninstall wizard.
CUPSS automatically uninstalls all files related to the application. A confirmation screen appears once the
uninstall is complete (Figure 2-8).
CUPSS v 1.3.8 User's Guide
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All items were successfully uninstaller
Figure 2-8. Uninstall Complete
Click "Done" to complete the uninstall.
CUPSS v 1.3.8 User's Guide
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3 Getting Started
The first time you run CUPSS on your computer, it runs 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), select the database that you would like to use. To create a
profile for your utility, select "Your CUPSS" from the dropdown menu and click the "Enter" button to proceed
to the startup page. If you would like to see an example of a completed CUPSS program, select "Example
CUPSS" from the dropdown menu and click the "Enter" button. Information (including the username and
password) is pre-populated in the example to show you what your CUPSS can and will look like.
CUPSS v 1.3.8 User's Guide
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Check Up Program for Small Systems [CUPSS)]
Welcome to CUPSS
Brought to you by USEPA
Welcome! CUPSS is meant to make asset management easy for you, To make it
even easier to use CUPSS, information from a small community with both drinking
water and wastewater assets has been provided as an example. You may view
the example or proceed directly to Your CUPSS.
Enter Example CUPSS
Enter Your CUPSS
Trainers - Advanced Options
Select Database: Your CUPSS
Create Database
Load Database
Version 1.3.8 August 1, 2014
Remove Database
Figure 3-1. Welcome to CUPSS page
After you select "Your CUPSS," the startup page (Figure 3-2) appears. Click "Lets Get Started" to enter the
Getting Started module. Click "Do Some Training" to learn more about CUPSS and how to set up your
application. For more information on the "Create Database," "Load Database," and "Remove Database"
features, see Section 4.1.
CUPSS v 1.3.8 User's Guide
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Check Up Program for Small Systems
Welcome CUPSS Users
Welcome to CUPSS!
CUPSS is meant to make asset management easy for you. Now lets get started.
Do Some Training
Lets Get Started
of**"**
CUPSS if brought to you by the US Environmental Protection Agency
Figure 3-2. CUPSS Welcome page
Take Note! It is important to note that the data you enter in the Getting Started module is not 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).
OSM
• 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 set up the project and utility for which you 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 4.6 for more information).
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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 provides additional information on how to get started with CUPSS.
Getting Started: Utility Information
Do Some Training
User
Info
• 04M
The first step in setting up CUPS5 is to enter your basic utility information.
(*) Indicates required fields
Utility Name f
* Select Type of Facility C Drinking Water C Wasteviater
* PWSID I
Estimated Number of Connections F
Average Customer Bill f
* Street Address [
o
o
NPDES Number |~
* Flour (mgd) F
* Number of Customers
]0
City, State, Zip
| Select state
Phone, Fan |
Figure 3-4. Utility Information page
Table 3-1. Fields available on the Utility Information page
Field Label
Utility Name *
Type of Facility *
PWSID (Drinking water facilities only) *
Estimated Number of Connections
(Drinking water facilities only) *
Average Customer Bill*
NPDES NUMBER (Wastewater facilities
only)*
Flow (mgd) (Wastewater facilities only)*
Number of Customers*
Street Address *
City*
State *
Zip*
Phone
Fax
Description
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]).
Use the radio buttons to indicate whether this is a drinking water or
wastewater facility.
This field is made available if you select "Drinking Water" as the facility type.
Enter the Public Water System identification number.
This field is made available if you select "Drinking Water" as the utility type.
Enter the number of drinking water utility service connections.
Enter the average dollar amount of customer bill per month for this utility.
This field is made available if you select "Wastewater" as the utility type.
Enter your National Pollutant Discharge Elimination System number here.
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.
The number of customers serviced by the utility.
Enter the street address of the utility.
Enter the city where the utility is located.
Select the state where the utility is located from the dropdown menu.
Enter the ZIP Code of the utility.
Enter the phone number for the utility.
Enter the fax number for the utility.
Indicates a required field.
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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, an error message (Figure 3-5)
appears with a list of fields that require data before you can continue. This is true for all forms in the CUPSS
application.
I Getting Started: Utility Information
The first step in setting up CUPSS is to enter your basic utility information,
C*J Indicates required Fields
Do Some Training
* Utility Name i
* Select Type of Facility C Drinking W<
* PWSID
r
* Estimated Number oF Connections T
* Average Customer Bill F
* Street Address |~
* * * r
City, State, Zip I
Phone, Fax |~
Project Name is required.
Select Type of Facility is required
Number of Customers is required.
Average Customer Bill is required.
Address is required.
City is required.
State is required.
Zip Code is required.
Jo
(Select state
\
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.
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Getting Started: Your Information ]
The second step in setting up CUPSS is for you to fill out your information and create your account for accessing CUPSS. Enter your name and contact
information; then select a username and password to access CUPSS
(*) Indicates required Reids
*Name John
Orga
Title
>Role
D Same as Utility
Facility Manager
Street Address
City, State, Zip
Phone, Fa»
| select state
* Enter Username | Jeff
* Enter Password
* Confirm Password
e
o
Figure 3-6. User Information page
Table 3-2. Fields available on the User Information page
Field Label
First Name *
Middle Initial
Last Name *
Organization
Title
Email
Role*
Same as facility checkbox
Street Address
City
State
Zip
Phone
Fax
Enter Username *
Enter Password *
Confirm Password *
Description
Enter your first name.
Enter your middle initial, if applicable.
Enter your last name.
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 automatically
populates 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
DON'T FORGET THIS USERNAME!)
Enter a password. (This is the password you will use the next time you
CUPSS. DON'T FORGET THIS PASSWORD! )'
into CUPSS.
log into
Reenterthe password to confirm.
Indicates a required field.
When you have completed the form, click "Continue" to move to the next page.
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3.4 Operation and Maintenance
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 for a drinking water utility and six pages for a
wastewater utility. These tasks are important for successful maintenance and
management of your utility. The default tasks identified in CUPSS are
Benefits to My Utility
CUPSS can help you save time by
setting up default tasks and
helping you establish an operation
and maintenance plan.
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
following 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 O&M 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. To skip setting up O&M tasks in the initial setup, check the box at the bottom of the screen
(Figure 3-7). You may return to the Set-up pages by clicking the Set-up link at the top of the screen on the
main application pages (see section 3.6).
G Skip O&M Set Up Screens 4)
Figure 3-7. Skip O&M Set Up Screens
All tasks selected and scheduled in the Getting Started module are added to the CUPSS calendar. You can
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 drinking water 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.
The standard list of daily tasks for drinking water utilities includes (Figure 3-8)
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 in the distribution system.
n Check and record chlorine residual at the point of application.
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.
CUPSS v 1.3.8 User's Guide 14
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n Investigate customer complaints. Use special "Telephone Threat" card to record threats or suspicious
activity.
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 JXatly T«k> J
O&M Page 1 of 4
The third step ft settingup CUPSS is fa you to review base f*eventrve maintenance taste reeocrmendedbyUSEPA, %u can Defect or deselect al items
and change the frequency of the tasks.. O
Scheduled Day for Maintenance
'he following routine maintenance to-sks ore set to occur doily
Cfctck u»*t*r m*t«f> readings And record
rr,ii>9« Uiks r«ei»rr«K* f
Wrekly r«urrcnc*lb«
v Select Day
v| J3ay v .f select Mx*h
y. Clnck »d rnord water levelt in iter*9*
„
Figure 3-8. Drinking Water Operations and Maintenance Daily Tasks page
The standard list of daily tasks for wastewater utilities includes (Figure 3-9)
n Plant-walk-thru w/processes system checklist. Check proper function of all plant processes and take
readings.
n Collection System: Check pumping stations.
n Static Screens: Clean influent screens.
n Wet well pumps: Visually inspect and maintain wet well pumps.
n Communitors: Visually inspect and maintain communitors.
n Grit Removal: Check wet well pumps.
n Primary Clarifier: Check sludge blanket.
n Aeration Tanks: Check DO probes & valves.
n Blowers: Check oil levels.
n Sequencing Batch Reactors: Check for foaming and uneven air distribution in the tanks.
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n Sequencing Batch Reactors: Check controls, alarms, and controls box.
n Chemical Feed System: Check chemical supply for the day.
n Secondary Clarifier: Check sludge blankets.
n Media Filtration: Backwash as appropriate.
n Media Filtration: Check backwash pumps.
n Microfiltration Units: Perform chemical cleansing of the membrane filters.
n Microfiltration Units: Check membrane for breakage.
n Chlorine Disinfection: Check for leaks / hoses.
n UV Disinfection: Check lamps to ensure proper working.
n UV Disinfection: Make sure lamps are clean.
n UV Disinfection: Check proper level of UV light transmittance.
n Digester: Drain gas system water traps.
n Sludge Dewatering: Make sure the system is functioning properly.
n Sludge Dewatering: Sample & analyze sludge as appropriate.
n Flow meters: Check recorder charts.
n Grab Samples: pH, Dissolved Oxygen (DO), Total Residual Chlorine (TRC).
n Motor Control Center (MCC): Check Voltage/Ampere (V/A) on motors fed from all MCCs.
n Shop: Check chemicals utilized and storage areas.
Getting Started: Utility Operation and Maintenance Default Daily Tasks
O&M Page 1 of 6
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. ®
Select All Tasks | Deselect All Tasks
Daily Tasks
Scheduled Day for Maintenance
Che following routine maintenance tasks are set to occur daily
Plant-walk-thru w,,1'processes system
checklist. Check proper function of all
plant processes and take readings.
Change tasks recurrence frequency to Select I l'rr|i lonry
Weekly recurrence every
] Times/day 2
Week(s)on | Select Day v|
Monthly recurrence on
Annual
the
Select Week v Select Day
Select Week v| | Select Day
every month
of Select Month
Collection System: Check pumping
stations.
Change tasks recurrence frequency to Select Frequency
Weekly recurrence every
Monthly recurrence on
Annual recurrence the
Figure 3-9. Wastewater Operations and Maintenance Daily Tasks page
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By default, no tasks are selected when the Daily Tasks page is first opened. If there are tasks that you want to
perform at your utility, select the tasks (select the checkbox next to each task you wish to include in your
calendar).
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 controls 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 3-10).
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Check Up Program for Small Systems
Getting Stated! Utility Operation and ftajntcnance Default Weekly Tasks ]
The third step r\ settng up CUPSS is for you to review basic preventive maintenance tasks recommended by US EPA, You can select of deselect al Hems
and change the Frequency of the tasks. Q
Sefeil All T«l» | Pen-led Al
Weekly T.isks
-------
Getting Started: Utility Operation and Maintenance Default Weekly Tasks
O&M Page 2 of 6
The third step in setting up CLIPSS 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, ^}
Select All Tasks | Deselect All Tasks
Weeklu Tasks Screen 1
Scheduled Day For Maintenance
i he following routine maintenance tasks are set to occur weekly
Grit Removal: Check and grease
mechanical equipment.
Change the default day For weekly recurrence every Tuesday
Change this task's recurrence Frequency to Select Frequency V
Monthly recurrence on | Select Week v| |Select Day
Annual recurrence the Select Week vl Select Day
] Grit Removal: Check and grease
mechanical equipment.
Change the default day For weekly recurrence every Thursday
Change this task's recurrence Frequency to Select Frequency V
Monthly recurrence on Select Week v Select Day
Annual recurrence the Select Week
Figure 3-11. Wastewater Operations and Maintenance Weekly Tasks page
The standard list of wastewater weekly tasks includes (Figure 3-11)
n Grit Removal: Check and grease mechanical equipment.
n Grit Removal: Drain conveyor / receiver.
n Primary Clarifier: Clean effluent trough.
n Primary Sludge Pumps: Collect sludge sample.
n Sequencing Batch Reactors: Inspect and calibrate DO, pH, and/or ORP probes.
n Sequencing Batch Reactors: Review sludge wasting rates.
n Sequencing Batch Reactors: Vibration or overheating (for mechanical systems).
n Sequencing Batch Reactors: Check for floating scum, appearance of effluent, location of sludge
blanket, or any mechanical equipment.
n Rotating Biological Contactors: Inspect shaft bearings and mechanical drive units.
n Rotating Biological Contactors: Inspect chains and sprockets for wear and slack.
n Chemical Feed System: Check chemical storage for availability.
n Chemical Feed System: Change feed pump and check pumpage.
n Chemical Feed System: Preventive maintenance to Chemical Feed Pumps.
n Secondary Clarifier: Clean effluent trough.
n Secondary Clarifier: Clean screens.
n Secondary Sludge Pumps: Check lead pump.
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n Secondary Sludge Pumps: Collect sludge sample.
n Media Filtration: Check media condition.
n C12 Residual Analyzer: Check recorder chart and electrolyte.
n Scum pits: Dewater & clean.
n Digester: Decant supernatant.
n Digester: Collect supernatant sample.
n Digester: Lube mixer.
n Digester: Check pressure reducing valve (PRV).
n Sludge Dewatering: Dispose of sludge per 503 regulations.
n Composite Samplers: As appropriate, set-up Influent & Effluent samplers. Collect, preserve/stabilize,
transport samples.
n Grab Samples: Fecal Coliform (FC).
n Lagoon Systems: Control tree and weed growth.
n Lagoon Systems: Mitigate any surface drainage or storm runoff.
n Lagoon Systems: If aerated, make sure the aeration system is working properly.
n Generator: Inspect / exercise generator (using check sheet).
n Generator: Check fuel & oil.
n Generator: Supervise preventative maintenance to emergency generator(s).
n Shop: Check power sources and back-up power.
n Shop: Check available security equipment and emergency response plans.
By default, no tasks are selected when the Weekly Tasks page is first opened. If there are tasks that you want to
perform at your utility, select the tasks (select the checkbox next to each task you wish to include in your
calendar).
If you perform some of the tasks on the Weekly Tasks page on a daily, monthly, or annual basis, use the field
to the right of the task to change the frequency of occurrence (there is no need to change anything if the task is
performed weekly). 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.
3.4.3 Monthly Tasks
The next page of the O&M section lists tasks commonly performed on a monthly basis
CUPSS v 1.3.8 User's Guide 20
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Check Up Program for Small Systems
Getting started: utility Operation and Maintenance Default Monthly Task*
A-
OtcMPagc3of4
The third step n setting up CUPSS is f or you to review basic preventive maintenance taste recommended by US EPA. Ttou can select w deselect al (ems
and change the frequency o* thet«&- Q
Sifeel All !>tk! 1 D*i*l*cl Al Tiiki
jj^^^^RTTTFiTTITfjI^^^^H
•The fallowing routine maintenance task* are set to occur monthly 1
**" Re«d electric meler at fmjnf liciiie 4nJ
SJHIflleS..
Change the default monthly recurrence la First v week al every month OB " . - d j - V or
Cfc»f* iKrf Ufk'i <-«<«*M!«<« froquertry I* Select Frequency v fimttfiiy i
Weekly recurrence every/ Week(i) on Srlf .;t Day v
Ainujl recurrence Ik* S«H*tt W«k V 5*lect Day v of Select Month
C hinie the cteFjtill mvntMv recurrence la Fr st v week of erery nwath » Monday v ar
Ck»9* lhn Uik'i rttumBC* fnqi
Weekly ri'i in tun » every
u*ncy l« Select Frequency v Ti«wj/J»y 1
We*k(f)«*, select &sy
AnnuJ recurrence Ike Select Week V Select Day ^j *f [Select Month
1 — n »-t _j j> J » n J
v
Figure 3-12. Drinking Water Operations and Maintenance Monthly Tasks page
The standard list of drinking water monthly tasks includes (Figure 3-12)
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.
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Check Up Program for Small Systems
Getting Started: Utility Operation and Maintenance Default Monthly Tasks
O&MPage4oF6
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. Q
Select All Tasks | Deselect All Tasks
Monthly Tasks
Scheduled Day for Maintenance
Fhe Following routine maintenance tasks are set to occur monthly
I Collection System: Check CSO Facilities &
outfalls.
Change the default monthly recurrence to First V week of every month on [
Change this task s recurrence Frequency to Select Frequency V Times/day
Week(s) on Select Day v
Annual recurrence the select Week select Day
v of Select Month
Grit Removal: Remove grit and
screenings.
Change the default monthly recurrence to First
v- week of every month on
Change this task's recurrence Frequency to Select Frequency V Times/day
Week(s)on [select Day
Annual recurrence the Select Week V Select Day
v of Select Month
I I r.Hil Dannvll. I Ilka n::l ...,.-_-_...., , !,„, L /
Figure 3-13. Wastewater Operations and Maintenance Monthly Tasks page
The standard list of wastewater monthly tasks includes (Figure 3-13)
n Collection System: Check CSO facilities & outfalls.
n Grit Removal: Remove grit and screenings.
n Grit Removal: Lube grit conveyor, check / adjust alignment.
n Grit Removal: Clean Screen / Grit Building.
n EQ Basin: Alternate / check lead pump.
n Primary Clarifier: Drive oil - check / fill.
n Primary Clarifier: Exercise gates.
n Primary Sludge Pumps: Alternate / check lead pump.
n Blowers: Rotate blowers.
n Blowers: Clean intake filters / Change as needed.
n Trickling Filters: Drive oil - check / fill.
n Sequencing Batch Reactors: Inspect air distribution system components including filters, seals, oil
level, pressure (for diffused air systems).
n Rotating Biological Contactors: Grease the bearings.
n Recirculating / Return Activated Sludge Pumps: Alternate / check lead pump.
n Secondary Clarifier: Drive - check / fill oil.
n Secondary Sludge Pumps: Calculate Waste Activated Sludge & Return Activated Sludge.
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n Chlorine Disinfection: Preventive Maintenance to C12 feed system.
n Chlorine Disinfection: Clean building.
n Dechlorination: Check and replace dechlorination gas (i.e., SO2) supply.
n Utility Water System: Alternate / check lead pump.
n Utility Water System: Change oil (pump & motors).
n Shop: Preventive maintenance of tools & equipment.
By default, no tasks are selected when the Monthly Tasks page is first opened. If there are tasks you want to
perform at your utility, select the tasks (select the checkbox next to each task you wish to include in your
calendar).
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
bettmg Started: Utility Operation and Maintenance Annual Taffcf
O&M Page 4 of 4
-ft*v«*w
The third step fi setting up CUPS5 »fw you to rewew basic preventive mawenaree tasks feeomrwndedby US EPA. Tfcwcan setect or (tesetect al Kerns
and change the frequency of thetadcs. Q
S*t»ct All T«k» | O»i*)*{> AH Tarift
Scheduled Day for Maintenance
i he following routine maintenance tasks are set to occur annualy
'-•••' Qverft-jvt chwwk-il feed pump* (O rmq^i
ch*» First v Monday V of January v or
Cli»9* thii tilk'l r«urr«t« friyi«»cy !• Select Frequency
v rri nri-f•»« rf
v Tram/day 1
w**k(«) «• select Day
Monthlf rc»rr»»» Setect Week V Select Day -' *»*ryn»nth
al F*
afl*r
jnniul rpiiirri-n. 1- Ihip FirCt
,V_ of .1*
V «
-
Figure 3-14. Drinking Water Operations and Maintenance Annual Tasks page
CUPSS v 1.3.8 User's Guide
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The standard list of annual drinking water tasks includes (default recurrence frequency shown in parentheses)
(Figure 3-14)
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)
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)
CUPSS v 1.3.8 User's Guide 24
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Check Up Program for Small Systems
Getting Started: Utility Operation and Maintenance Annual Tasks
O&M Page 5 of 6
The third step in setting up CUPS5 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, ^
Select All Tasks | Deselect fill Tasks
Annual Tasks Screen 1
Scheduled Day For Maintenance
rhe following routine maintenance tasks are set to occur annualy
I Collection System: Check sewer lines and
manholes.
Change the default annual recurrence the First
* | [Monday
of |January
Change this task's recurrence frequency to Select Frequency
Weekly recurrence every
Tim«/day 1
Week(0 on Select Day
Monthly recurrence on Select Week V Select Day
v every month
Grit Removal: Exercise / lube valves.
Change the default annual recurrence the First
Monday
Change this task's recurrence frequency to Weekly
Weekly recurrence every 26
[janu.
ary
v Times/day 1
Week(s) on Monday
Monthly recurrence on Select Week
Select Day
every month
Figure 3-15. Wastewater Operations and Maintenance Annual Tasks page
The standard list of annual wastewater tasks includes (default recurrence frequency shown in parentheses)
(Figure 3-15)
n Collection System: Check sewer lines and manholes, (first Monday in January)
n Grit Removal: Exercise / lube valves, (every 26 weeks on Monday)
n Grit Removal: Lube grit system motors / drives / pumps, (first Monday in January)
n Influent Diversion Chamber: Exercise / clean gates (every 26 weeks on Monday)
n EQ Basin: Preventive maintenance to subm. pumps & aerator, (first Monday in January)
n EQ Basin: Exercise / lube valves, (every 26 weeks on Monday)
n Primary Clarifier: Drive oil - drain / fill, (every 26 weeks on Monday)
n Primary Clarifier: Check handrails for safety, (first Monday in January)
n Primary Clarifier: Pressure wash/drain & inspect tank, (first Monday in January)
n Primary Sludge Pumps: Lube pumps, (every 13 weeks on Monday)
n Primary Sludge Pumps: Lube motors, (first Monday in January)
n Primary Sludge Pumps: Exercise / lube valves (every 26 weeks on Monday)
n Aeration Tanks: Check piping for holes or leaks, (first Monday in January)
n Trickling Filters: Drive oil - drain / fill, (every 26 weeks on Monday)
n Sequencing Batch Reactors: Review wet / cold weather operating, (every 26 weeks on Monday)
n Recirculating / Return Activated Sludge Pumps: Grease motors, (first Monday in January)
CUPSS v 1.3.8 User's Guide
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n Recirculating / Return Activated Sludge Pumps: Change oil. (first Monday in January)
n Recirculating / Return Activated Sludge Pumps: Exercise / lube valves, (every 26 weeks on Monday)
n Recirculating / Return Activated Sludge Pumps: Check fans, louvers & heating units, (first Monday in
January)
n Recirculating / Return Activated Sludge Pumps: Check for leaks in pipes, (first Monday in January)
n Recirculating / Return Activated Sludge Pumps: Clean filters on Variable Flow Drive(s). (first
Monday in January)
n Secondary Clarifier: Drive - drain / fill oil. (every 26 weeks on Monday)
n Secondary Clarifier: Exercise and lube gates, (first Monday in January)
n Secondary Clarifier: Check handrails for loose or missing parts, (first Monday in January)
n Secondary Clarifier: Pressure wash / drain & inspect tank, (first Monday in January)
n Secondary Sludge Pumps: Change oil. (first Monday in January)
n Secondary Sludge Pumps: Exercise / lube valves, (every 26 weeks on Monday)
n Chlorine Disinfection: Drain / clean contact tank. Exercise / lube gates, (first Monday in January)
n Chlorine Disinfection: Lube hoist, (first Monday in January)
n Chlorine Disinfection: Check and replace chlorine supply (i.e., 1-ton container), (every 17 weeks on
Monday)
n Chlorine Disinfection: Test leak alarm & exhaust system, (every 26 weeks on Monday)
n Dechlorination: Preventive Maintenance to SO2 feed system, (first Monday in January)
n C12 Residual Analyzer: Prepare stock electrolyte, (every 13 weeks on Monday)
n C12 Residual Analyzer: Disassemble / clean / calibrate, (every 13 weeks on Monday)
n Scum pits: Preventive Maintenance to scum pumps, (first Monday in January)
n Scum pits: Exercise / lube valves, (every 26 weeks on Monday)
n Digester: Lube mixer motor, (first Monday in January)
n Digester: Exercise / lube valves, (every 26 weeks on Monday)
n Flow meters: Annual calibration, (first Monday in January)
n Motor Control Center (MCC): Preventive maintenance to all MCCs. (first Monday in January)
n Yard Valves: Exercise gate valves, (first Monday in January)
n Digester: Preventive maintenance to recirculating pump, (every 13 weeks on Monday)
By default, no tasks are selected when the Annual Tasks page is first opened. If there are tasks you want to
perform at your utility, select the tasks (select the checkbox next to each task you wish to include in your
calendar).
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.
CUPSS v 1.3.8 User's Guide 26
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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.
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:
• 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.
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 3-16). Table 3-4
provides additional information about the fields available on the Team page.
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Check Up Program for Small Systems
Getting Started : Auemblc Vow Team (Optional}
The Fourth and final step in $etbng up CIPSS for your utfty is to sssemfcte your tern- This is an optional, but NahV recommended, st«p where you
can indicate any contact* that may hefc you in assembling your nfofmatm fa CUPSS such as town staff, your uttty staff or otnw stakeholders
Involvad n the development of your asset management plan. They may or may not be actual CuPSS users.
( * ) Iniindv required ficUi
uitep»t™rt °f Natural R«OLHW TM. Water Speoakst
Q SameasUtity
Slr.*l A4i«» 7545 S Mar, St
PS™. Fu 1567-342-4800
Enlti- LH«rfii»« DOAUiHERTY
E»l*r Pintv*rJ •*••«•
713-523-987?.
Figure 3-16. Team page
Additional team members can be added later within the CUPSS application using the Create User feature.
(See Section 4.4.1.3 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
4.4.1.1 for more information about the Set Up feature.)
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Table 3-4. Fields available on the Team page
Field Label
First Name *
Middle Initial
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 CUPSS User
checkbox is checked)
Enter Password (required only
if the CUPSS User checkbox
is checked)
Confirm Password (only
required if the CUPSS User
checkbox is checked)
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, 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 is not 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 3-17).
Team members
Name / Title
Organization
CUPSS User
John Hoagland / Ad... Missouri Rural Wat... Ruralwater@morur... 15 West Wilson St... Technical Assistanc... Yes
Robert Dunlevy / E... USEPA robert@epa.gov 901 N 5th Street K... EPA Contact Yes
Sam Bowman / SEE USEPA sarn@epa.gov 901N 5th Street K... EPA Contact Yes
Steve Wyatt/Engi... Missouri Departmen... MissouriNatural@e... PO Box 176 Jeffers... State Contact Yes
Figure 3-17. Table showing existing team members
It is possible to resize the column widths to view additional information in the row. Hold the cursor over the
line between two columns until it changes to look like this: *lr . Click and drag the line back and forth to
resize the column width. The columns on all tables in CUPSS can be resized in this way.
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To sort the data in the table, click 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.
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 3-18).
Name / Title Organization
Alden McDonald / C... Beauty View Acres
I CUPSS User
COR... Head Operator
Dan Daugherty /... Missouri Departmen... Missouri@dnr, \jp Edit Row
Dennis Siders / Reg... Midwest Assistance... midwest@maf
John Hoagland /Ad... Missouri Rural Wat... ruralwater@rr L-S8|
Robert Dunlevv i E... U5EPA EP A waterOeoa. QO v 6fl7 N 12th Street
Renrcive Row
State Contact Yes
'illiam... Technical Assistanc... Ves
lin St... Technical Assistanc... Yes
EPA Contact YJSS_
Figure 3-18. 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 3-20). 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 by
selecting the My O&M module from the CUPSS menu (Figure 3-19). (See Section 6 for more information.)
Check Up Program for Small Systems
Set-up | Switch Utility | Create User | Help | Training | Exit
My
Finances
Check Up
• CUPSS Plan
Figure 3-19. Returning to the Set-up pages
If you are satisfied with the information shown on the Review page, click the "Save and Continue" button at
the bottom of the page to proceed.
Take Note! Once you click the "Save and Continue" button, you will no longer be prompted to go
through the Getting Started module when you start CUPSS. Clicking "Save and
Continue" permanently establishes the primary user (the person in charge of managing
the accounts of other team members). If you are not sure whether you have entered the
correct primary user, you can close CUPSS by clicking the LBwU button at the upper right
corner of the application. This prevents the database from saving the information you
entered on the Getting Started pages and allows 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 your information because your data are not saved until you exit the Getting Started
module.
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To make changes to the data you entered in the Getting Started module, click "Back and Edit." This takes 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.
Chock Up Program for Small Systems
1 *M j^*rmM» J
H*iM
t**f,-~
WfcnTW GMW*
Figure 3-20. Review page
Once you click the "Save and Continue" button, it prompts you to choose a directory to save the file to
(Figure 3-21).
CUPSS v 1.3.8 User's Guide
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> Chock Up Program for Small Systems
Figure 3-21. Selecting a directory to save your password
Select a file in the "Browse For Folder" popup and click "OK" (Figure 3-22). If you forget your username and
password, it is stored in this directory.
Browse For Folder
E) Ir3! Aero Software
EB (E) Adobe
ffl Ir^l Analog Devices
ffl l£) ArcGIS
ffl El ArcGIS Diagrarnrner
(E) Benthic
ffl P°> Business Objects
ffl IE) CE Remote Tools
ffl lEl Cisco systems
ffl Ir^l Common Files
ffl IP3! ComPlus Applications
>
Make New Folder
OK
Cancel
Figure 3-22. Choosing a directory to store your password
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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 v 1.3.8 User's Guide 33
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4 Login and Navigation
Once you have gone through the setup process, the next time you log in to CUPSS, it prompts you to select the
database that you want to use.
[ Check Up Program for Small Systems (CUPSS) ]
Welcome to CUPSS
Brought to you by USEPA
Welcome! CUPSS is meant to make asset management easy for you. To make it
even easier to use CUPSS, information from a small community with both drinking
water and wastewater assets has been provided as an example. You may view
the example or proceed directly to Your CUPSS.
Enter Example CUPSS
Enter Your CUPSS
Trainers - Advanced Options
Select Database: Your CUPSS
Create Database
Load Database
Version 1.3.8 August 1, 2014
Remove Database
Figure 4-1. Welcome to CUPSS
4.1 Database Management
CUPSS allows you to manage more than one database in the application. You can create new databases that
are separate than the databases used to power "Your CUPSS" and the "Example CUPSS." These additional
databases can be useful for CUPSS Trainers who are working with multiple utilities in implementing CUPSS.
Trainers have the ability to remove these databases from the application and load them later at different
locations.
4.1.1 Creating a New Database
To create a new database to store your information, click the "Create Database" button on the startup page.
The Database Management page appears. Enter the new database name, and use the "Browse..." button to
designate the folder in which to store the database. Click "Save" to create the new database.
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- Database Management
Database Name
New DB
* Database Location Browse...
C:/Program Files/CUPSS
(*) Required Fields
Save | Cancel
Figure 4-2. Database Management page
If the folder you selected for database location already has a database, a popup message appears asking you to
confirm saving the database in the same folder. To make management easier, you might consider creating a
new folder, then return to this screen to save your database in an empty folder. Storing the new database in the
same folder does not delete existing databases. The database is not created until you enter the application and
go through the setup pages.
ff The selected folder for the Database Location is not empty!
-?./ Are you sure you want to create the new CUPSS database in this folder?
Figure 4-3. Database location message
4.1.2 Removing a Database
To remove a database from the application list, select the database from the "Select Database" dropdown list
and click the "Remove Database" button. Note that you can only remove databases that you have created, not
the "Your CUPSS" or "Example CUPSS" databases. A confirmation message appears before the database is
removed. The database is not deleted from your system, but it is removed from the "Select Database"
dropdown list. You can use the "Load Database" button to load the database after you remove it.
Are you sure you want to remove this database?
The database will not be permanently deleted and can be added
back to the list in the future using the Load Database button.
Figure 4-4. Remove database message
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4.1.3 Loading a Database
To load a database that you previously created, click the "Load Database" button from the startup page. Enter
the database name and location into the Database Management page and click the "Save" button. The
database can now be selected from the "Example CUPSS" dropdown list.
4.2 Login
Once you have gone through the setup process, the next time you log in to CUPSS, it prompts you for login
information (Figure 4-5). 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 4.6 for more information on
modifying user information.)
[ Welcome CUPSS Users
User name: example]
Password: »•»»»•»
Foroot Password
Please register your copy of CUPSS to receive critical patches and updated information on training
ussy
CUPSS is brought to you hy the US Environmental Protection Agency
Version 1.3.8 August 1, 2014
Figure 4-5. 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. A popup prompts you to check the directory (Figure 4-6). In the
directory you selected during setup, you will find a text document with your user name and password.
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Check Up Program for Small Systems
Figure 4-6. Password prompt
4.2.1 Select Utility
Once you have successfully logged in, you are prompted to select the utility you wish to work on (Figure 4-7).
Check Up Program for Small Systems
Welcome Hefen, iriett the ILIPii Ut*y Oat you MuM tkz to mfc on. I
S«fctt tt* uUtr you MkJd Ite to wak on. Of yeuhwt «• uUty I dioukj *Mdy be
M4KEKI «>d ynj Mn tJit tfck on (h» [lo*J UtCr] butter to o« stated usrg CUP51.
,• 'V*«iM Aaes Subavfaw • DW
Figure 4-7. 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. The CUPSS home page (Figure
4-8) appears.
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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 4.6 for more information about
adding a utility.)
Check Up Program fOr Small SyStemS Set-up | Switch Utililyl Create User | Help | Training I Exit
Cheek Up
Welcome Back Example, Beauty View Acres Subdivision - DW
What would you like to do today?
My Calendar
Do Some Training
Create or Update
Create or Update
T1 Task Notification
Right Click on Item to Edit
Task Name
Check and record chlori...
Check and record chlori...
Check and record fluorid...
Check and record water...
Check chemical solution ...
Check instrumentation f...
Check water meter rea...
Complete a daily securit...
|| Task Due Date
8/29/2014
8/29/2014
8/29/2014
8/29/2014
6/29/2014
8/29/2014
8/29/2014
8/29/2014
1 Task Status
TODAY'S TASK
TODAY'S TASK
TODAY'S TASK
TODAY'S TASK
TODAY'S TASK
TODAY'S TASK
TODAY'S TASK
TODAY'S TASK
r
Version 1.3.B August 1, 2014
Tasks Currently Past Due
Assets Needing Update
Number of High Risk Assets
Figure 4-8. 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 4-8).
The Task Notification popup window shows all tasks that are currently due or past due. The tasks in the popup
window can be edited, deleted, or marked as completed. For more information about popup windows in
CUPSS, see Section 4.5.2.
The CUPSS My Home page acts as ajumping-off point to all the CUPSS modules. It also provides some quick
information about the status of your scheduled tasks and assets.
4.3 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 view, edit, and manipulate data
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4.4 Navigation Area
The navigation area (Figure 4-9) is available from almost any module. It allows you to jump between modules
and change the settings for the utility.
Figure 4-9. CUPSS Navigation Area
4.4.1 Administration menu
The administration menu (in the upper right of the navigation area) helps you manage your CUPSS account
and project information (Figure 4-10). 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 4-10. Administration menu
4.4.1.1 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 4-7 above). Section 4.6 describes the steps required to change information for
your utility using the Set-up module.
4.4.1.2 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 4-7 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 4.7 for more information on adding another project to CUPSS.
4.4.1.3 Create User
Click 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.
4.4.1.4 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.
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4.4.1.5 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 4-11). You may be asked to download a
Flash plug-in if these tutorials do not play.
1. Flash Tutorials - Click on a tutorial below to see a brief walk-through on how to use
CUPSS, Though the application has been updated since the development of this training
and some of the flash training is now out of date, it still provides users a instruction for how
to use the application. (Note - these tutorials w$ open your browser, you may he asked to
download a Hash pfug-tn /f these tutorials do notpiay,)
-s
Introduction
4:19
Overview &
My Home 7:17
My Inventory
6:04
My O&M
3:02
Hv Finances
4:13
My Check Up
5:50
Hv CUPSS Plan
3:14
Z. 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 4-11. Training Options popup
4.4.1.6 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.
4.4.2 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 4-12).
i Inventory
My
Finances
'My
Chock up
My
CUPSS Plan
Figure 4-12. CUPSS module buttons
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4.4.2.1 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 4.5.
4.4.2.2 My Inventory
The My Inventory module allows you to identify and characterize your 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.
4.4.2.3 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 lists. 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 5.9.
4.4.2.4 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.
4.4.2.5 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 helps to manage assets and plan for the
future. The My Check Up module is described in greater detail in Chapter 8.
4.4.2.6 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.
4.5 Activity Window
The activity window is divided into three smaller windows (Figure 4-13). 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.
This window also displays the version of CUPSS that you are working with. As updates are made to the
software, each download will have a new version number.
CUPSS v 1.3.8 User's Guide 41
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Welcome Back Helen, Beauty View Acres Subdivision - DW
What would you like to do today?
•-, O Do Some Training
Enter a Mew Task or Work Order
Create or Update My Schematic ^r Search Asset and Maintenance
Create or Update My Inventory L-^ J Enter My Finances
Print Mv Check Up Reports
Work on My CUPS5 Plan
My Calendar
My Messages and Alerts I
Popup Messages Are On. Click To Turn OFF.
| Reminder - Today's Tasks
Tasks Currently Past Due
| flssets Needing Update
| Number of High Risk Assets
*
Figure 4-13. The CUPSS My Home activity window
4.5.1 My Calendar
The "My Calendar" window gives a snapshot of upcoming and overdue tasks for a particular month (Figure
4-14). 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 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 4-14. My Calendar window
4.5.2 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 4-15).
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My Messages and Alerts j
Popup Messages Are On. Click To Turn OFF.
| Reminder - Today'; Tasks a|
|Tasks Currently Pail Due l£a|
| Assets Needing Update a
| Number of High Risk Assets z|
Figure 4-15. My Messages and Alerts window
4.5.2.1 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 4-8). ("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 4-15).
The message in the box turns red and changes to read "Popup Messages Are
Off. Click to Turn On." (Figure 4-16).
My Messages and Alerts
Reminder - Today's Tasks
Tasks Currently Past Due
Assets Needing Update
Number oF High Risk Assets
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!
Figure 4-16. My Messages and Alerts window showing that popup messages are deactivated
4.5.2.2 Status Table
The status table gives a picture of the current state of your assets and tasks (Figure 4-17).
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 the number to open a popup window that lists all tasks for the day (Figure 4-17).
CUPSS v 1.3.8 User's Guide
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Right Click on Item to Edit
Check and record static and pumping levels of each well.
Clean pump house and grounds. Make sure fire hydrants are accessible.
Inspect chlorine and fluoride testing equipment.
Read electric meter at pump house and record.
Record pumping rate for each well or source water pump.
Take appropriate monthly water quality samples.
Figure 4-17. Popup window showing tasks for the day
Right-click any of the tasks in the window and click "Edit Row," "Delete Task," or "Mark task as completed
today." Double-click any of the tasks in the window to open the corresponding task form in the My O&M
module. In the module, you can view and edit the task details. (For more information on creating and editing
tasks, see Section 6.1)
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 4-18).
Past Due Tasks
Right Click on Item to Edit
Task Name Task Due Date
Clean pump house and grounds, Make sure ... 8/2/2009
Inspect chlorine and fluoride testing equipm... 8/2/2009
Clean pump house and grounds. Make sure ... 8/1/2009
Inspect chlorine and fluoride testing equipm... 8/1/2009
Clean pump house and grounds, Make sure ... 7/31/2009
Inspect chlorine and fluo
Clean pump house and g
Inspect chlorine and fluo i - Delete^asiT
Clean pump house and g ,—
Inspect chlorine and fluo L? Mark task as completed today
Clean pump house and grounds. Make sure ... 7/28/2009
fe- Edit Task
Figure 4-18. Popup window showing past due tasks
Right-click any of the tasks in the window and click "Edit Row," "Delete Task," or "Mark task as completed
today." Double-click any of the tasks in the window to open the corresponding task form in the My O&M
CUPSS v 1.3.8 User's Guide
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module. In the module, you can view and edit the task details. (See Section 6.1 for more information on
creating and editing tasks.)
Click "Close" to close the popup window and return to the My Home page.
Assets Needing Update
All assets that require updates are included in this window. Click the number listed next to the "Assets
Needing Update" label to open a popup window that shows all the assets that need to be updated. Assets that
need to be updated 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 could fail earlier than expected because of improper maintenance. The
popup window shows the task name and due date (Figure 4-19).
Figure 4-19. Popup window to show tasks requiring update
Right-click any of the assets in the window and click "Edit Row," "Delete Task," or "Mark task as completed
today." Double-click any of the tasks in the window 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.
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 allows 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 4-20).
CUPSS v 1.3.8 User's Guide 45
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Figure 4-20. Popup window to show high risk assets.
Right-click any of the assets in the window and click "Edit Row," "Delete Task," or "Mark task as completed
today." Double-click any of the tasks in the window 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.
4.6 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 4-21).
User
Info
• Team
-Review
Figure 4-21. Tracking bar for the Set-up module
The Set-up module is very similar to the Getting Started module (see Chapter 3).
4.6.1 Utility Information
The first page of the Set-up module allows you to edit information about the current utility. Figure 4-22 shows
the Utility Information page. See Section 3.2 for more information on how to complete and edit this page.
CUPSS v 1.3.8 User's Guide
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Check Up Program for Small Systems
I Getting Started: Utility Information
User
Info
^^
_ Team Review
Do Some Training
The first step in setting up CUPSS is to enter your basic utility information.
(*) Indicates required fields
* utility Name | Beauty View Acres Subdivision - DW ~
*• Select Type of Facility 0 Drinking Water Wastewater
NPDES Number
* Flow Imgdj
|: Number of Customers
* PWSID M06036219
* Estimated Number of Connections 33
* Average Customer Bill (i
* Street Address |T23 Main 5t
* City,*stale,* Zip | Gray Summit
Phone, Fa»
Jo
10
Figure 4-22. 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.
4.6.2 User Information
Next, you can edit information for the current user (Figure 4-23). See Section 3.3 for more information on how
to edit the information on this page.
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Check Up Program for Small Systems
Getting Started: Your Information 1
The second step in setting up CUPS5 is for you
information; then select a username and passi*
(*) Indicates required
"Name
Organization
Email
Street Address
City, State, Zip
Phone, FaK
* Enter Username
* Confirm Password
to fill out your information and create your account for accessing CUPS5, Enter your name and contact 0
ord to access CUPS5
Fields
Example | | User
USEPA Title
your_email@iyour_server.com *R0le Facility Manager v O
3 Same as Utility
123 Main St
Gray Summit ] [Missouri || 63039
555-555-5555 | 1 555-555-5555
example 4)
.--, n
Figure 4-23. 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.
4.6.3 Team Information
On the next page you can add or edit team member information (Figure 4-24). You can select from the list of
existing CUPSS users, as well as enter new team members specific to this project.
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Check Up Program for Small Systems
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 CUPS5 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.
(*) Indicates required Fields
Select Existing User
* Name
Organization
Email
Street Address
Select CUPSS User
Or Enter New User information
D CUPSS User
Title
kole
Select Role
I
Same as Utility
City, State, lip [~
Phone, Fan [
Enter Username
Enter Password
Confirm Password
Select state
0
O
Team members
Alden McDonald/Chief...
Dan Daugherty / Water ...
Dennis Siders / Regional ...
Helen Howard / Treasure...
John Hoagland / Adminis...
Marie Steinwachs / Mana...
Robert Dunlevy / Enviro...
Sam Bowman / SEE
Steve Wyatt / Engineer
Beauty View Acre; Subdi...
Missouri Department of...
Midwest Assistance Prog...
Beauty View Acres Land...
Missouri Rural Water Ass...
Extension Service
USEPA
USEPA
Missouri Department of ...
your_email<5>your_server..
your_ernail@your_server..
your_ernail@your_server..
your_ernail@your_server...
your_email@your_server...
your_ernail@your_server..
your_ernail@your_server...
123 Main St Pacific Misso..
123 Main St St. Louis Mis...
123 Main St Fredricktow...
123 Main St Gray Summit..
123 Main St Ashland Miss..
123 Main St Kansas City ...
123 Main St Kansas City ...
123 Main St Jefferson Ci...
Head Operator
State Contact
Technical Assistance Pro...
Board Member
Technical Assistance Pro...
Technical Assistance Pro...
EPA Contact
EPA Contact
State Contact
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Figure 4-24. Enter information for project team members
To enter a new team member, select an existing user from the dropdown menu. Your username does not
appear as an option. Section 3.5 gives more information on how to work with the fields on this form.
Right-click 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.
4.6.4 Review
The Review page is the last page in the Set-up module (Figure 4-25). 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
Getting Started: Review and Save
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 CUPS5 by click the "5et-Up" link at
the top right hand side of the CUPSS navigation bar. If you see anything that you would like to change click on the [Back and Edit] button,
Utility Information ]
Utility Name:
PWSID:
Beauty View Acres Subdivision - DW
MO6036219
Estimated Number of Connections: 33
NPDES Number:
Flow (mgd):
Address:
Phone, 'Fau:
1Z3 Main St Gray Summit Missouri 63039
Your Information
Name:
Title:
Organization:
Role:
Email:
Address:
Phone/Fa*:
Username:
Password:
Example User
USEPA
Facility Manager
your_email@your_server, com
123 Main St Gray Summit Missouri 63039
555-555-5555 555-555-5555
example
example
Team Information
Alden McDonald \ Chief Opera...
Dan Daugherty \WaterSpeci...
Dennis Siders \ Regional Director
Helen Howard \ Treasure/Seer...
John Hoagland \ Administrator
Marie Steinwachs \ Manager
Robert Dunlevy \ Environment...
5am Bowman \ SEE
Steve Wyatt \ Engineer
Beauty View Acres Subdivision
Missouri Department of Natura... your_email@your_server.com
Midwest Assistance Program your_email@your_server.com
Beauty View Acres Landowner... your_email@your_server.com
Missouri Rural Water Association your_email@your_server,com
Extension Service
USEPA your_emailll>your_5erver.com
USEPA your_email@your_server.com
Missouri Department of Natural your_email@your_server.com
123 Main St Pacific Missouri 63... Head Operator
123 Main St St. Louis Missouri ... State Contact
1 23 Main St Fredricktown Miss . . . Technical Assistance Provider
123 Main St Gray Summit Miss... Board Member
123 Main St Ashland Missouri 6... Technical Assistance Provider
Technical Assistance Provider
123 Main St Kansas City Kansa... EPA Contact
123 Main St Kansas City Kans... EPA Contact
123MainStJeffersonCityMis... State Contact
Figure 4-25. 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.
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4.7 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 4-7 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.
The Add Utility module allows you to add utility, operation and maintenance, and team information for a new
project and utility (Figure 4-26). 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.
OSM
Team .
-Review
Figure 4-26. Tracking bar for the Add Utility module
4.7.1 Utility Information
The first task in the Add Utility module is to add information about the new utility. Figure 4-27 shows the
Project and Utility Information page. Here, you can set up a project and utility for which you manage an
inventory, operation and maintenance tasks, financial information, and an Asset Management Plan.
[ Getting Started: Utility Information
Do Some Training
-O&M
. Team .
The first step in setting up CUPSS is to enter your basic utility information,
(*) Indicates required Fields
* Utility Name
* Select Type of Facility 0 Drinking Water O Wastewater
* PWSID
* Estimated Number of Connections
t: Average Customer Bill
* Street Address
* City, State!* Zip
Phone, Fan
0 NPDES Numbe
Q * Flow (mud)
A * Number oF Customers
O
O
0
Figure 4-27. Utility Information page
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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.
4.7.2 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 for a drinking water utility and six pages
for a wastewater utility. 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 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 can modify, delete, and
add tasks from within CUPSS once you are done with the setup tasks.
For more information on how to complete the O&M pages, see Section 3.4.
4.7.3 Team Information
On the next page you can add or edit team member information (Figure 4-28). You are able to select from the
list of existing CUPSS users, as well as enter new team members specific to this project.
Grtlin, M «l r,l: A»m*br tour 1 c«n (Qptkxul) ,
-9-
The forth arrf-'r..* Scp n setting ip OuPSS Fw yw udty K to w««**e yvf tev>. Ttft R wi cptend, but htfty
&if&&*ttfca*ttt#&Tf^t^ytentM&£tft3yQui fifarmttuntaf CUF5S *jch « fcwm
wsrt «i«r^gBcser* pl»>, they mi? c» ra#r not t» actual CL*33 I
("J
*tep*#nrv you
-
>.,„,..,.,
^1
Figure 4-28. Add and edit team member information
To enter a new team member, select an existing user from the dropdown menu. Your username does 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.
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4.7.4 Review
The Review page is the last page in the Add Utility module (Figure 4-29). 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&Mmodule after exiting the Add
Utility module.
Check Up Program for Small Systems
liettrng Mjrtcd; HvvKm and SJTC J
DA i*v*w il otf Atftanufeon you M* ftifcd. *au vJ hav* «fl epcdfbrtty to adt UW riotttiatienav* you h*>* togunutirijCuPS'S try
d*toS«Ui^«l»e lap n*« hands* of *»OJ«5rwrta*nnb« tf you jwmjtfwig By* IKW would *« to dwigjcldiwilhe [»•***»£*]
button.
I itlMtl+d Til lUff ftf I ****! |K>1,|-
NNMftft
Figure 4-29. Review your project information
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.
4.7.5 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
4-30).
•**"** Check Up Program for Small Systems
Welcome Example, 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 dick on the [Load Utility] button to get started using CUP5S.
Beauty View Acres Subdivision - DW
QJ3J5S5ES2l2533JiS2£JE5S3H2SB
Beauty View Acres Subdivision - WW
Figure 4-30. 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
Set-up | Switch Utility | Create User | Help | Training | Exit
» My
J Finances
Check Up
Beauty View Acres Subdivision - DW Asset Inventory
The My Inventory section allows you to create/edit a schematic, create/edit an asset inventory list (by entering
individual asset information or importing batch asset information), view asset information and search your data.
Create or Edit Hv Schematic View My Inventory List Search
Create or Edit My Inventory List View Hv Capital Improvement Projects Export to KHZ
Download Template for Import Import Assets for My Inventory List
Beauty View Acres Subdivision - DW Schematic
. ci VVetiouse wdl»l pump Man valve
Security
Asset Risk Matrix Click to
Expand
Inventoried Asset List
Source
Well#l
pump
Wei I house
well property
Pumping Facility
Main valve
Security
Chlorine tor
Treatment
Chlorine testing
Storage
Storage Tank
Distribution
Water Production Meter
Tank
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
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• Create or Edit My Inventory List
• View My Inventory List
• View My Capital Improvement Projects
• Search
• Export to KMZ
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.
The My Schematic feature allows you to do this. Here, you can create a visual
map of your system assets, which helps to ensure that you enter all your
important assets. It also shows how your assets interconnect. The visual map of
your systems assets will be included in the final My CUPSS Plan and serves as
a brief introduction for someone who is less familiar with your utility.
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 challenges you to think of all the assets in your system from intake to output. It ensures that, if desired,
all assets are 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 is invaluable as they consider management decisions that might affect the
utility.
Benefits to My Utility
CUPSS includes a schematic of
your utility in the My CUPSS Asset
Inventory Report and My CUPSS
Asset Management Plan. The
schematic can be used to provide
town officials an overview of your
5.1.1 Accessing the Schematic
The schematic editing window can be accessed from the My Home page, as well as through the My Inventory
module. From the My Inventory module, click the "Create or Edit My Schematic" link from the Asset
Inventory window (Figure 5-2) to open the schematic editing window (Figure 5-3).
Beauty View Acres Subdivision - DW Asset Inventory
The My Inventory section allows you to create/edit a schematic, create/edit an asset inventory list (by entering A
individual asset information or importing batch asset information), view asset information and search your data,
Create or Edit My Schematic View Hy Inventory List Search
Create or Edit My Inventory List View My Capital Improvement Projects Export to KMZ Q
Download Template for Import Import Assets for My Inventory List
Figure 5-2. Asset Inventory window
CUPSS v 1.3.8 User's Guide
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Check Up Program for Small Systems Set-"p'Switchu""tyicreateuserIH*IPI mining IE*
My
Finances
| Beauty View Acres Subdivision - DW
Print Schematic
+• > (P <^ *4. "ra a a
l .
!ta*
well " Welhouse wdlsl_ punp Mairi valve
property «
Product.
on Meter
n
Chbrinato
jraoe
Tank T^
Distributi
on
Secuity
Chlorine
testing
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
• Rename 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 makes 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
appears with a brief description of the button's function.
CUPSS v 1.3.8 User's Guide
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Figure 5-4. Schematic editing toolbar
Table 5-1. Schematic editing buttons
Button
G3
B
M
f,
•
g]
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 the asset you wish to delete. Then click
the Delete Asset button. A warning message opens to confirm your intention to
delete. Click "Yes" to delete the asset or "No" to return to the editing window
without deleting the asset.
Click to save the current layout of the schematic.
Click to open a help window displaying section 5. 1 , Create or Edit My Schematic,
of the CUPSS User's Guide.
5.1.2.2 Add an Asset to the Editing Window
First, find the appropriate asset category image in the option boxes on the right side of the window. The
available assets are grouped into asset categories:
• Source • Collection
Pumping Facility
Treatment
Storage
• Distribution
• Other
The Source category is open by default when you first view the My Schematic page. To view assets in other
categories, click the category title (Figure 5-5). Drinking water and wastewater water utilities have different
associated asset categories and types (e.g., Drinking water utilities 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 sees 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 0.
CUPSS v 1.3.8 User's Guide
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Wells and Springs
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 the editing window (do not worry about the location, 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:
I e~— I Cancel
Figure 5-6. Asset name prompt
Take Note! To edit the asset name, click the "Identify" button and change the asset name. See below
on how to use the "Identify" button. If you wish to edit 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.
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
• Rename images
• Move images
• Link images
• Delete images
Just like the other aspects of CUPSS, you can add all your assets at one time or create the schematic in stages.
CUPSS v 1.3.8 User's Guide 58
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Identify an asset
Use the "Identify" button to determine the name and type of any asset in the editing window. Click the
"Identify Asset" button K3 once to activate it; then click any asset in the editing window. A small window
opens showing the name and type of the selected asset (Figure 5-7).
Main valve
Asset Category: Pumping Facility
Asset Type: Pumping Equipment
Asset Name:
Main valve
Figure 5-7. Clicking on an asset to identify it
Rename an asset
To rename an asset, use the identify tool to select an asset. The identify window opens. Change the name in
the Asset Name box (Figure 5-7). Select "Save" to save the changes or select "Cancel" to retain the original
name.
Move an asset
To move an asset within the editing window, click the "Move Asset" button HJ 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 connections between two or more assets and their flow 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 I 1 to activate it. Next, click the source asset (e.g., the place
where water comes from) and drag a line to the target asset (e.g., the place to which water moves). Release the
mouse button to complete the link. The line becomes 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 is particularly useful when describing your utility to people who are
less familiar with it than you are.
Figure 5-8. Creating links between assets
CUPSS v 1.3.8 User's Guide
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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 I • 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.
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. If you
wish to reinsert the linkage, refer to the "Link Assets" section above.
Save the schematic
When you are done, click the "Save" button • • A message box appears ("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 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
identify critical assets and develop
a capital improvement plan.
impact of the loss of the asset), and redundancy (the number of backup assets available to maintain consistent
operations) gives you a better sense of upcoming projects that might need attention and funding. Having a
prioritized list of critical assets is 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 the information needed to complete the form, you can come back
at any time to update the information.
CUPSS v 1.3.8 User's Guide 60
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All calculations used in the My Inventory module are described in 0.
To get started, click "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
3. Cost and Maintenance
4. Manufacturer and Supplier
Beauty View Acres Subdivision - DW Asset Inventory
The My Inventory section allows you to create/edit a schematic, create/edit an asset inventory list (by entering A
individual asset information or importing batch asset information), view asset information and search your data,
Create or Edit My Schematic View Hy Inventory List Search
Create or Edit Hv Inventory List View Hv Capital Improvement Projects Export to KMZ 0
Download Template for Import Import Assets for My Inventory List
Figure 5-9. Asset Inventory window
CUPSS v 1.3.8 User's Guide
61
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Check Up Program for Small Systems
Set-up | Switch Utility | Create User | Help | Training | Exit
My
Finances
Check Up
Beauty View Acres Subdivision - DW
Print Blank Worksheet
The asset inventory form allows you to enter information about your assets, This information will then 4)
be used in several of the CUPSS reports and to generate your prioritized asset list.
(*) Indicates required fields Last Updated 04/27/2009 10:12 AM
Basic Inform
"Asset Name
* Location
"Asset
Category
ID
Material
Linear Feet
Latitude
Notes
ition
Well#l 0
well property 0
Source Q0
0
0
0
0
Wellhouse
Select Associ
"Asset Type
Size
Storage
Capacity
Acres of land
Longitude
ated Location
Wells and Springs
-0
" 0 Add
-0
0
0
0
0
0
Status and C
* Condition
Redunda ncy
* Asset Status
Select Asset
Replaced
Capacity
jndition - Required to Calculate Priority
Poor
0%-0
Active
Select Asset Being Replacei
Fullsized
T]0 *CoF
Catastrophic (CoF of 10) -r 0
T 0 Can this asset be repaired? a Yes No 0
TJ0 Can this asset be rehabilitated? ., Yes • No 0
T\ Show asset in the schematic? 9 Yes No
.0
Cost and Mai
" Installation
Date
* Expected
Useful Life
|r] Maintain
ntenance
06/30/1968 0
30,00 0
Original Cost 2000,00
Replacement Cost SOOOO.OO
Routine
Maintenance Cost 500'00
0
0
per /year 00
ed According to Factory Recommendation 0 See all tasks Create a task
Manufacture
Model Number
Supplier
Address
City, State, Zip
Phone, Fax
r and Supplier - Optional
0
Select Existing Supplier 00 Manufacturer Select Exi
Select state ^]
sting Manufacturer •«• 0
Asset Risk Matrix | Click to
Expand
• , .> • .. :.• • .
Inventoried Asset List
- [Sour™
WeilSl
pump
Wellhouse
well property
- Pumping Facility
Main valve
Security
Chlorinator
- Treatment
Chlorine testing
0 Storage
Storage Tank
- Distribution
Water Production Meter
Tank
Distribution
CUPSS v 1.3.8 User's Guide
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Attachments
Document Name
Upload File
Save and Add Another Asset
Save and Copy Assest
Figure 5-10. Asset Inventory page
5.2.1 Basic Information
Basic information about the asset (such as location, asset category, and type) is entered into this section
(Figure 5-11).
Basic Inform
"Asset Name
Location
* Asset
Category
ID
Material
Linear Feet
Latitude
Notes
•tiOfl
Well#l
well property
Source
E
o
Wellhouse
O Select Associated Location
O
Asset Type
Size
Storage
Capacity
fV Acres of land
Q Longitude
Wells and Springs
-
T
-
0
0
0
O Add
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
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 name, 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 and distribution system.
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
For example, Pipe X is
next to the dropdown
CUPSS v 1.3.8 User's Guide
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Field Label
Asset Category*
Asset Type*
ID
Size
Material
Storage Capacity
Linear Feet
Acres of Land
Latitude
Longitude
Notes
Description
menu. A small window opens in which 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 is 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 is available in the asset type dropdown menu.
Enter an identification code to differentiate between similar assets. Enter a number/letter
combination to identify assets.
Enter the size of an asset, such as width.
Enter the material of the asset, such as PVC fora pipe.
Enter the storage capacity of the asset, that is, the number of days in reserve.
Enter the linear feet of a pipe.
Enter the acres of land for the asset.
If you'd like to use the "Export to KMZ" feature, enter the latitude of the asset. The latitude is
expressed in north/south directions. Decimal notation should be used.
If you'd like to use the "Export to KMZ" feature, enter the longitude of the asset. The latitude is
expressed in east/west directions. Decimal notation should be used.
Enter additional comments about the asset as needed. This information is valuable for
identifying the asset in the field.
Indicates a required field.
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 decisions on repair, rehab, or replace. If you have
an asset that is abandoned or that has been replaced, this information can be
added in this section for historical background. Information input into these
fields is entered into an equation (see Appendix D Asset Inventory
Calculations), which, along with information in the following sections,
outputs risk and a prioritized list of assets.
Available fields in the Status and Condition section are shown in Table 5-3.
Benefits to My Utility
CUPSS provides you with
recommendations on repair, rehab
and replace decisions using the
condition, EUL, redundancy and
CoF. These decisions are used in
developing your capital
improvement plan section of the
My CUPSS Asset Management
Plan.
Status and Condition - Required to Calculate Priority
* Condition | Select Condition Rating ~2\& * CoF | Select CoF Rating
Redundancy helect Redundancy
* flssel Status | Select Status
Select Asset |
Replaced
. , . , ,_ .
belect Asset Being
Can this asset be repaired? Q Yes (• No
Can this asset be rehabilitated? Q Yes (•" No
Show asset in the schematic? C" Yes (*" No
* Capacity I Select Capacity Rating
Figure 5-12. Status and Condition fields
CUPSS v 1.3.8 User's Guide
64
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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
Capacity*
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 replaced it.
Indicate the capacity rating for the asset.
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.
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 C My
Finances Calculations) these data are 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 the installation date and expected useful life (in conjunction with the condition and
redundancy of the asset) is crucial for identifying the probability of failure (PoF). The available fields in the
Cost and Maintenance section are shown below in Table 5-4.
Cost and Maintenance
Installation
Date 06/30/1963
Expected
Useful Life
30.00
Original Cost
Replacement Cost
Routine
2000.00
80000.00
500.00
0
0
per/year
3®
Maintenance Cost
O Maintained According to Factory Recommendation O See aII tasks Create a task
Figure 5-13. Cost and Maintenance fields
CUPSS v 1.3.8 User's Guide
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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: MM/DD/YYYY
(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 pre-populates 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.
Right Click on Item to Edit
Task Name
Paint well
Inspect well
Task Due Date
12/16/2013
12/12/2013
Task Status
FUTURE TASK
FUTURE TASK
Figure 5-14 See all tasks popup
Click the "See all tasks" link to open a popup window which displays the tasks associated with this asset.
Right click to edit a task.
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 v 1.3.8 User's Guide
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5.2.4 Manufacturer and Supplier
The next section on the Asset Inventory page is the Manufacturer and Supplier section (Figure 5-15). Although
none of the fields in this section are required, having detailed information on the manufacturer and supplier
aids in organization and provides 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 before it can be saved.
Manufacture
Model Number
Supplier
Address
City, State, Zip
Phone, Fax
r and Supplier
Select Existing Supplier T |
&
& Manufacturer Select Existing Manufacturer ^
^H
Select state •*
0
Figure 5-15. 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 is 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 is available as a selection.
Enter the supplier's street 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.
5.2.5 Asset Attachments
The last section on the Asset Inventory page is the Attachments (Figure 5-16). Attachments allow Word
documents (.doc, .docx), PDFs (.pdf), spreadsheets (csv, xlx, xls), images (jpg, .png, gif) and any other type
of document to be attached to a particular asset. In order to Edit, Delete or Open an attachment, right click on
the attachment and select the option with the left mouse click.
CUPSS v 1.3.8 User's Guide
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Attachments
Upload File
Document Name
Well Photo
File Name
l_Well l.jpg
Figure 5-16 Asset Attachments
To upload a file, select the "Upload File" link. Enter a document name and select the "Browse" link to browse
to the file location. Save the selections and the file will be attached to the asset. (Figure 5-17)
- File Upload
Document Name
File Location
(*) Required Fields
Save | Cancel
Figure 5-17 File Upload popup
Save and Add Another Asset
Figure 5-18 Asset Save
Save and Copy Assest
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 (Figure 5-18). In order to make a copy of the asset, select "Save and
Copy Asset". All of the fields except "Asset Name" will be copied. Enter a unique asset name and alter other
data as needed.
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 want to
come back later to add more information, but your reports will not be generated
accurately without the required fields.
5.2.6 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
CUPSS v 1.3.8 User's Guide
68
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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 5-20).
[Inventory List (Drinking Water)
Asset Category
3 E j-'ce 3 =.Tipir-3 Fs-Liiily 3
Tr=ann=r1 3 Stor
sge 3 J =vc-_: :-' 3 ;
tter
AEEet Type
3 Wsi'Sa^n Sprrgs 3 Vari
3 Irlake Structures 3 Con
3 Pumping Equipment Sol
3 Disinfection 3 Trar
Equipment Sw
3 Hydropneumatic Wi
Tanks 3 Mot
3 Concrete & Metal 3 Ser
Storage Tanks 3 Buil
3 Trans m iss ion Mains 3 Seri
3 Distribution,' Collector
Mains
Asset Status
3 A" ve 3 NJ- .<• Use-At-ar-30'
:; = :- :r = A=se: c-e =?ecs r=:7 3 v=
iputer Equipment'
tware
sformers/
itchgEars,1
ing
or Conitrols.'Draes
sors
iirg.5
ce Lines
=- 3 Not >r Jss-
5 3 No
Asss -•:=: =:=: ,:c-: :"=,:
3 Hycrarl5
3 Treatment Equipment
3 Lab1 Monitoring
Equipment
3 Tools and Shop
Equipment
3 Trans portation
Equipment
3 Security Equipment
3 _5r:
- Ba-c k Up 3 F ut u <~ I rves"
3 Galleries arsTurrels
3 Meters
3 Raw Water Reservoirs
3 Generators
3 Liquid Waste Handling &
Disposal
Q Solid Waste Handling &
Disposal
3 Wells
3 Springs
D Other
men
Car 11- 15 Asset be Rerab:!na.1e-:v 3 '"'es 3 No
Show asset ir schematic
3 •'== 3 No
Condition
3 -f.-.~ =•-: 3 :•-". 3 -5. 'if-
Is •'= = ===: iis rsre: .EvC'DHTg :;
vr'=:= 3 -::'
' marLfaclLrers re-:
3Verv -:•:•-
3mmer-3alicir5?3 ves
3 No
Cspacity
3 -. =r^: 3C»'e'='ze: 3J':e-szec
C o n sequence of Failu re
-CoFof 4 3 Me
-OoFof 10
derate CoFof 6
Redundancy
3 :'==- Sac«ip 3 K-4 Backup
Installation Date
3 ••:0=-i Back-p
3i..-= iecc-'cs':/ = = :•:.
-
Original Cost
Expected Useful Life
Replacement Cost
-•
Routine Maintenance Costs
-•
Timeframe- Frequency of Routine Maintenance
3 per.
qay 3 perr^eek 3 per.'monl
* 3 perryear 3 lifetime
Optional Information
Model Number
SuppliEr Nsme
City, State, Zip
F = jt Number
Manufacturer
Address
Phone Number
Notes
Figure 5-19. Blank Inventory List form (Drinking Water)
CUPSS v 1.3.8 User's Guide
69
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Inventory List (Wastewater)
Associated ASSet
Associated Location
Asset ID (optional)
Asset Size(optional)
1
Asset Latitude (optional)
Asset Longitude (optional)
1
Material (optional)
StorageCapacity in Days (optional)
Linear Feet (optional)
Acres of Land ; optional;
Asset Category
3-.-ior: - = : :y 3 TrssiTisr-
3 Storage
3 C: =•:::- 3 Ciper
Asset Type
3--ric-'~: = :_ ens": 3 r=r
3 Disinfection Swi
Equipment Wir
D Concrete & Metal 3 Mote
Storage Tanks 3 Sers
3 Transmission Mains Q Build
3 Vatves 3 Set
3 Computer 3 Treal
Equipment' 3 Distr
Software CoB
Asset Status
formers,
Ichgears,'
rag
r Controls,1 Drives
ors
n = =
ca Lines
mem Equipment
biftioa'
action Mains
3 «-:>•=• 3 NK - Jss-Absrsoras 3 Not ir Us
Car this AJ==: r~ -:=c-3 '&: " 3 vss
3 No
As ssi Rep'sce: ;3p:*ns';-:
Condition
3 =x:e ert 3 So.-: 3 -a ' lAversge; 3 Poor
Is:p53555: H3 p:3 r=: = :::•': "5 :o marufaclLrsr 5 K
Capacity
3-.=;5: 3C-.-5r;re: 3J-
3 _st Morionrg 3 Salaries an .rr~ =
E'jiiipmert 3 Meiers
Q Tools and Shop 3 Generators
Equipment 3 L^L>2 Waste Handling
3 Transportation & Disposal
Equipment 3 Solo Waste Handling &
Q Security Equipment D is posal
3 _=-: 3 Dgester
3 Sswers d Other
3 Pres 5 L re Pipework
= - i = : •: J p 3 - .'. u re 1 rves: men
Can lf"is A= = =* LE ". = "3i :?:=:: 3 ves 3 No
Sno* ssset in si--e"i=:-: : 3 '-'es 3 No
3 '.'eny Poor
>com mental br 5? 3"== 3 N:
Consequence of Failure
3 Irsfgrrfican - CoFof ; 3 Uiror -CoF of 4 3 Uccerale -CoF of 6
3 Major - CoF of £ 3 Caiastr-Dprc - CoF of ••:•
Redundancy
3 :-:•= =a:s.p 3 K:-5 Sacti.p
Installation Date
3 •:•:;= Ea:>:i,D
3 i-. •.'•» 5=ror3ary BacKLp
Original Cost
Expected Useful Life
Replacement Cost
5
Routine Maintenance Costs
1
Timeframe - Frequency of Routine Maintenance
3 per;
3av 3 c*' v.-ee': 3 K' -i:^:" 3 c~' yr=' 3 f=: n=
Optional Information
Model Number
Supplier Name
City, State, Zip
Fax Number
Manufacturer
Address
Phone Number
Notes
Figure 5-20. Blank Inventory List form (Wastewater)
Take Note! The Inventory List form is available as a Rich Text Format (.rtf) file. When you click the
"Print Worksheet" link, the file opens in the default word processing application on your
computer (Microsoft Word, for example).
5.3 Import Assets
Assets can be added to CUPSS through the "Create or Edit My Inventory List" function. This process allows
assets to be added one at a time. If there are many assets to be entered into CUPSS at one time, the process of
adding these assets to your inventory list can be accomplished by using the "Import Assets for My Inventory
CUPSS v 1.3.8 User's Guide
70
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List" function (Figure 5-21). This feature allows multiple inventory assets to be uploaded from a specific
Excel spreadsheet that can be downloaded from the My Inventory page within CUPSS. These assets entered
into this spreadsheet can then be uploaded into CUPSS as a single batch.
Beauty View Acres Subdivision - DW Asset Inventory
The My Inventory section allows you to create/edit a schematic, create/edit an asset inventory list [by entering A
individual asset information or importing batch asset information), view asset information and search your data.
Create or Edit Hv Schematic View My Inventory List Search
Create or Edit Hv Inventory List View My Capital Improvement Projects Export to KHZ 4}
Download Template for Import Import Assets for My Inventory List
Figure 5-21 Importing assets through a batch load.
In order to begin the import process, click the "Download Template for Import" link in the Asset Inventory
window to download the Asset Import Template (Figure 5-22). The spreadsheet template will open. (Figure 5-
23) Select "Save As" and save the template to your specified templates folder.
A
B
AssetName* Location*
2
a
4
5
6
7
8
Pump#l Wellhouse
Storagefll ChemBuilding
Chlorine Treatment ChemBuilding
C D E
F
G
AssetCategory* OtherAssetCategory AssetType* OtherAssetType AssetID
Pumping Facility Pumping Equipment Pml
Storage Buildings
Treatment Other Mixers Chll
Figure 5-22 Asset Import Template
Begin entering data in row 2, following the fields mentioned in (Table 5-6). The fields with an asterisk "*"
are the required fields. They must be completed following the validation rules in order for the import to be
successful. The fields that do not contain an asterisk are optional fields.
There are some fields that could not be added to the template as they are dependent on other data. These must
be filled in through the asset inventory edit option. These fields are: "Select Associated Asset", "Select
Associated Location", and "Select Asset Replaced."
Once your data has been added to the spreadsheet, click "Import Assets for My Inventory List" (Figure 5-21).
A window will pop up to allow you to select the location of your spreadsheet. Select the spreadsheet and click
"Open." A new spreadsheet will open, reporting the results of the import. If the import is successful, "Assets
Successfully Imported" will be displayed (Figure 5-23). A successful import will happen only if all the rows
are validated and all assets get imported into the database without any errors. All rows will appear with a
status of "Import Success." If the import fails, "Asset Import Failed! Errors listed below." will be displayed
(Figure 5-24). If any row fails validation or if a database error occurs at any point during the import process,
the import as a whole will fail and none of the rows will be imported. Note that some or all rows may have
passed validation. These rows will have a status of "Row Validated." However, a status of "Row Validated"
just indicates that the row is able to be imported but has not been imported (due to another row failing
validation). The row(s) that had errors will have an error message in the status field. Correct the errors as
specified, then save and re-import the spreadsheet.
CUPSS v 1.3.8 User's Guide
71
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1
2
3
4
5
6
7
8
A
B
Assets Successfully Imported!
Row Number
Row1
Row 2
Row 3
Comments
Import Success!
Import Success!
Import Success!
Figure 5-23 Successful import results page
B
1
2
3
4
5
6
7
R
Asset Import Failed! See below for errors.
Row Number
Row 1
Row 2
Row 3
Comments
Row validated.
Replacement Cost is required.
Condition is required-
Figure 5-24 Failed import results page
After the assets have been successfully imported, they will not immediately appear in the "Inventoried Asset
List" (Figure 5-25). To view the assets that have been imported to your inventory list, you must leave the My
Inventory module by navigation to another module and then navigate back to the My Inventory module. The
assets will then be displayed in the "Inventoried Asset List."
Inventoried Asset List
Source
Well#l
pump
Wei I house
well property
-Jumping Facility
Main valve
Security
Chlorinator
Treatment
Chlorine testing
Storage
Storage Tank
Distribution
Water Production Meter
Tank
Distribution
Figure 5-25 Inventoried Asset List
CUPSS v 1.3.8 User's Guide
72
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After the assets are loaded, right click the asset in the "Inventoried Asset List" and select "Edit Asset." The
imported asset will be displayed in the Asset Inventory page. If needed, the fields "Select Associated Asset,"
"Select Associated Location" and "Select Asset Replaced" may also be added at this time.
Take Note: Assets cannot be edited through the import feature. CUPSS allows the creation of duplicate assets
if needed and therefore assets entered into CUPSS do not have to have unique names. If the import
spreadsheet is loaded with the same asset names multiple times, multiple assets will be created. The import
feature will not overwrite an existing asset. If a mistake is made, the asset can be edited by clicking the
"Create or Edit My Inventory List" and can be removed under the "Inventoried Asset List" by right clicking
the asset to be removed and selecting "Remove Asset."
Table 5-6 Fields available in the Asset Import Template
Column
A
B
C
D
E
F
G
H
Asset Attribute
Asset Name
Location
Asset Category
Other
Asset Type
Other
ID
Size
Attribute Column Name
AssetName
Location
AssetCategory
OtherAssetCategory
AssetType
OtherAssetType
AssetID
AssetSize
Required
Field
Entry?
Yes
Yes
Yes
No
Yes
No
No
No
Description
The name of the
technology or equipment
that is used for your
system to properly
function.
Where the asset is within
your system. For
example Pipe X is
located on Main St 1/4
mile south of Franklin
Avenue.
Where the asset best fits
within your system (e.g.
source water, distribution
or collection), for
organizational purposes
Enter value if selected
Asset Category is
'Other'.
The asset's functional
purpose for a specific
asset category (for
example, intake
structure, pumping
station, transmission
main, storage tank, and
the like).
Enter value if selected
Asset type is 'Other'.
The identification code
allows you to
differentiate between
assets of the same type.
Use a letter / number
combination system that
easily allows the user to
identify the specific
asset.
Size allows you to
differentiate between
different sizes of an
asset, such as 6" PVC
pipe.
Validation
None
None
Drop down
options
None
Drop down
options
None
None
None
CUPSS v 1.3.8 User's Guide
73
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Column
1
J
K
L
M
N
O
P
Q
R
S
T
U
V
Asset Attribute
Material
Latitude
Longitude
Notes
Storage Capacity
Linear Feet
Acres of Land
Condition
Redundancy
Asset Status
Capacity
CoF
Can this asset be
repaired?
Can this asset be
rehabilitated?
Attribute Column Name
AssetMaterial
Latitude
Longitude
Notes
StorageCapacity
LinearFeet
AcresOfLand
Condition
Redundancy
AssetStatus
Capacity
CoF
CanBeRepaired
CanBeRehabilitated
Required
Field
Entry?
No
No
No
No
No
No
No
Yes
Yes
Yes
Yes
Yes
No
No
Description
The primary material of
which the asset is
composed.
Latitude is used to
express how far north or
south you are, relative to
the equator. Decimal
notation should be used.
50 deg 30 minutes north
= 50.5 degrees.
Longitude shows your
location in an east-west
direction, relative to the
Greenwich meridian.
Decimal notation should
be used. 92 deg 45
minutes west = -92.75
degrees.
Notes concerning the
asset
Storage capacity is the
number of days of water
in reserve or the amount
of wastewater that can
be stored.
Linear Feet of pipe.
Acres of Land
The current condition, in
your opinion, of an asset
based on age and
physical functionality
(ranging from poor to
excellent).
Spare assets that have
the ability to do the same
job, if a failure of the
primary asset were to
occur.
This is how your utility
views an asset. Assets
can be active (most
assets), not in use or a
future investment.
Indicate the capacity
rating for the asset.
Consequence of Failure
(CoF) estimates the
degree of impact to utility
service should the asset
fail.
Is repairing this asset an
option?
Is it possible to restore
the asset's capabilities or
condition?
Validation
None
Decimal
Number to 6
decimal places
Decimal
Number to 6
decimal places
None
Positive
Integer
Positive
Integer
Positive
Integer
Dropdown
option
Drop down
option
Drop down
option
Drop down
option
Drop down
option
Drop down
option
Drop down
option
CUPSS v 1.3.8 User's Guide
74
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Column
W
X
Y
Z
AA
AB
AC
AD
AE
AF
AG
Asset Attribute
Show asset in the
schematic?
Installation Date
Expected Useful
Life
Original Cost
Replacement Cost
Routine
Maintenance Cost
Select Frequency
Maintained
According to
Factory
Recommendation
Model Number
Manufacturer
Supplier
Attribute Column Name
ShowSchematic
InstallationDate
ExpectedUsefull life
OriginalCost
ReplacementCost
RoutineMaintenanceCost
Frequency
Maintained
ModelNumber
Manufacturer
Supplier
Required
Field
Entry?
No
Yes
Yes
No
Yes
No
No
No
No
No
No
Description
Show asset in schematic
diagram?
The date when the asset
was installed. NOTE:
Use the following format
to input this
date:mm/dd/yyyy If you
know that the asset was
installed in the rear 2008
but are unsure of the
month or day, enter the
date in the following
format: 01/01/2008
The average amount of
time, in years, that a
system or component is
estimated to function
when installed new.
NOTE: Do not add
commas or the word
"years" in the text box.
The amount paid for the
initial purchase of the
asset, if known. NOTE:
Do not add commas or
dollar signs in the text
box.
How much will it cost to
replace the asset, if
required today? NOTE:
Do not add commas or
dollar signs in the text
box.
How much does it cost
fora single routine
maintenance activity to
be performed on the
asset? NOTE: Do not
add commas or dollar
signs in the text box.
The frequency of routine
maintenance as
recommended by the
manufacturer.
Maintained according to
Factory
Recommendation?
The manufacturer's
model identification
number.
The company that
produced / manufactured
the asset.
Where did you buy the
asset or where would
you go to replace it?
Validation
Drop down
option
Date Format
mm/dd/yyyy
Decimal
number
Number
Number
Number
Drop down
option
Drop down
option
None
None
None
CUPSS v 1.3.8 User's Guide
75
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Column
AH
Al
AJ
AK
AL
AM
Asset Attribute
Address
City
State
Zip
Phone
Fax
Attribute Column Name
SupplierAddress
SupplierCity
SuppllierState
SupplierZip
SupplierPhone
SupplierFax
Required
Field
Entry?
No
No
No
No
No
No
Description
The address of the
supplier.
The city of the supplier.
The state of the supplier.
The zip code of the
supplier.
The phone number of
the supplier.
The fax number of the
supplier.
Validation
None
None
Drop down
option
None
None
None
5.4 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 5-26).
Beauty View Acres Subdivision - DW Asset Inventory
The My Inventory section allows you to create/edit a schematic, create/edit an asset inventory list [by entering f*
individual asset information or importing batch asset information), view asset information and search your data.
Create or Edit My Schematic View My Inventory List Search
Create or Edit My Inventory List View My Capital Improvement Projects Export to KHZ Q
Download Template for Import Import Assets for Hv Inventory List
Figure 5-26. Asset Inventory window
This opens the Asset Inventory List page (Figure 5-27).
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 recrud ard :ln:k 'edit row".
1
2
3
4
5
6
7
8
9
10
11
12
Welltfl
pump
Main valve
Security
Tank
Chlorinator
Distribution
Water Producti...
Wellhouse
Chlorine testing
well property
Storage Tank
Source
Source
Pumping Facility
Pumping Facility
Distribution
Pumping Facility
Distribution
Distribution
Source
Treatment
Source
Storage
Well? and Spring?
Pumping Equip...
Pumping Equip...
Security Equip...
Distribution /C...
Disinfection Eq...
Distribution /C...
Distribution /C...
Buildings
Lab / Monitorin...
Land
Concrete S; Met...
Poor
Good
Fair (Average)
Good
Good
Fair (Average)
Good
Fair (Average)
Good
Excellent
Excellent
Good
• Lu^^^^^^
Catastrophic
Catastrophic
Major
Minor
Catastrophic
Insignificant
Major
Minor
Minor
Insignificant
Insignificant
Moderate
0%
0%
0%
0%
0%
0%
0%
0%
0%
100%
0%
0%
2009-02-01
2011-02-01
2011-02-01
2009-02-01
2036-02-01
2008-02-01
2033-02-01
2035-02-01
2036-02-01
2008-02-01
2308-02-01
2055-02-01
Figure 5-27. 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) include values for consequence of failure, condition, and
redundancy. Additionally, through information you have entered in the Asset Inventory form, a projected
CUPSS v 1.3.8 User's Guide
76
-------
Replacement Date is displayed on the far right of the table. This date is determined through the use of several
equations (see Appendix D My Inventory Calculations).
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 5-28). 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
5
7
8
3
4
6
1
2
9
11
12
10
Asset
Tank
Distribution
Water Producti...
Main valve
Security
Chlorinator
Welltfl
pump
Wellhouse
well property
Storage Tank
Chlorine testing
1 Category
Distribution
Distribution
Distribution
Pumping Facility
Pumping Facility
Pumping Facility
Source
Source
Source
Source
Storage
Treatment
1 AssetType
Distribution / C...
Distribution / C...
Distribution / C...
Pumping Equip...
Security Equip...
Disinfection Eq...
Wells and Springs
Pumping Equip...
Buildings
Land
Concrete &Met...
Lab / Monitorin...
Condition
Good
Good
Fair (Average)
Fair (Average)
Good
Fair (Average)
Poor
Good
Good
Excellent
Good
Excellent
JcoF
Catastrophic
Major
Minor
Major
Minor
Insignificant
Catastrophic
Catastrophic
Minor
Insignificant
Moderate
Insignificant
Redundancy
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
100%
|| Replacement Date
2036-02-01
2038-02-01
2035-02-01
2011-02-01
2009-02-01
2008-02-01
2009-02-01
2011-02-01
2036-02-01
2308-02-01
2055-02-01
2008-02-01
Figure 5-28. Records shown sorted in descending order by category
To edit information for a particular asset, right-click the asset and click "Edit Row" to open the Asset
Inventory form.
Click "Return" to return to the My Inventory page.
5.5 View My Capital Improvement Projects
Click the "View My Capital Improvement Projects" link in the Asset Inventory window (Figure 5-29) to open
the Capital Improvement Projects page (Figure 5-30).
Beauty View Acres Subdivision - DW Asset Inventory
The My Inventory section allows you to create/edit a schematic, create/edit an asset inventory list (by entering
individual asset information or importing batch asset information), view asset information and search your data,
Create or Edit My Schematic View Hy Inventory List Search
Create or Edit Hv Inventory List View Hv Capital Improvement Projects
Download Template for Import Import Assets for My Inventory List
Export to KMZ
Figure 5-29. My Inventory window
This page lists all assets that need to be repaired, rehabilitated, or replaced.
This information is useful to the utility for financial and resource planning for
the upcoming years. CUPSS provides a recommended replacement year for
assets that need to be replaced. For those assets that you have indicated
cannot be repaired or rehabbed in the asset inventory form or if the
recommended replacement date has passed, CUPSS recommends to replace
those assets on or before the recommended replacement date. For assets
where the operation and maintenance costs exceed 7% of the replacement
costs, CUPSS recommends to rehab those assets as long as you have
indicated that the asset can be rehabbed. CUPSS recommends repairing all
other assets as long as you have indicated the asset can be repaired.
Benefits to My Utility
CUPSS calculates financial
reserve required for assets
needing to be replaced. This helps
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.
CUPSS v 1.3.8 User's Guide
77
-------
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 5-30). 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 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 the recommended date or click the
"Add Planned Asset" button to open the Asset Inventory form.
Beauty View Acres Subdivision - DW Capital Improvements
The following is a list of Capital Improvement Projects. Double click on the "Recommended Date" column to change the recommended date and year for J
the capital improvements. To plan a needed capital improvement, click the "Add Planned Asset" button to to be directed to the "Create or Edit My
Inventory List" section to enter your asset information, When entering planned assets for this section, select "Future Investment" : under the "Asset
Status" dropdown for the planned asset to be added to your Capital Improvement Projects.
• Priority 1 Asset II Category | Asset Type | Condition II CoF | Recomm. Action | Recomm. Date
1 Welltfl Source Wells and Springs Poor Catastrophic Replace
2 pump Source Pumping Equip... Good Catastrophic Rehab
3 Main valve Pumping Facility Pumping Equip... Fair (Average) Major Rehab
4 Security Pumping Facility Security Equip... Good Minor Replace
5 Tank Distribution Distribution /C... Good Catastrophic Repair
6 Chlorinator Pumping Facility Disinfection Eq... Fair (Average) Insignificant Replace
7 Distribution Distribution Distribution / C... Good Major Repair
• 3 Water Product!... Distribution Distribution / C... Fair (Average) Minor Repair
9 Wellhouse Source Buildings Good Minor Repair
10 Chlorine testing Treatment Lab / Monitorin... Excellent Insignificant Replace
1 1 well property Source Land Excellent Insignificant Replace
12 Storage Tank Storage Concrete & Met... Good Moderate Repair
2/1/2009
2/1/2011
2/1/2011
2/1/2009
2/1/2036
2/1/2003
2/1/2038
^•§1/2035 ~
2/1/2036 [>
2/1/200S
2/1/2303
2/1/2055
| Save | | Add Planned A»et |
Figure 5-30. Viewing your "Capital Improvement Projects" and editing the recommended date
5.6 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 5-31) to open the Search and Report page Figure
5-32).
Beauty View Acres Subdivision - DW Asset Inventory
The My Inventory section allows you to create/edit a schematic, create/edit an asset inventory list (by entering A
individual asset information or importing batch asset information), view asset information and search your data.
Create or Edit My Sen em a tk View My Inventory List Search
Create or Edit Hv Inventory List View My Capital Improvement Projects Export to KHZ 4}
Download Template for Import Import Assets for My Inventory List
Figure 5-31. Asset Inventory window
CUPSS v 1.3.8 User's Guide
78
-------
You can filter your assets by asset category, asset type, asset status, asset,
recurrence frequency, person assigned to tasks, task type, task status, task
date range, and keyword. 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 allows 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
your utility data in one location
saving you time. In addition, you
can use common tools like MS
Excel to do additional analysis.
I?V- Check Up Program for Small SyStemS Set-up| Switch Utility | Create User |HelP| Training (Exit
Inventory
$) My
P Finances
Check Up " II CUPSS Plan
Beauty View Acres Subdivision - DW Search And Report
This screen allows you to query your data tor a particular utility and generate an Asset Service Report, a Work Order Report or a Chemical Report, The ?
next to 'Select Report Type' displays the type of information induded in each report.
Search Criteria
Select Utility: Beauty View Acres Subdivision -DW
Filter By: Q
Asset Category
T Select Report Type: 0 Asset Service Report
Asset
Person Assigned
to Tasks
Task Date Range
Source *
Pumping Facility
Treatment
r. •*•
Asset Type
Buildings *
Computer Equipment/ Software
Cnnf-rots. &J Mofai Cf nrlf* a Ta ntrr
« 1
III
f
Chlorinator •»
Chlorine testing
Distribution
hA a in ua l\rp
Helen Howard
Steve Wyatt
Example User
-
Task Type
o
Planned -
Planned -
Pl^nn^H -
<
Keyword
Monitoring *
Routine Maintenance
Ronair
.-r 1
>
Asset Status
Recurrence
Frequency
Task Status
Asset
Attachment
Active
Not in Use - Abando
a - P^L- I \r
I
"'
Daily
Weekly
Monthly
Annual
Active
Cnmnlp+pd
Any
Figure 5-32. Search and Report page
You can select from the choices described in Table 5-7.
Table 5-7. Options available on the Search and Report page
Select Utility
Select Report Type
Asset Service History
Work Order
Chemical Report
Filter By:
Asset Category
Select a utility to include assets for in the search.
Select Asset Service History if you are interested in learning about operation
maintenance tasks that have been completed for the asset.
Select Work Order if you are interested in learning about historic information
scheduled tasks.
and
for
Select Chemical Report if you are interested in learning about the chemicals
associated with a particular asset or task.
Select one or more asset categories to include in the search.
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Asset Type
Asset Status
Asset
Recurrence Frequency
Person Assigned to Tasks
Task Type
Task Status
Asset Attachment
Task Date Range
Keyword
Select one or more asset types 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 assets to include in the search results
Select one or more frequencies to include in the search results.
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.
Select one or more task status values to filter the results of the search.
Specify whether or not the asset has an attachment associated with it.
Indicate a date range to filter the results of the search. The results include all
tasks scheduled or completed between the indicated dates (inclusive).
Enter a keyword to include in the search results.
The results of your search are shown in a table (Figure 5-33).
Beauty View Acres Subdivision - DW Search Results J
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 O
click "Next" to see the additional sets of 300 records. Click
I Asset Asset Type
Chlorine testing Lab / Monitor..
Welltfl Wells and Spr..
pump Pumping EquL
Water Produ... Distribution / ..
Tank Distribution/ ..
Distribution Distribution/..
Main valve Pumping EquL
Wellhouse Buildings
Security Security Equi...
well property Land
Chlorinator Disinfection E..
Storage Tank Concrete & M . .
1 ID _^^^N^^5
None None
None None
None None
None None
None None
None None
None None
None None
None None
None None
None None
None None
"Print Report" to view the additional information associated with the tasks and/or assets,
Asset Service Report
Work Order. Td
None
None
None
None
None
None
None
None
None
None
None
None
V
| Person
None
None
None
None
None
None
None
None
None
None
None
None
JRisk "^^"
Low Risk -R...
High Risk -I...
High Risk -I...
Low Risk -R...
Medium Risk ..
Medium Risk ..
High Risk -I...
Low Risk -R...
Medium Risk ..
Low Risk -R...
Medium Risk ..
Medium Risk ..
Condition
Excellent
Poor
Good
Fair (Average)
Good
Good
Fair (Average)
Good
Good
Excellent
Fair (Average)
Good
Replacement Date 1
2008-02-01
2009-02-01
2011-02-01
2035-02-01
2036-02-01
2038-02-01
2011-02-01
2036-02-01
2009-02-01
2308-02-01
2008-02-01
2055-02-01
•^H BOB
Figure 5-33. 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 Comma-Separated Values (CSV) (.csv) file. When
you click the "Print Report" button, the file will open in the default spreadsheet
application on your computer (Microsoft Excel, for example).
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5.7 Export to KMZ
Click the "Export to KMZ" link in the Asset Inventory window to save the assets to Keyhole Markup
Language Zipped (KML-Zipped) file for display in Google Earth or Google Maps. A standard Windows Save
dialogue opens. Enter a filename and navigate to the location to save the file.
Google Earth (download at: http://earth.google.com/') is a virtual globe that allows you to view satellite
imagery, maps, and other geographical content around the world. CUPSS assets with coordinates stored in the
Latitude and Longitude fields can be displayed as points in Google Earth. After exporting your assets to KMZ,
in Google Earth select File Open. Navigate to the saved location and select the file. Your assets are displayed
in the application.
Take Note! Only exported assets that have latitude and longitude information are displayed on the
map.
5.8 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 5-34).
Inventoried Asset List
- Source
Well#l
pump
Wellhouse
well property
H Pumping Facility
Main value
Security
Chlorinator
E) Treatment
Chlorine testing
- Storage
Storage Tank
EJ Distribution
Water Production Meter
Tank
Distribution
Figure 5-34. Inventoried Asset List
Right-click 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 5-35).
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Inventoried Asset List
- Source
Well#l
- Pump
Security
Chlorinator
E) Treatment
Chlorine testing
- Storage
Storage Tank
- Distribution
Water Production Meter
Tank
Distribution
Figure 5-35. Edit or remove asset from inventory
5.9 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 the "Asset Risk Matrix" graph in the upper
right of the homepage to enlarge the image (Figure 5-36).
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 0) 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.
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 ("High Risk").
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 appears 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.
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™ Asset Risk Matrix
10.5
10.D
B.S
9.0
8.5
a.o
7.5
7.D
6.5
6.D
5.5
5.0
4.5
4.0
3.5
3.0
2.5
2.0
1.5
1.0
0.5
0.0
-D.5
-1.0
Medium Risk
High Risk
Low Risk
Medium Risk
234587
Probability of Failure
Mouse over to view asset name.
Figure 5-36. Asset Risk Matrix window
5.10Training 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.
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6 My O&M
Why Use Asset Management?
The City of Milwaukie, Oregon, lists the goals it is seeking to achieve 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).
-'- Check Up Program for Small Systems
Set-up | Switch Utility | Create User | Help | Training | Exit
Inventory O&M
My
Finances
| Beauty View Acres Subdivision - DW Operation and Maintenance
The O&M section allows you to filter tasks by a utility, ^
Filter Utility Beauty View Acres Subdivision - DW v | Month [August
\ A Task I Print Blank Worksheet I Search/Print
Print Worksheets By Date Range
Vear 2009
Show Completed Tasks
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
Check and re..
Check and re..
Check instru...
Check water ..
Complete ad..
Check and re..
Check and re..
Check instru...
Check water ..
Complete ad..
A Check and re..
Check and re..
Check instru...
Check water ..
v Complete ad..
Check and re..
Check and re..
Check instru...
Check water ..
Complete ad..
Check and re..
Check and re..
Check instru...
Check water ..
Complete a d..
12
Check and re...
Check and re...
Check instru...
Check water...
Complete ad...
Check and re...
Check and re...
Check instru...
Check water...
Clean pump h..
16
Check and re... f. Check and re..
Check and re... Check and re..
f~horl inct-M I rhprl in^hn I
Check and re..
Check and re..
Check instru...
Check water ..
Complete ad..
Check and re..
Check and re..
Check and re..
Check and re..
Check instru...
Check water ..
Complete ad..
Check and re..
Check and re..
f~hc.rl inchh-l I
Check and re..
Check and re..
Check instru...
Check water ..
Complete a d..
Check and re..
Check and re..
Check and re..
Check and re..
Check instru...
Check water..
Complete ad..
A Check and re..
Check and re..
Check and re..
Check and re..
Check instru...
Check water..
Complete ad..
Check and re... A
Check and re...
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
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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.
The My O&M module allows you to create and track current, future, and past
.. , . •: ' , j , , Benefits to My Utility
operation and maintenance activities. You can add tasks to the schedule and
mark scheduled items as "completed." The module then records the status and CUPSS allows you to track a"the
history of each task, alerts you if the task status is past due or critically past
due, and alerts you when to reassess the asset condition if maintenance is not
performed as scheduled.
The My O&M module stores a wealth of information that aids in managing
..,.. , . .. ,,,, . . , . . ,, ., . , in CUPSS, you can then extract all
your utility—making it more efficient and easier to perform the many tasks . . , ..
+U++UUIJTT, • r- +• + r- : j the task information to help
that must be balanced. Ihe more information you enter tor your assets and develoo the O&M section of the
tasks associated with each utility.
Since CUPSS allows several
users to use CUPSS, everyone
can manage their own tasks in
CUPSS. Using the search module
My CUPSS Asset Management
Plan.
routine tasks, the more information is available to you in the My O&M
module.
Filter Tasks by Utility
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 helps 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 the date within the
calendar. A popup appears 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 your tasks appear on the calendar. To open a task record to find out more information about it, double-
click 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).
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Beauty View Acres Subdivision - DW Operation and Maintenance
The O&M section allows you to filter tasks by a utility,
Filter Utility Beauty View Acres Subdivision - DW
Add A Task I Print Blank Worksheet I Search/Print
Print Worksheets By Date Range
Month August
Year
? J
Show Completed Tasks
Figure 6-2. Top of the My O&M activity window
This opens the Task Details form. This form is divided into four main sections (described below).
On the Task Details form, fields with a red asterisk (*) are required. Fields marked with a blue asterisk (*) are
required if the task is marked as recurring.
6.2 Task Form
In this section, you can enter basic information about what tasks need to be
done, such as the name, type, and staff names (Figure 6-3). This information
provides you with the very basic information you need to manage the task.
The task name that you enter is what appears on your calendar.
* Task Name
* Task Type
Task Details/Notes
Cost of the Task
Percent of Task
Deferred Maintenance
* Staff Assigned
OR
Select Type
Enter Other
] Capital Improvement Project
0.00 *
0.00 *
Select Staff
Add New Staff
o
0
o
0
0
o
Benefits to My Utility
CUPSS allows you to complete
and print your work orders. By
keeping all 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*
Capital Improvement
Project
Task Details/ Notes
Cost of the Task
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 is available as an
option.
Select the Capital Improvement Project checkbox if appropriate.
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.
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Field
Percent of Task
Deferred Maintenance
Staff Assigned*
Description
Enter percentage of the overall task costs that will be deferred to a future year.
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 4.4.1.3
for more information on entering information into this form.
* Indicates a required field.
6.2.1 Asset Information
The Asset Information section associates an asset to the task (Figure 6-4).
- Asset Information - Asse
Select Existing Asset Select Existing Asset
OR Enter New Asset
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 do 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 do 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
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.
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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.
- Monitoring or Chemical Added
Chemical Select Chemical
Enter Other
o
Amount 0.00
Chemical Unit
o
Chemical Date Empty
Chemical Time
Add O
Chemical Amount Unit
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
Chemical
Amount
Chemical Unit
Chemical Date
Chemical Time
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. Once you save this task, the new chemical is
available as an option in the dropdown menu.
Enter the amount of the chemical added.
Enter the chemical unit.
Enter the date the chemical was added. NOTE:
this date: MM/DD/YYYY
Use the following format to input
Select the time the chemical was 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).
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riuiiiLurniy ur I.IICIIIILC
Chemical
Amount
Chemical Unit
Chemical Date
Chemical Time
ii HUUCU
Other
Chlorine
4.00 * {
mg/l ,
Empty
12:OOPM
v 0
>
>
Add G
1 Chemical Amount i Unit I Date 1 Time
Chlorine 4.00 rng/l
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 dates in both the Task Start and Recurrence End Date fields. For
tasks that take 2 days or longer to complete, enter the appropriate dates. The Schedule section provides
reminders at recurring intervals that you can set up; this way you do not need to add tasks multiple times
(Figure 6-7). For example, if you need to clean a valve once a month, the task only needs to be entered one
time with information describing how often it should be repeated; the task will then appear on your calendar
once a month. After the initial set-up and entry of tasks, the calendar provides a complete picture of the
operation and maintenance tasks.
* Task Start
Length of Task
Staff Completed
Actual Completion
Frequency
* Recurrence End Date
* Select Recurrence
Every 1 f^-||
Every 1 gl
Day i
The |sete T |
12/2O/2O11
Select Staff
Empty
T [7] Pop-up
T Time 12:<
Select Frequency
Empty
day(s)
week(s) on
of every
Select Day T
Every Select Month •»•
The Sele T Select Day "
1 tJm,
Reminder^
>OPM ; 0
- e
0
0
js/day
Select Day
1 month(s)
every 1
month (s)
i ;
of Select: Month
Figure 6-7. Schedule section
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Table 6-4 describes the fields for the Schedule section.
Table 6-4. Fields available in the Schedule section
Field
Task Start Date*
Pop-up Reminder
Length of Task
Completion Date
Completion Time
Staff Completed
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 the checkbox if you want a popup reminder for this task.
Enter the duration or the length of the task in days.
Indicate in the dropdown menu the date on which the task should be completed.
Indicate the time the task should be completed.
Select the staff that completed the 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 the task Frequency field determines which radio buttons
activated for the Select Recurrence field.
are
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.
6.2.4Optional 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 and at what cost (Figure 6-8). This information is 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.
- 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
o
0
o
o
Add
Man/Sup
Number
Figure 6-8. Optional Parts Information section
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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 Cost
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 the 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).
- Manufacturer and Supplier
* Manufacturer
Select Existing Manufacturer
OR
Enter Other
* Supplier Select Existing Supplier
OR | Enter Other
Address
City, State, Zip
Phone,Fan
Ho
0
Select State
(*) Required Fields
Save and Close | Cancel
Figure 6-9. Manufacturer and Supplier form
When you finish entering data for a particular part, click the "Add" link to add the record to the table. Right-
click the added record if you would like 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 for your records.
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
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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 opens an .rtf document in your default word processor, which you can print
with your printer (see Figure 6-11).
Work Order
Checl and fecaid chlorine residual it Tie poimof ippl
D Monitoiins 0 Routine Maintenance D Repaii D Rehabilitation D Replacemeni
Is Tiiitaak planned" BTes DNa
Is Tii 5 a 'Capital InipiaveiLent Project" D Ye;
EN'o
Task Detail&'Notes
Cost of the Task
nt of Task Deferred Maintenance
For Asset Related Tasks
Asset Name
C Excellent DGood
D Fail {Average} d Poar
D Yen- Poor
15 tisaj3iTiE2inTainsdav:ordin2
ForMonitoring Tasks
ati'Dni" D Ta D No
Task Start Date
Frequency
S Eailv n V'aaVIv D Month! v
Recurs every
1 dav'fsj 1 liaafsj dav
Eav dsv of eveiv lanuisl'sl
•rUonthl 03av of iLonthj
Recurrence End Date
Optional Parts Information
Manufacturer^ Supplier
Part Name
Part Number
Part Cost
Labor Maintenance Cost
Completed Date \ Time Staff Completed
Length (idays)
-.•eetvi)on •Uavof^eet/
•;V."eek of itontW •I)iTaf'n:eet':iei-en- mijnttiu':'
^."eetofnantli') .Davofweetlof .^Mon-fli':-
•33 2S 2013
S
S
Figure 6-11. Generated Work Order document
Take Note! The Print Work Order is available as a Rich Text File (.rtf). When you click the "Print
Work Order" link, the file opens in the default word processing application on your
computer (Microsoft Word, for example).
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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).
New Task
Staff Assigned Task Name
TaskType
3 Monitoring a Routine Maintenance a Repair 3 Rehabilitation 3 Replacement a Other
Is this task planned7 3Y'es 3 No Is this a Capital Improvement Project? 3 Yes 3 No
TaskDetailS''Notes
Cost of the Task
Percent of Task Deferred Maintenance
ForAsset-relatedTasks
Asset Name
Condition
3 Excellent 3 Good 3 Fair (Average) 3 Poor 3 Very Poor
Is the asset maintained accordingto manufacturer's recommendations? QYes 3 No
Chemicals
Amount
Unit
Date Time
Schedule
Task Start-End Date
Completed Date P|,Time
Frequency
3 D a i 1 y 3 ',';' eek 1 y 3 M o nthly 3 An n u a 1 ly
Recurs every
davi's) timei's'i/dav
Dav of every month(s)
( M o nth'i ( D av of m o rtlh'i
Recurrence End Date
Staff Completed
Length (days)
week(s) on iDav
ofweek)
(Week of month'i (Dav of week) every monthfs)
i' W eek of m o nth) f D av of week! of i M onth'i
Optional Parts Information
Manufacturer>'Supplier
Parts Name
Parts Number
Parts Cost
Labor Maintenance Costs
5
S
Figure 6-12. Blank Work Order form
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Take Note! The Blank Work Order is available as a Rich Text File (.rtf). When you click the "Print
Blank Worksheet" link, the file opens in the default word processing application on your
computer (Microsoft Word, for example).
6.4 Search/Print
Click "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 Print Worksheets by Date Range
Click "Print Worksheets by Date Range" at the top of the page to open a popup to print all work orders for a
given date range.
r Print All Task Work Orders For A Given Date Range
Start Date 09/11/2009 v
End Date 09/11/2009 v
* Print : : All Tasks
O Uncompleted Tasks
O Completed Tasks
(*) Required Fields
Print | Cancel
Figure 6-13. Print Worksheets by Date Range popup
Table 6-6. Fields available in the Print Worksheets by Date Range popup
Field
Start Date*
End Date*
Print*
All Tasks
Uncompleted Tasks
Completed Tasks
Description
Select the start date of the tasks that you wish to see.
Select the end date of the tasks that you wish to see.
Select the option of which tasks to print:
Indicate if all tasks should be searched within the date range provided.
Indicate if only uncompleted tasks should be searched within the date range
provided.
Indicate if only completed tasks should be searched within the date range
provided.
Indicates a required field.
6.6 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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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 is used in the My Financial
Check Up Report (for more information about Check Up Reports, see Section
8.2).
Using this module helps you shift from a reactionary management strategy to
a more informed, considered approach. It also provides 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).
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 is
also useful in developing the
Financial Strategy section of the
My CUPSS Asset Management
Plan.
Check Up Program for Small Systems
Set-up | Switch Utility | Create User | Help | Training | Exit
• My
Check Up
Beauty View Acres Subdivision - DW Finances
The My Finances section allows you to enter expense and revenue information in multiple common categories.
ata I Print Blank Worksheet
(*) Indicate! required Fields
General Year Information
Select Previous Vear Select a year v Or Enter a new year Select a year
Enter total cash-on-hand Jfr
and interest rate
Year Expenses and Revenue
* Type of Cost 0
K Budgeted Amount O Actual Amount
Select a type of cost
and Select Type of Cost Select a type of cost
Total EHpenses:
Total Revenues:
Figure 7-1. My Finances page
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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.
General Year Information
Select Previous Year
Select a year v Or ' Enter a new year Select a year v
Import Data From Previous Year
Enter total cash-on-hand 0 I and interest rate
Figure 7-2. Using the dropdown menu to select a year
Once you have selected a year, all data entered in the form applies 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 refreshes 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 refreshes to show the data available from the
previous year. A message appears confirming that the data have been transferred. You can now edit or add
data using the form fields.
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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, an error message appears 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.
Year Expenses and Revenue
Type ul' Cost Q
Select a type of cost
v $
Budgeted Amount O Actual Amount & Inflation Q
i *r
Add another Line Item
and Select Type of Cost Select a type of cost
Total Expense;:
Total Revenues:
Sane and Add Another Year
Figure 7-3. Lower half of the My Finances activity window
Table 7-1. Fields available on the My Finances page
Field Label
Description
Enter total cash-on-hand*
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.
Interest rate
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 percent signs in the text box.
Type of Cost*
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 placeholders 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 appropriate, select "Other" and
use the Enter Other and Select Type of Cost fields to add a new line item category.
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Field Label
Enter Other and Select Type of
Cost
Budgeted Amount
Actual Amount
Inflation
Description
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 for a line item. NOTE: Do not add commas or
dollar signs in the text box.
The actual amount of monies expended for a line item. NOTE: Do not add commas
or dollar signs in the text box.
The increase in the cost of a line item 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.
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
Salaries, wages, benefits
Supplies
Chemicals
Contracts
Utilities
Monitoring & testing
Emergency
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.
Cost of supplies.
Cost of materials used for treatment necessary to make water safe to drink.
Total dollar amount of contracts.
An expense for services such as gas, electricity, telephone, water and sewer
that are provided to your facility for normal use.
Cost for the process of assuring the water treatment process is effectively
cleaning the water.
Emergency expenses.
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Type of Cost menu option
Lease and mortgage
Insurance
Services
Training Costs
Billing Costs
Fees
Security
Capital Improvements
Debt Payment
Capital Reserve Contribution
Emergency Reserve
Contribution
Other
Description
Expenses due to property use or occupation for a time period under contract.
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.
The total amount of fees paid.
The money spent on establishing security for the utility to
safety requirements.
meet any regulatory or
Capital improvements expenses.
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).
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My Finance Revenue and Expense Costs
0.0650
0.0625
0.0600
0.0575
0.0550
0.0525
0.0500
0.0475
0.0450
0.0425
^ 0.0400
" 0.0375
= 0.0350 •
| 0.0325 •
~ 0.0300
5 0.0275 •
0.0250
0.0225
0.0200
0.0175
0.0150
0.0125
0.0100
0.0075
0.0050
0.0025 •
0.0000
2009 2010
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, appears as $0.1 million.
7.3.2 Export Your Financial Data
To export financial data to an external file, use the "Export Data" link at the top of the My Finances module to
open the Data Export page (Figure 7-5). Select the years of data in the Financial Data column you would like
exported to the file, or select the checkbox for "Export O&M Data" and select the desired years from the
column. Use the Shift or Ctrl keys to select multiple years.
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Check Up Program for Small Systems
Set-up I Switch Utility | Create User | Help | Training | Exit
My
CUPSS Plan
Beauty View Acres Subdivision - DW Data Export
Select the years of Financial data to be exported for the current Utility. Press the [Shift] or [Ctrl] keys to select multiple years, Check the checkbox to export
Operation and Maintenance data and select the years for which this data will be exported. Click the [Export Data] button to select a folder where the
exported data will be saved. Note: exporting Operation and Maintenance data will increase the size of the exported file and will take more time to generate.
Ml
er Criteria
Financial Data:
2006 A
2007
2009
2009
HI Export O&M Data
200S
2009
2010
2011
Figure 7-5 The Data Export page
Click the "Export Data" button to open a standard Windows Save dialogue box. Enter a filename and navigate
to a folder where you can save your data.
7.3.3 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 7-6). 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.
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Finances
Year CashonHand Interest Rate
S
Revenue
Re ve n u e f ro mu 5 e r rate s
Rev en Lie from grants
Revenue from loans/bonds
Transfer from reser-'e fund
Interest
Oth e r Re v e n LI e s (Tota 1 :
$
S
G
G
S
S
3 One-time fees S 3 Contract sales G
UBulksales E U Product sales S
3 Other S
Other
Total Revenue
s
$
Expenses
Operating Expenses (Total;
G
D Maintenance S U Equipment
D Salaries. A'ages. Benefits S U Supplies
U Chemicals I U Contracts
3 Utilities S 3 Monitoring S Testing
D Emergency S 3 Lease and Mortgage
3 Insurance S 3 Services
D Training Costs S K H Billing Costs
3 Fees G ^ 3 Security
DCther S
Capital Improvements
D Other Capital Improvements
Debt Payment
3 Other Debt Payments
Capital Reserve Contribution
D Other Capital Reserve Contributions
Emergency Reserve Contribution
3 Other Emergency Reserve Contributions
Total Expenses
s
:.
s
G
v
G
G
s
i^
$
s
$
$
s
$
G
S
Figure 7-6. 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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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
great foundation for your utility and are extremely customizable for your
personal needs.
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.
To work with these reports, click the "My Check Up" button. This opens the My Check Up module (Figure
8-1).
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cor$$ Check Up Program for Small Systems Set-up'Sw1tchUfllityiCreate"**'I"*1?!Tra™nsiExit
•*5 Home
Beauty View Acres Subdivision - DW Check Up Reports
CUPSS can generate two "Check Up" Reports to help you analyze the data entered into CUPSS. These reports can help you communicate
with local decision makers and are the first step to developing an asset management plan.
My Asset Check Up Report
View and customize your prioritized list of assets,
My Financial Check Up Report
View and customize budget predictions of up to 10 years in the future.
Figure 8-1. My Check Up Report options
8.1 My Asset Check Up Report
Click the notepad and pencil icon (on the left) to open the My Asset Check Up Report page (Figure 8-2).
From this page, select the options you wish to include in your My Asset Check Up Report. Table 8-1 describes
the fields available on the My Asset Check Up Report page.
Because of memory requirements, generating the report for large datasets requires the system to split the
report into multiple documents. This will be done automatically. The reports will be in consecutive order.
For instance, the first report may contain pages 1-30, the second report may contain pages 31-58 and the third
report may contain pages 59-65. If it is a small report, you may get only one file.
Generating the report may take a few minutes. Select the "Print Report" button and wait until the display box
is filled with report listings. Then right click on the document listed to open the selected document.
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CUP$$ check Up Program for Small Systems
Set-up | Switch Utility | Create User | Help | Training | Exit
Check Up
Dona Ana Mutual Domestic Water Consumers Association Asset Inventory Report |
Select from the criteria below to customize your Asset Check Up Report and dick "Print Report".
Filter Criteria
Select Utility
Include in the Report
Select Asset Status(es) to Include
Right Click on the document listed
to open the selected document
Dona Ana Mutual Domestic Water Consumers As| **•[
All Assets
3
Active
Not in Use - Abandoned
Not in Use- Back Up
Fi iti I rp Tn vpcfm pnt
'
A5E-etInventoryReport.rtf *
AssetInventoryReport_l.rtf
AssetlnventoryRepo rt_2 . rtf
AssetInventoryReport_3.rtf
AssetInventoryReport_4.rtf
AssetInventoryReport_5.rtf
As5etInventoryReport_6.rtf
AssetInventoryReport_7.rtf T
* IT , n . n i F
Figure 8-2. My Asset Check Up Report options
Table 8-1. Fields on the My Asset Check Up Report page
Field
Select Utility
Include in the Report
Select Asset Status to Include
The report display section
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.
A list of one or more sections of the generated report. Right click on the
report to open the selected document.
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 with 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.
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8.2 My Financial Check Up Report
Click 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 (CUPSS)
OTP$$ Check Up Program for Small Systems
Set-up | Switch Utility | Create User | Help | Training I Exit
Beauty View Acres Subdivision - DW, Financial Check Up Report
Select From the criteria below to begin customizing your Financial Checkup Report. Then click "Save and Continue".
(*) Indicates required Reids [- Retain previous Data
*Stpn 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:
12008 2\ r Use Actual Amounts ff Use Budgeted Amounts
::f :c?| p,n o CUPSS allows you to enter an average growth based on how your community is Q
' ' expected to grow over the neKt 10 years. Please select one of the following:
P Use CUP55 average growth of 5% to be applied to all years.
(* Enter an average annual growth for all years predicted. 11,0
C Enter annual growth for each of the years.
2009 | % 2010 | % 2011
2014 | % 2015 | % 2016 | % 2017 | % 2018
;f :
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8.2.1.2 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.
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:
2008 v 0 Use Actual Amounts © Use Budgeted Amounts
Figure 8-4. Step 1 of My Financial Check Up Report
8.2.1.3 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).
;f q>i_ •-) CUPSS allows you to enter an average growth based on how your community is
expected to grow over the next 10 years. Please select one of the Following:
O Use CUPSS average growth of 5% to be applied to all years.
© Enter an average annual growth for all years predicted. 1.0 %
O 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
8.2.1.4 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 8-6):
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 percent signs in the text boxes.
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*-5
CUPSS allows you to enter an inflation rate in order to make this model more
accurate. Please select one of the following:
O Use CLJP55 average inflation of 3% to be applied to all years,
O Enter an average inflation to be applied to all years.
O Enter an average inflation for each year.
2009
2014
2010
2015
% 2011
c
2016
0 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 see
all the CUPSS expenses entered for the year that was selected under Step 1. Enter the inflation rate by double-
or right-clicking on the Inflation Rate column of an expense item. If inflation rates already exist, review what
you have entered and click the "Save and Continue" button. CUPSS uses the average inflation rate for all
expenses for all 10 years in the My Financial Statement on the next screen.
CBP$$ Check Up Program for Small Systems Set-"p'Switch "•*'"* iCreate "**' i He|p iTrainina i ^
Beauty View Acres Subdivision
HI Type of Expense
Revenue from user rates
Other Revenues
Maintenance
Salaries, wages, benefits
Supplies
Utilities
Insurance
Billing Costs
Fees
Capital Improvements
Capital Reserve Contribution
Taxes
storage tank
- DW, Financial Check Up Report j
Budgeted Actual
i 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
msm •
Inflation Rate
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
^^H
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
Figure 8-7. Step 3 (Option 4) of My Financial Check Up Report
When you are finished making selections for growth and inflation, click "Save and Continue" to continue to
the next page (Figure 8-8).
Save and Continue > :
Figure 8-8. "Save and Continue" button
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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 Check Up Report 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 with 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.
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! Use the "Click to Expand" button to view a larger version of this window.
Take Note! All equations used in the My Financial Check Up Report are described in 0.
CUPSS v 1.3.7 User's Guide 109
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Beauty View Acres Subdivision - DW, Financial Check Up Report
This screen allows you to fine-tune your budget projections.
Emergency Reserve
Total Annual Cost of Doing Business
Revenue From Fees
Revenue From Grants
01 1706
1845
1919
1996
14139
14280
14423
Amount
Amount
Amount
Click to Expand
1
Inflation O
Growth O
Cash on Hand & Reserve Fund ©
Annual Operating Expenses ^)
Capital Improvements O
Annual Debt Payment O
Capital Reserve 0
2008
0.00%
0.00%
13006
0
950
0
94050 ||
53050
2009
3.00%
1.00%
108859
0
82000
0
11100 ||
52100
2010
3.00%
1.00%
122549
0
0
0
11100 ||
11100
2011
3.00%
1.00%
136413
0
5500
0
11100 ||
11100
2012
3.00%
1.00%
150455
0
0
0
9725
9725
2013
3.00%
1.00%
163304
0
0
0
9725
9725
a
3.
1
17
2076
14567
Amount
Hit
Term/Rate Term/Rate Term/Rate Term/Rate Term/Rate Term/
0.00 11 0.00 11 0.00 11 0.00 11 0.00 11 0.00 11 0.00 11 0.00 11 0.00 11 0.00 fu\00
Savings Withdrawal
Other Revenues
Revenue Surplus/DeFicit
1194
2702
2767
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 do not click it, 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
Cash on Hand & Reserve
Fund
Annual Operating Expenses
Capital Improvements
Description
The inflation rate shown for each year is based on the selection from Step 3 of the
previous page (see Section 8.2.1.3 for more information about selecting an inflation rate).
The growth rate shown for each year is based on the selection from Step 2 of the 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. The Capital Reserve and
the Emergency Reserve from the previous year are also added to the Cash on Hand.
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
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Field
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
Other Revenue
Revenues Surplus/Deficit
Description
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 My Financial Calculations 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.
For the current year:
This is the sum of all line items in the My Finances module categorized as "Other
Revenue."
For future years:
Indicate any additional revenue expected for each year.
NOTE: Do not add commas or dollar signs in the text boxes.
This field shows the annual expected surplus or deficit based on the values entered in the
fields above.
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As with all CUPSS modules, the more complete your data are, the better the predictions of the financial status
of your utility are. 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).
Year Operate
Sales I Expense
•
0.00
•
0.00
•
0.00
•
0.00
0.00
0.00
0.00
0.00
0.00
0.00
•
0.00
•
0.00
0.00
0.00
•
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
•
1.00
•
1.00
1.00
•
1.00
1.00
1.00
1.00
1.00
•
1.00
1.00
1.00
•
0.00
0.00
0.00
•
0.00
•
0.00
0.00
0.00
0.00
0.00
0.00
•
0.00
Benefits to My Utility
CUPSS ratios provide you with a
quick summary of the financial
health of your utility.
Figure 8-10. Ratios window
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 Service Coverage Ratio (Net Income/Total Debt)
The debt ratio measures the amount of debt being used by the organization. A ration of less than 1 would
mean a negative cash flow. A DSCR of less than 1, say .95, would mean that there is only enough net
operating income to cover 95% of annual debt payments.
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.
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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 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 My Financial Calculations for more information about how these ratios are calculated.
Take Note! Use the "Click to Expand" button to view a larger version of this window.
8.2.2.3 Financial Projection Summary
The third window on the Financial Statement page shows an image of the Financial Projection Summary graph
(Figure 8-11).
40.000
30.000
20.000
10.000 •
0
-10,000
-20.000 '
-30.000
-40.000
-50.000
-60.000
-70.000
-SO .000
-SO .000
-100.000 •
-110.000 •
Financial Projection Summary
\—•—• •—•—•—• •—•—
2008
2010
2012
2014
Year
40.000
30.000
20.000
10.000
0
-10,000
-20.000
-30.000
-40.000
-50.000
-60.000
-70.000
-80.000
-90.000
-100.000
-110.000
2016
2018
•Revenue -*-Costof Doing Business 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 the "Click to Expand" button and use your mouse to drag the top,
bottom, left or right image borders.
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.
CUPSS v 1.3.7 User's Guide
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Click "Generate Report" to open the popup with a list of the Rich Text Format file sections containing the
report.
Because of memory requirements, generating the report for large datasets requires the system to split the
report into multiple documents. This will be done automatically. The reports will be in consecutive order.
For instance, the first report may contain pages 1-30, the second report may contain pages 31-58 and the third
report may contain pages 59-65. If it is a small report, you may get only one file.
Generating the report may take a few minutes. Select the "Generate Report" button and wait until a popup box
is filled with report listings. Then right click on the document listed to open the selected document. (Figure
8-13)
Save Report
Figure 8-12. My Financial Check Up Report buttons
3 Financial Check Up Rep
Generate Report
Right Click on the document listed to open the selected document
FinancialCheckupReport.rtf
FinancialCheckupReport_l.rtf
FinancialCheckupReport_2.rtf
FinancialCheckupReport_3.rtf
FinancialCheckupReport_4.rtf
FinancialCheckupReport_5.rtf
FinancialCheckupReport_6.rtf
FinancialCheckupReport_7.rtf
FinancialCheckupReport_8.rtf
FinancialCheckupReport_9.rtf
FinancialCheckupReport_10.rtf
Figure 8-13 Financial Check Up Report listing
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 v 1.3.7 User's Guide
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9My CUPSS Plan
Why Use Asset Management?
The Autumn Acres Mobile Home Subdivision in Delaware County, Indiana, is a small (34-residence)
community that used a basic two-well drinking water system. Because no Certified Operator was working
with the utility, the utility was out of compliance with state regulations. In addition, no water sampling
was being completed and the system was unable to afford the testing. The Indiana Department of
Environmental Management identified several problems with the utility, which eventually led to an asset
management review of the system.
Through the evaluation, the "system's owners/personnel realized that they could not afford to do the
sampling as well as the replacement cost of its infrastructure. Working very closely with the system and a
nearby town, 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 (AMP). 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
provides 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 plan for up to two
utilities. The step by step wizard
within CUPSS 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 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 9-1). Click "Begin a New My CUPSS Plan" to start a new plan. Or, right-click a previous version and
select "Edit Row" to make edits to the report (Figure 9-2).
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".
i New My CUPSS Plan
Recent Version Changes
1 II II II II
BDUNLEVV
BDUNLEVY
Bob 1
bdunlevy 1
4/3/2008
4/9/2008
Figure 9-1. My CUPSS Plan page
CUPSS v 1.3.7 User's Guide
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Check Up Program for Small Systems
Beauty View Acres Subdivision - OW 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".
i New My CUPSS Plan
Recent Version Changes
Figure 9-2. 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
When beginning a new plan, the next step is to enter specific information about this plan (Figure 9-3). When
you have finished entering data, click "Begin a New My CUPSS Plan" to continue.
I Beauty View Acres Subdivision - DW Plan Information I
^x) Indicates required fields
Enter Plan Information
* Select U tility(ies) you would
like to generate the plan for
* Same
* Version Number
Notes
Date
Beauty View Acres Subdivision - DW
Beauty View Acres Subdivision - WW
11/20/09 9:23 AM
%
Begin a Mew My CUPSS Plan
Figure 9-3. Plan Information page
Table 9-1 shows the fields available on the Plan Information page.
CUPSS v 1.3.7 User's Guide
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Table 9-1. Fields available on the Plan Information page
Field Label
Select Utility(ies) you would like to generated the plan for
Name
Version number
Notes
Description
Select one utility or, if you manage more than one, select
multiple utilities that you would like to add to the report.
Hold down the Ctrl key to make multiple selections.
Enter the name of the new plan. It will appear under the
Title column.
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 ten tabs in "My CUPSS Plan Wizard" (Figure 9-4). Although this might seem daunting, much of the
information is pre-populated and the wizard does not require a large amount of effort on your part. The ten
steps are
1. Executive Summary
2. Step 1 - Introduction
3. Step 2 - Utility Overview
4. Step 3 - Level of Service (LOS)
5. Step 4 - Critical Assets
6. Step 5 - Operations & Maintenance (O&M) Strategy
7. Step 6 - Water Quality & Energy Efficiency
8. Step 7 - Capital Improvement Projects (CIP)
9. Step 8 - Finances
10. Step 9 - Finalize Plan
Check Up Program for Small Systems
Set-up | Switch Utility | Create User | Help | Training | Exit
My
Finances
Beauty View Acres Subdivision - DW - Executive Summary
1. INTRODUCTION
2, UHLI-IY
OVERVIEW
4. CRITICAL 5. O&M 6. WATER QtwUTY Y 7 r.p "if fi p,.,.,
ASSETS || STTOTESV || & ENERGV EFFBIEMCY || fiMI
Figure 9-4. 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 "Save and Generate Plan." To continue working on the plan,
click "Save and Continue" at the bottom of the page to move to the next step
(Figure 9-5).
Previous I I Saue and Generate Plan II Save and Continue
Figure 9-5. Saving My CUPSS Plan Wizard
CUPSS v 1.3.7 User's Guide
117
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9.3.1 Executive Summary
Two fields can be filled out in Tab 1 (Figure 9-6). As you can see, CUPSS has already loaded some text into
your system. Where there are [brackets], you should 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.
The Executive Summary section of the AMP introduces the plan reader to the utility. The text you enter into
the window is placed on the Executive Summary page before Table E-l. Additionally, this section contains the
text leading to Table E-l, which lists the utility's goals and performance targets. The items for this table will
be entered in the fourth tab, 3.LOS, and are displayed in the Executive Summary after you have completed and
saved that section.
I Beauty View Acres Subdivision - DW - EKecutive Summary
1 kronnii/Ttniu 2. UtlllTM q , nc 4. CRITICAL 5. O&M 6. W*TER QUHUTT I 7 p.p V o f.....,,.,, I 9. FlUWUZE
1. INTRODUCTION 0vERv]M 3. LOS ^^ STmTH3y & ENERav E™ENCY 7'CIP 8'Flrw(CES PLAN
Executive Summary
This Asset Management Plan is for the Beauty View Acres Subdivision - DW and describes how the utility(ies) will manage the infrastructure assets, The Beauty View Acres
Subdivision - DW has a staff of [ENTER STAFF NUMBER] full-time equivalents (FTEs) who perform day-to-day functions to keep the utility functioning properly, The utility
delivers [XXX] gallons per day of water to 33 of connections. Maps of the utility are maintained by the utility at [insert location].
The Beauty View Acres Subdivision - DW has considered a range of service levels the utility could establish. These include the following:
Table E-l. Levels of Service
Levels of Service
*erformance Targets
* Will be Populated by Tables from other sections of the Asset Management Plan
Figure 9-6. Executive Summary page 1
The text displayed after Table E-l (Figure 9-7) outlines future costs the utility is anticipating as it improves
service to the community. You might wish to discuss annual operating costs, the budget for improvements,
and how additional funds will be procured. Additionally, this section introduces Table E-2 and the top five
important actions in your action plan. The items for this table are entered in the tenth tab, 9. Finalize Plan, and
are displayed after you have completed and saved that section.
To support the above Level of Service goals the utility has identified the following costs to help improve overall service to the community:
- Implementing the O&M will require an additional $[Enter Amount] annually with a total cost of $[Enter Amount] annually and $[Enter Amount] full time
employees,
- It is estimated that the utility will spend a total of $[Enter Amount] on various water system improvement projects over the next 10 years, A detailed
financial summary is presented in Table 8-1,
- Costs for water are funded through general rates (xx%), targeted rates (xx%) and fees and charges (xx%).
- External financing For capital expenses exceeding [$xx] will be financed through [how will the utility finance capital expenses loans, rates, grants],
- The average annual surplus/deficit over the next 10 years will be $[Enter Amount]
The utility's action plan for improving the overall management of this utility and supporting the above Level of Service goals (including addressing the
financial management, environmental management and specific issues) is shown in Table E-2.
Table E-2. Action Plan
[Urgency [[Service (All, W, WW)
The five most important actions
Corrective Action Plan
Target Date far Completion
* Will be Populated by Tables from other sections of the Asset Management Plan
Figure 9-7. Executive Summary page 2
CUPSS v 1.3.7 User's Guide
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Be sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the fields.
9.3.2 Introduction
The Introduction tab (Figure 9-8) introduces the plan's purpose and goals. Text within the Introduction section
should outline the major components of the plan. Include the utility's goals and/or mission statement in the
Mission Statement section.
Beauty View Acres Subdivision - DW - Introduction
EXECUTIVE tfBP /.Knurr , , no 4. CRITICAL 5. O&M 6. WATER QUALITY 7 np op..... 9, FIWLIZE
SUMMARY m0H| OVERVIEW dl LL ASSETS STTWTEGY & ENERGY EFFICIENCY '•u PLAN
1.0 Introduction 0
This Asset Management Plan is for the Beauty View Acres Subdivision - DW and describes how the utility(ies) will manage the drinking water infrastructure assets,
Customer service demands and regulations require drinkjng water and/or wastewater assets to be actively managed through careful rnaintenancej repair and
replacement decisions. This plan is an effective tool for combining technical, management and financial practices to ensure that the level of service required by the
community is provided at the appropriate cost.
The plan has the following purposes:
1. To demonstrate responsible management of the assets employed.
2, To communicate and justify funding requirements indicated by the plan.
3. To provide a management roadmap for the utility
4. To serve as a link between the Beauty View Acres Subdivision - DW and our customers
1.1 Mission Statement 0
The mission statement defines the goals of the Beauty View Acres Subdivision - DW and is the guide for level of service agreements discussed in the next section. The
Beauty View Acres Subdivision - DW mission statement is as follows;
We commit to maintaining, and improving when necessary, the performance of our drinking water and distribution utility assets, while minimizing the long-term cost of
operating those assets. We strive to make the most cost-effective renewal and replacement investments and provide the highest-quality customer service possible.
Figure 9-8. Introduction page 1
CUPSSv 1.3.7 User's Guide 119
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In the Asset Management Team section (Figure 9-9), introduce the staff who perform day-to-day functions for
your utility and who have helped prepare the plan. The Asset Management Team table provides information on
the utility's partners in asset management. Team members can be added in the setup area of CUPSS and can
include utility staff, managers, local decision makers, and technical assistance providers.
1.2 Asset ManagementTeam 0
The Beauty View Acres Subdivision - DW has a staff of two who perform day-to-day functions to keep the utility functioning properly. Together, these
individuals have volunteered as members of the "the asset management team," Helen Howard and Alden McDonald perform Asset Management Planning
responsibilities. The team is responsible for preparing, implementing, and updating this plan. To the extent that other staff such as [list support staff not
responsible for implementation but will support the Asset Management Plan; for example, the training coordinator and town mayor] are involved with
this or other projects, the asset management team is responsible for coordinating such involvement in the developing and implementing this plan. More
specific roles and responsibilities are listed in Table 2-1 and Table 2-2.
The following describes the role and responsibilities of each asset management team member listed in Table 2-1 and Table 2-2.
1. [Enter Team Member - Responsibility]
[insert your organisation chart]
Figure 1-1. Beauty View Acres Subdivision - DW Organization Chart
Asset Management Team Table 0
Table 1-1. Beauty View Acres Subdivision - DIM Asset Management Team
Name 1
Helen Howard
Robert Dunlevy
Steve Wyatt
Dan Daugherty
John Hoagland
Dennis Siders
Title
Treasure/Secretary
Environmental Engineer
Engineer
Water Specialist
Administrator
Regional Director
Organization
Beauty View Acres Landowners Assn
USEPA
Missouri Department of Natural
Missouri Department of Natural Resources
Missouri Rural Water Association
Midwest Assistance Program
Role/Responsibility on Project
Board Member
EPA Contact
State Contact
State Contact
Technical Assistance Provider
Technical Assistance Provider
Figure 9-9. Introduction page 2
Be sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the fields.
9.3.3 Utility Overview
The Utility Overview tab (Figure 9-10) provides an overview of the utility, the community or communities it
serves, and the size of the population served. This information is inserted in the paragraph before the drinking
or wastewater utility overview table in the plan.
Beauty View Acres Subdivision - DW - Utility Overview
JSK
3. LOS
4. CRITICAL 5. O&M
ASSETS STRATEGY
6. WATER QuiLirv Y, «P¥Q r..,....... ¥ 9. FIIW.IIE
*. C,.,rn~, CSrLnicim, ». UP O, I"IN*NCES Dl ..,
2.0 Utility Overview O
The Beauty View Acres Subdivision - DW drinking water assets onsists of Source, Pumping Facility, Treatment, Storage, Distribution, Other assets serving the Beauty
view Acres Subdivision. The utility delivers 0.017 million gallons per day of water to 34 of connections. The utility is not interconnected or shared with other drinking
utilities. Maps of the utility are maintained by the utility at [insert location].
The following is a breakdown of customer categories:
1. 100% Residential
Figure 9-10. Utility Overview page 1
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Use the Utility Overview section (Figure 9-11) to enter summary information for your utility, such as the types
of customers served, storage capacity, volume serviced, and asset values. This information is displayed in a
summary table in the plan. Information for your drinking water network is derived from the My Inventory
module within CUPSS and lists the assets in your utility.
[ Drinking Water ]
Water Supply Connections *1
Residential Facilities connected to potable water Goals
Commercial Facilities connected to potable water Goals
Industrial Facilities connected to potable water Goals
The Drinking Water Network
General Water Supply Information
Number of Connections
Storage Capacity ^
Reserve Storage ^^
How Sourced ^
Interconnected
33
Water loss and Inflow / Infiltration
Total Volume Produced
Total Volume Sold
Average / Peak Daily Consumption
Water Supply Asset Values ^}
Replacement Value
Depreciated Replacement Value
$431,450
$245,932
Asset Type Unit (Description |
Wells and Springs
Pumping Equipment
Disinfection Equipment
Concrete & Metal
Storage Tanks
Distribution / Collection
Mains
Buildings
Lab / Monitoring
Fm linmpnh
Number
1
Number ||2
Number
Storage Capacity
Days
LF
Number
Number
1
0
0
1
1
No.
MG
Days
Descr.
Descr (if
yes)
Descr.
Uallons
/Day-
Gallons
/Day
Gallons
/Day
$000,000
$000,000
Wastewater 1
Wastewater Connections .1
Residential Facilities connected to potable water Goals No.
Commercial Facilities connected to potable
Industrial Facilities connected to potable w
The Wastewater Network
Transmission Mains
water Goals No.
ater Goals No.
Number 1 __l J*J
Valves [Number 1
Transformers / Switchgears / Wiring [Number 1
Motor Controls / Drives Number 1
Sensors Number 1
Buildings Number 1
Treatment Equipment Number |2
Security Equipment Number J2
Sewers [Number |2
[Pressure Pipework Number 1 ~
General Wastewater Information
Treatment Plants 4^
Treated Effluent Discharge Points ^)
Type of Treatment ^^
Discharge Volume ^
Interconnected 4^
Water loss and Inflow 1 Infiltration j)
Wastewater Asset Values -)
Replacement Value
Depreciated Replacement Value
£2,100,450
$1,255,787
No,
No,
Desc.
Avcj.
Gallons/day
Descr ()f
yes)
Descr,
$000,000
$000,000
Figure 9-11. Utility Overview page 2
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The Utility Growth section of the plan (Figure 9-12) discusses the future customer growth, or lack of growth,
anticipated and the utility expansions or downsizing that will be required to meet the growth prediction. You
might wish to refer to your future Capital Improvement Projects or financial strategies for this information.
The Age Profile is created from the assets in My Inventory and graphs the age and value of assets for your
utility. The utility schematic at the bottom of the page displays the diagram you completed within the My
Inventory module within CUPSS.
2.1 Utility GrowthO
[Town name] [expects/does not expect] customer growth [of X% or number] over the next [number] years, [if growth to utility expansion is expected,
the town management is to add the information here] Therefore, the utility(ies) [discuss what the growth or future utility requirements will be referred
to in the Capital Improvement Program (CIP) and Finance Strategy],
Age Profile
Age Profile
n 2.0DQ
> IBM
^ 500
rc
I
10:
50 g
ET
25
Age rVears)
Figure 2-1. Beauty View Acres Subdivision - DW Age Profile
Age (Years)
Figure 2-2. Beauty View Acres Subdivision - WW Age Profile
Ssarty
Figure 2-3. Beauty View Acres Subdivision - DW Utility Schematic Figure 2-4. Beauty View Acres Subdivision - WW Utility Schematic
Figure 9-12. Utility Overview page 3
Be sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the fields.
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9.3.4 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
Benefits to My Utility
CUPSS allows you to define and
track your LOS goals so that you
can improve the service of your
conjunction with your My CUPSS Plan. This helps you establish best practices, J^llty and keep your community
as well as prioritize and optimize everyday activities.
It is important to consider multiple service areas, including regulatory compliance, when considering how the
utility approaches 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
CUPSS v 1.3.7 User's Guide 123
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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.
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.
The LOS tab (Figure 9-13) 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 LOS Agreements. Additionally, you need to input your LOS goals and the level at which that the
goals will be met. The information in the text box gives an overview of LOS and introduces the LOS table
following the text.
To add a new goal, select one of the four service areas from the dropdown list and enter text for your goal and
performance target. Also specify a measurement by which you can gauge if the target was achieved. Click Add
another LOS Goal to save your entry and to add another goal. The performance targets also show in the
dropdown under 9. Finalize Plan when you are identifying your action items.
CUPSSv 1.3.7 User's Guide 124
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Beauty View Acres Subdivision - DW - LOS
EXECUTIVE
SLMVWI
1. INTRODUCTION
2, UTILITY
OVERVIEW
5. O&M
STRATEGY
6. WATER QUBLITV
& ENERGY EFFICIENCY
7. CIP 8. FINANCES
9, FINALIZE
PLAN
3.0 Level of Service (LOS) Agreement
The goal of the Beauty View Acres Subdivision - DW is to deliver safe water by providing services that meet or exceed customer expectations and comply with federal and
state regulations, This section describes the current level of service by the utility's and the goals for present and future performance. The level of service describes the
characteristics of utility's performance such as "how much/"of what nature/and "how Frequently" about the service. The utility's progress toward meeting those goals will
be reported [time interval]. The levels of service determine the amount of funding that is required to maintain, renew and upgrade the water infrastructure to provide the
customers with the levels of service specified. Changes to the levels of service will have an impact on funding requirements,
Levels of service for the water utility are specified for the following:
1. [Examples Environmental, Reliability and Capacity and Responsiveness]
The Asset Management Plan has considered a range service levels the utility could establish. The target levels of service the utility's has chosen to meet are presented in
Table 4-1. This table lists the level of service goals and measures the success of each goal.
Service Area
Performance Target
Achieved
select a service area
Select a measurement
Table 3-1. Level OF Service Goals
Add another LOS Goal
Performance Target
Figure 9-13. Level of Service page
Make sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the
fields.
9.3.5 Critical Assets
The Critical Assets tab (Figure 9-14) provides information on the priority of distinctive assets within the utility
(Figure 9-14). This information is crucial because it provides the reader with a concise overview of the state of
each 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 module within CUPSS. Enter
information about what stage you have reached in the asset management process (complete/in the process).
Table 4.1 in the AMP lists assets critical to the sustained performance of the system. These assets are ranked
using the probability of failure (as a function of condition and redundancy) and the consequence of failure.
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Beauty View Acres Subdivision - DW - Critical Assets I
LOS
' L0b
E
S
EXECUTIVE *
1
SUMMARV
4.0 Critical Assets 0
2- UmiTY
OVERVIEW
4, Dtmctt
ASSETS
5. O&M
STRATEGY
6. WATER QUALITY
& ENERGV EFFICIENCY
7.CIP
8, FINANCES
9. FINALIZE
PUN
Some assets are more important than others in making sure that customers receive safe drinking water and/or making sure that wastewater is treated
effectively. Therefore; the utility(ies) used the CUPSS software (developed by the LI.S, Environmental Protection Agency) to identify and prioritize
critical assets and to improve practices used for routine operation and maintenance. This process includes reviewing all assets and recording the
conditions (likelihood of failure), criticality to the utility (consequence of failure) and redundancy (the number of back-up assets to help support each
asset) of each. This will ensure that the utility(ies) delivers the level of service described in the previous section. The Beauty View Acres Subdivision - DW
asset management team [has completed / is in the process of completing] the critical asset assessment.
Table 5-1 and 5-2 lists assets critical to maintain the performance of the utility. [Refer to the My Check-up Asset Inventory Report for additional
information on assets.]
Table 4-1. Beauty View Acres Subdivision - DVJ Critical Asset Inventory
Asset Asset Type Year Installed Condition Criticality Capacity Risk Replacement Date
WelWl
pump
Main valve
Security
Tank
Wells and
Springs
Pumping
Equipment
Pumping
Equipment
Security
Equipment
Distribution /
Collection Mains
1968-06-30
2001-06-01
2001-06-30
2001-06-30
1998-06-30
Poor
Good
Fair (Average)
Good
Good
Catastrophic
Fullsized
Catastrophic Fullsi/ed
Major
Minor
Catastrophic
Fullsized
Fullsized
Fullsized
High Risk - Immediate
Attention
High Risk - Immediate
Attention
High Risk — Immediate
Attention
Medium Risk -
Aggressive Monitoring
Medium Risk -
Aggressive Monitoring
2009-02-01
2011-02-01
2011-02-01
2009-02-01
2036-02-01
Figure 9-14. Critical Assets page
Make sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the
Critical Assets section.
9.3.6 O&M Strategy
The Operations and Maintenance (O&M) Strategy tab (Figure 9-15) provides general information on the
operations and maintenance of the utility's assets. This is important because it informs the plan reader as to the
methodology used in determining how assets are managed day-to-day. You should 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 when your maintenance strategy will be revised and updated.
The Preventive Maintenance section provides more specific information on the strategy used to manage
routine and preventive maintenance. Describe the methods used to complete maintenance, the rationale for
using the methods, and the maintenance schedule. Items listed in the Preventative Maintenance Schedule are
for planned tasks you entered in the My O&M module within CUPSS.
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Beauty View Acres Subdivision - DW - UtkM Strategy
EXECUTIVE
SUMMARY-
1 k _-.,..-„,...
L |N™
2. UTILITY
OVERVIEW
q ,nq
d" LOb
4. CRITICAL I
ASSETS
5. WATER QUALITV
& EKERGV EFFICIENT
7.CIP
8, FlN»NCES
S. FN.M /i
PLAN
5.0 Operation and Maintenance (O&M) Strategy
O&M consists of routine, preventive and emergency/reactive maintenance, In this section; the strategy for O&M varies by the asset, criticality, condition and
operating history. The risk matrix in My Check-up Asset Inventory Report provides the utility(ies) assets and identifies the risk value for each asset. This risk matrix and
assets. In addition, the maintenance program addresses the level of service performance objectives to ensure that the utility is running at a level acceptable to the
customer.
Unexpected incidents could require changing the maintenance schedule for some assets. This is because corrective action must be taken in response to unexpected
incidents, including those found during routine inspections and O&M activities. Utility staff will record condition assessments when maintenance is performed, at
5.1 Preventive Maintenance
Routine maintenance
Routine maintenance is the day-to-day work necessary to keep assets operating properly, which includes the following:
Regular and ongoing annual tasks necessary to keep the assets at their required service level;
Day-to-day and/or general up-keep designed to keep the assets operating at the required levels of service;
Tasks that provide for the normal care and attention of the asset including repairs and minor replacements;
[Complete routine maintenance tasks here as bullet summary points, describe your methods and rationale for the methods]
Table 5-1. Beauty View Acres Subdivision - DW Preventive Maintenance Schedule For 2009
Task Name jcosl ($)| Frequency (Estimate Annual Cost|Deferred Maintenance]
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 readinas and record water production.
0.00
0.00
0.00
Every 1 day(s) 1 time(s) per day
Every 1 day(s) 1 time(s) per day
Every 1 day(s) 1 time(s) per day
0.00 feverv 1 dav(s) 1 timefs) oer dav
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Figure 9-15. O&M Strategy page 1
The Emergency/Reactive Maintenance section (Figure 9-16) describes how you address emergency
maintenance issues and requests for maintenance filed by your customers. The Emergency/Reactive
Maintenance Expenses table lists unplanned expenses from the previous year. These items are retrieved from
the My O&M module within CUPSS where the task type was selected as unscheduled.
The Deferred Maintenance section outlines the status of the utility's deferred maintenance tasks and discusses
the plan to reduce the amount of deferred maintenance. You might want to include an example of how
deferred maintenance could vary over the upcoming years. This section concludes by providing a sum of the
total deferred maintenance values from the tables on the page.
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5.2 Emergency/Reactive Maintenance
Reactive maintenance is often carried out because of customer requests or sudden asset failures. The required service and maintenance to fix the
customers issue(s) is identified by staff inspection,
Table 5-2. Beauty View Acres Subdivision - DW Emergency/Reactive Maintenance Expenses (or 2008
^ESX^^^^^^^^H
Total Emergency/Reactive Cost
Cost($)
Frequency
Estimate Annual Cost
0,00
5.3 Deferred Maintenance
Deferred maintenance is any maintenance, repair, restoration or replacement work that should have been accomplished before now, and that has not
been performed, The utility(s) has(have) a total of $0.00 for all maintenance activities, The following includes the utility's(ies) plan to reduce overall
deferred maintenance over the following 10 years. [Identify the plan for reducing deferred maintenance through additional funding, etc., and show an
example of how deferred maintenance might vary over the next 10 years.]
Total Deferred Maintenance $0.00
Figure 9-16. O&M Strategy page 2
Make sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the
O&M fields.
9.3.7 Water Quality & Energy Efficiency
The Water Quality and Energy Efficiency tab (Figure 9-17) discusses how your utility addresses the major
federal statutes governing water and outlines your monitoring/implementation strategy. The Source Water
Assessments and Protection section identifies any key water quality or protection issues you have studied and
are addressing in the action plan.
The National Pollutant Discharge Elimination System (NPDES) Permitting Program section, displayed only
for wastewater facilities, contains information on your NPDES permit, resources the plan reader can access
regarding your permit, and on any exceedances and corrective actions.
The Total Maximum Daily Loads (TMDLs) section contains basic information about TMDLs and lists any
impaired waterbodies the utility currently discharges into and the causes of impairment.
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Beauty View Acres Subdivision - DW - Water Quality
EXECUTE
SUMMARY
2- UTILITY
OVERWEW
o l
3-
4. CRITICAL 5. O&M
ASSETS STRATEGY
6, WA~ER QUALITY
& Er»fcliuY Ef I ICIi\OV
7. C F
8, FINANCES
9, FINALIZE
PLAN
6.0 Water quality and Energy Efficiency 0
This section addresses how the Beauty View Acres Subdivision - DW addresses water quality and water efficiency issues under the two major federal statutes governing
water are the Safe Drinking Water Act (SDWA), the Clean Water Act (CWA), and State Drinking Water Regulations.
Source Water Assestments and Protection 0
The cost of water treatment; as well as the risks to public health; can be reduced by protecting source water from contamination, Beauty View Acres Subdivision - DW has
reviewed the source water assessments and protection studies that provide information about the drinking water in Beauty View Acres Subdivision - DW and the
community. The study results show that the utility should take the action to help reduce potential sources of contamination and protect drinking water. These issues
include the following:
- Identify from state assessment any key issues that will need to be addressed in the action plan below
The associated actions are identified in the action plan in Section 9.0; for list of contaminants, see Appendix A.
National Pollutant Discharge Elimination System (NPDES) Permitting Program O
Total Maximum Daily Loads (TMDLs)
Under CWA section 303(d), states are required to identify waters that do not meet water quality standards after the implementation of nationally required levels of
pollution control technology, and to develop TMDLs for those waters. On the basis this determination, pollutant loadings are allocated among pollution sources in a water
segment. Appendix B includes the waterbodies to which the utility discharges and the causes of impairment. To address these and future impairments, the asset
management team has identified projects in the Capital Improvement Plan section 7,0 of this plan.
Figure 9-17. Water Quality and Energy Efficiency page 1
The Water Quality Monitoring Strategy section (Figure 9-18) outlines your monitoring strategy, including the
frequency of monitoring tasks listed within CUPSS. The Water and Energy Efficiency section outlines the
steps you are taking to improve water and energy efficiency for the utility's operations.
The Best Management Practices (BMPs) section discusses BMPs (and their cost) your utility might be taking
to improve operating efficiency.
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6.1 Implementation Strategy to Protect Watersheds
Water 0Utility Monitoring Strategy 0
Water quality monitoring provides the data to characterize waters and identify changes or trends in water quality over time. The collection of monitoring
data enables My Water System to identify existing or emerging water quality problems and determine whether current pollution control mechanisms are
effective in complying with the regulations, [Name of utility] uses the [Continuous basis at regular sites (i.e., fixed stations)/ As-needed basis at selected
sites, to answer specific questions/ Temporary or seasonal basis; at random sites throughout an area or state/ Emergency basis (such as after a spill)]
monitoring strategy and findings are included in the CUPSS application. The location of the monitoring assets can be found in the CUPSS application are
included in Section 3,0 Utility Overview and monitoring task associated with water quality monitoring are included in Table 5,2.
Water and Energy Efficiency O
The water and energy sectors are highly interdependent. Our utility and water customers use enormous amounts of energy to withdraw, treat, and
distribute water. Identifying approaches to integrate energy efficient practices into the daily management and long-term planning for our utility also
contribute to the long-term sustainability of water infrastructure by reducing operation costs and adding to a utility's bottom line, My Water System
is initiating the following steps to encourage water and energy efficiency to aid in forestalling future large capital expenditures in infrastructure and
have identified several water and energy efficiency capital improvement project with a total cost of [Enter Costs]:
- Participating in off-peak pumping
- Securing adequate storage
- Purchasing efficient pumps and motors
- Properly sizing equipment to intended duty/load requirement v
T__L_II: ._l_l_ _...... ..L ....).• - ..._l ._ .1 ... !•..
Best Management Practices (BMPs)
Adoption of better management practices is an emerging trend among the water utility industry. Widespread adoption of better management practices
offers great promise to reduce costs and direct system investments using a risk-based approach. BMPs are inherently pollution prevention practices, The
utility has considered installation of several types of BMPs they include with a total implementation cost of [Enter Cost] and conduct BMP activities
throughout its preventive maintenance.
Figure 9-18. Water Quality and Energy Efficiency page 2
Make sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the
O&M fields.
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9.3.8 Capital Improvement Plan (CIP)
The Capital Improvement Plan (CIP) tab (Figure 9-19) provides information on the scope and cost of future
projects. This information is important because it allows the plan reader to gain an understanding of upcoming
obligations and resource needs. The Capital Improvement Projects table includes all assets: abandoned, back-
up, not-in-use, active, and future investment. Items in this table are from the My Inventory module within
CUPSS, for assets that have been marked as CIP.
Beauty View Acres Subdivision - DW - CIP
1= i-1— 2o±£
.
& ENERGY EHTOEISCY
7.0 Capital Improvement Plan (CIP)
The Beauty View Acres Subdivision - DW capital improvement program (CIP) plan is the description of future capital projects. Capital improvement projects generally
create a new asset that previously did not exist or they upgrade and improve an existing capacity. These projects can result From growth or environmental needs, such
as the following:
1. Expenditure that purchases or creates a new asset or in any way improves an asset beyond its original design capacity
2, Upgrades that increase the capacity of the asset
3. Construction designed to produce an improvement in the standard operation of the asset beyond its present capacity
4. [Enter Additional Criteria]
In addition to capital improvement projects, the utility has reviewed and is establishing a renewal (or rehabilitation) strategy, Renewal expenditure is anything that does
not increase the asset's design capacity but restores an existing asset to its original capacity. Any improvement projects that require more than simply restoring an asset
to its original capacity are deemed to be a renewal project, such as the Following:
Table 7-1. Beauty View Acre: Subdivision - IIW Capital Improvement Project!
Capital Improvement Project Total Cost Annual Savings Type of Capital Improvement Project Year to Conduct
Chlorine testing
Well#l
pump
Water Production Meter
Tank
Distribution
$150.00
$80,000.00
$3,500.00
$5,000.00
$60,000.00
$135,000.00
Main valve $2,000.00
$10.00
$1,951.22
$350.00
$135.14
$1,578.95
$3,552.63
$200.00
Rehab/Replace
Rehab/Replace
Rehab/Replace
Rehab/Replace
Rehab/Replace
Rehab/Replace
Rehab/Replace
2008
2009
2011
2035
2036
2038
2011
-
Figure 9-19. CIP page
Make sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out the
CIP section.
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9.3.9 Financial Management Strategy
The Financial Management Strategy tab (Figure 9-20) discusses the utility's financial condition and its
strategy for future financing. You might wish to discuss expenses, how costs are covered, and financing
methods for CIPs. The Financial Forecast section discusses the financial forecast and the financial projection
summary graph. You can edit the financial information in the My Finances module within CUPSS.
Beauty View Acres Subdivision - DW - Finances
EXECUTIVE
SUMMARY
1. INTRODUCTION
2, UTILITY
OVERVIEW
a LOS
5Y
.
ASSETS
5, O&M
STRATEGY
G. W.'.'ih Q.I.M TV
& ENEMY EFFICIENCY
7. CIP
8. FINANCES
9, FINALIZE
PLAN
8.0 Financial Management Strategy 0
This section describes the Beauty View Acres Subdivision - DW financial condition and its strategy for Future financing, Expenses greater than $[user completes] are
considered capital costs. Presently, the utility(ies) is/are financed by Revenue from user rates to pay for Taxes.
Costs for water are funded through general rates (xx%), targeted rates (xx%) and fees and charges (xx%). External financing for capital expenses exceeding [$xx]
will be financed through [how will the utility finance capital expenses loans, rates, grants]. For details of capital projects, see the CIP plan. The table below presents
the estimated external financing.
If large expenses are required for expansion or upgrades, the Beauty View Acres Subdivision - DW plans to pay for the improvements through [user enters the
financing methods]. Table 8-1 and 8-2 give an overview of the revenue and expenses for the next 10 years. The utility(ies) estimates it will spend a total of $xx on
water over the next 10 years to accommodate growth in the town, compliance with state and federal regulations, and introducing new drinking water and/or
wastewater requirements. A detailed financial summary is presented in My Financial Check Up Report and in Table 8-1.
Financial ratios are used to determine the financial health of a utility. The utility used the following four ratio types to shed light on the financial status of the utility (see
I Appendix A for further detail), They include the following;
8.1 Financial Forecast Q
The Financial Forecast shows predicted values of both revenue and expenses for the asset management teams using the values provided in the financial history, see
Appendix D. The projections are used to help the utility plan for and predict future expenses and revenue and how to better finance capital improvement projects by
acquiring loans or grants or by planned rate changes.
Financial Projection Summary
25.000
0
-25 ,OOO
-50 ,OOO
-75,000
•10O.OOO
ID 03
2O 1O
2012
2014
Year
2016
2018
•Revenue -•-Cost of Doing Business I Surplus /Deficit
Figure 8-1. Beauty View Acres Subdivision - DW
Figure 9-20. Finances page 1
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132
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The Total Expenditure section of the plan (Figure 9-21) addresses recent expenditures and anticipated
expenses in the next 10 years. The Expenditure Summary table lists line items for expenses, revenues, and
other financial items you have already entered in the My Finances module within CUPSS.
8.2 Total Expenditures O
The Following table illustrates the Forecasted financial needs For the next 10 years, The actual expenditure in FY 2007 and FY 2003, and the approved budget For 2009j is
also shown for comparison.
Table 8-1. Beauty View Acres Subdivision - DVI Total E»penditure Summary - Actual/Forecast
R
FY2007 FY2008 FY 2009 lExpens Typical JFY2010 FY2011 JFY2012 FY 2013 FY 2014 JFY 2015 FY 2016 JFY2017 FY2018 JFY2019
Actual Actual Budget e/Reve Year
1,0%
$12,707
1,0%
$13,006
1.0%
0
$0
$13,700
Annual
Growth
Number
or
Custom
ers
Averag
e
Custom
er Bill
Cash on
Hand
0.9%
0
$0
$153,83
0
1.0%
0
$0
$122,54
9
1.0%
0
$0
$136,41
3
1.0%
0
$0
$150,45
5
1.0%
0
$0
$163,30
4
1.0%
0
$0
$176,32
9
1.0%
0
$0
$189,53
5
1,0%
0
$0
$202,92
6
1,0%
0
$0
$216,50
7
1,0%
0
$0
$230,28
4
0.0%
0
$0
$0
:
Figure 9-21. Finances page 2
Make sure to click "Save and Continue" or "Save and Generate Plan" when you are finished filling out this
section.
9.3.10 Finalize Plan
The last tab in the My CUPSS Plan wizard focuses on your action plan (Figure 9-22). This section summarizes
the entire plan and reviews the objectives, targets, maintenance, and improvements discussed throughout the
plan. Additionally, this section introduces the items listed in the Action Plan table.
The Action Items table compiles all the aspects of the utility that require action or follow-up. You should
clearly define any objectives and milestones to which you are committing in your plan. Action items should
have a reasonable likelihood of being accomplished and should be more specific than LOS goals.
To add an item to the table, select the item's priority, urgency, and service. Also enter data in the fields to
describe the issue, the steps you will take to correct the issue, as well as target and completion dates. The
performance target options are set on the LOS tab. To save the data you have entered and to enter another item
to the table, click Add another Action Item.
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Beauty View Acres Subdivision - DW - Finalize Plan
EXECUTIVE
SUMMARY
1. INTRODUCTION
2, UTILITY
OVERVIEW
3. LOS
4. Or <:.'.
ASSETS
5. O&M 6. WATER QIWLITV
STRATEGY Si ENERGY EFFICIENCY
7.CIP
8, FINANCES
9.0 Action Plan G
The Beauty View Acres Subdivision - DW Asset Management Plan refers to many objectives; targets, maintenance and improvements for the utility. Table 9-1 brings all
these ideas together to clearly identify the actions required to successfully implement the asset management plan.
Action Plan Table O
Priority Urgency Service Performance Target Status
Final Completion Date
Target Date
Corrective Action
Add another Action Item
Table 9-1. Action Items
Figure 9-22. Finalize Plan page 1
The Review Schedule section (Figure 9-23) provides 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 the review
increases the possibility that the evaluation will be completed. Use the date dropdown to select the date for
review of your CUPSS Plan. The Appendices listed below the date box show additional sections that are
included in your plan, but you do not need to enter any information at this time.
9.1 Review Schedule
|rhe Beauty View Acres Subdivision - DW is/are scheduled to review this plan annually and update the community on new information and changes on 11/17/2009.
11/17/2009
V (CUPSS recommends once per year)
Appendices
Appendix A. Contaminant List
Appendix B. Impaired Waterbodies and/or TMDLs List
Appendix C. Financial History
Appendix D. Financial Ratios
Appendix F. Glossary
Figure 9-23. Finalize Plan page 2
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When you are done filling out all information in the My CUPSS Plan module, click "Save and Generate Plan'
to open an .rtf file of your customized asset management plan in your default word processor (Figure 9-24).
Clicking the "Save and Continue" button when on the Finalize Plan step saves your report and take you back
to the My CUPSS Plan page (Figure 9-1). Clicking the "Previous" button takes you to the previous page.
Take Note! Information changed on a page before clicking "Previous" is not saved; a popup will
notify you of this.
; < Previous I I Save and Generate Plan II Save and Continue
Figure 9-24. My CUPSS Plan buttons
9.4 Training and Help
For help with the form fields, click the "Training" link at the top of the My CUPSS Plan module to view Flash
Tutorials that provide a brief walk-through of this section. Click the "Help" link to display an indexed version
of the CUPSS User's Guide.
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10CUPSS Help and Training
10.1 Help
The contents of this printed CUPSS User's Guide are available in the form of a searchable, indexed Help
module within CUPSS. The 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).
Chock Up Program for Small Systems
Set-up ' Switch Ufilily ' Create User ' Hf ' Train'na i Extt
My
Finances
Chock 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).
Contents Search
2 Installation Instructions
^3 Getting Started
4 Login and Navigation
5 My Inventory
6 My O&M
7 My Finances
^8 My Check Up
^3 My CUPSS Plan
^ 10 CUPSS Help and Training
AppendixA: Database Backup and Restore Proce
-El Appendix B : Worksheets
-El Appendix C : My Finances Calculations
-El Appendix D : My Inventory Calculations
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.
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 (Hi), to view each as a separate window (Figure 10-3).
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^ Help Topic Window
1 Introduction
2 Installation Instructions
:3 Getting Started
t4 Login and Navigation
5 My Inventory
S 6 My O&M
7 My Finances
8 My Check Up
9 My CUPSS Plan
10 CUPSS Help and Training
^Appendix A: Database Backup and Restore Proci
-Si Appendix B : Worksheets
~B Appendix C : My Finances Calculations
~B Appendix D : My Inventory Calculations
Figure 10-3. Viewing each pane separately.
File Go Tools
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.
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).
-Ill 1.1 CUPSS and Asset Management
-H 1.2 Benefits of Using CUPSS
-E 1.3 About This Guide
-G3 1.4 How to Use This Guide
-B 1.5 Structure
Figure 10-4. Tabs in the Help Navigator window
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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).
- 1.1 CUPSS and Asset Management
-S 1.2 Benefits of Using CUPSS
-B 1.3 About This Guide
-\=\ 1.4 How to Use This Guide
-11.5 Structure
-@ 1.6 Points of Contact
2 Installation Instructions
3 Getting Started
4 Login and Navigation
5 My Inventory
6 My O&M
My Finances
8 My Check Up
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 opens 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 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).
Contents Search
Type the words for which you want to search
Inventory!
Login
Finances
Figure 10-6. Typing in a search term or picking one from the dropdown menu.
CUPSS v 1.3.7 User's Guide
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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 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
Rank Topic Title
5 My Inventory
Users Guide
6 My O&M
4 Login and Navigation
Found 5 topics
Figure 10-8. Search results
10.1.3 Additional Features
Both the Help Navigator and Help Topic window include several additional features, located in toolbars, to
help you view, print, and manipulate the help topics.
Take Note! The toolbars in each window change depending on whether the windows are docked or
undocked.
10.1.3.1 Help Navigator Menus
When docked, the Help Navigator menu includes the following categories (Figure 10-9):
• File
CUPSS v 1.3.7 User's Guide
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• View
• Go
• Tools
• Help
Table 10-1 describes the options available for each category.
File View Go Jools Help
Figure 10-9. Help Navigator window when windows are docked (together)
Table 10-1. Help Navigator menu options (when docked)
Menu option Description
File Menu
Display
Display in New Window
Print Tree
Print Topic
Print Topics
Close
Exit
Click to show the selected help topic in Help Topic window. This feature is also available
using the L=J button below the file menu.
Click to show the selected help topic in a new Help Topic window. This feature is also
available using the yj 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 v 1.3.7 User's Guide
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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.
O +> f m
Figure 10-11. Help Topic Window when windows are undocked (separated)
L
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 selectee
Help Navigator window. This feature is also available using the ^3 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 LiJ 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 £=l button below the file menu.
Buttons
<•
0
Click to go back to a previously viewed topic
Click to go forward to the topic viewed just after the current topic
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10.2 Training
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
Set-up | Switch Utility | Create User | Help | Training | Exit
My
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
Training Options
1. Flash Tutorials - Click on a tutorial below to see a brief walk-through on how to use
CUPSS, Though the application has been updated since the development of this training
and some of the flash training is now out of date, it still provides users a instruction for how
to use the application. (Note - these tutorials wff open your browser, you fnay be asked to
download a Flash plug-in ff these tutorials do not play,)
Introduction
4:19
Overview &
My Home 7:17
My Inventory
6:04
My O&r 1
3:02
My Finances
4rl3
My Check Up
My CUPSS Plan
3:14
2. User's Guide
3. More Training on the Web
Go to epa.qov/ciipss for additional training materials and a list of training dates
in your area.
Figure 10-14. Do Some Training Popup
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Appendix A. Database Backup, and
Restore Procedures
This section describes how to back up and restore the data in your CUPSS database.
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:
• 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.
S Windows Task Manager | - || D || X]
File Options View Help
Applications Processes
Performance Networking
ImajjeJilajjie
( SSwSiSfiiSESalBBBI
^ sjavaw . exe^X
GocigleDesKtop.exe
rtupss.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
1 irRDFF.FXF
User Name CPU
daniel.sporea 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
SYSTFM 00
[HI Show processes from all users
Mem Usage A
1 R.I i4f i k I
121, 312 K
6,820 K
1,512 K
3,504 K
44,112 K
6,724 K
5,052 K
5,200 K
372 K
4,072 <
604 K
34, 452 K
5,832 K
3,028 K
708 K
10,664 K
6,744 K
1 .308 K
^ End Process _J
Processes: 50 CPU Usage: 5% Commit Charge: 1063M / 3939M
Figure A.1 Task Manager window
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).
CUPSS v 1.3.7 User's Guide
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** database
File Edit View Favorites Tools Help
Back T
p Search ^
Folders
<^C:\Program Files\CUPSS\database"^)
Go
Folders
8 Q Program Files
ffl l£) Adobe
ffl Q ATI Technologies
ffl EDCA
S Ir^l Cisco Systems
ffl Ir^l Common Files
Ir^l ComPlus Applications
ffl ED ComponentOne
ffl £=) CONEXANT
Q £=) CUPS5
S Qdatabase
ffl l
placeholder.txt
Text Document
0KB
jre
£3 lib
ffl Q output
ffl £3 Uninstall_CUPSS
E El Google
S l£i HTML Help Workshop
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
• mysqld-nt.exe
CUPSS v 1.3.7 User's Guide
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S. Windows Task Manager _ j| D |[x" ]
File Options View Help
Applications Processes
Performance Networking
Imaaailajjie
KM mysqld-nt.exe
Vjayaw.exe^/
Goo'g.leDesKtop,exe
Cjjpss.exe^
ctrmon.exe
YahooMessenger,,,,
GoogleDesktop.exe
PccNTMon.exe
M5A5Cui.exe
jusched.exe
MOM.exe
TpShocks.exe
iexplore.exe
taskmgr.exe
SynTPEnh.exe
SynTPLpr.exe
OUTLOOK.EXE
POWERPNT.EXE
nranFF.FXF
User Name CPU
daniel.sporea 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
Mem Usage A
Ib.lHU 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
5,332 K
3,028 K
708 K
10,664 K
6,744 K
1 .3nR 1C —
(^ End Process Jf
Processes: 50 CPU Usage: 5% Commit Charge: 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 v 1.3.7 User's Guide
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** database
File Edit View Favorites Tools Help
ck - |^
JD Search
Folders
T^
ine*
<^C\ProgramFiles\CUPSS'i1database^))
Go
Folders
8 Q Program Files
ffl l£) Adobe
ffl Q ATI Technologies
ffl EDCA
S Ir^l Cisco Systems
ffl Ir^l Common Files
Ir^l ComPlus Applications
ffl ED ComponentOne
ffl £=) CONEXANT
Q £=) CUPS5
S Qdatabase
ffl l
placeholder.txt
Text Document
0KB
| jre
£3 lib
ffl Q output
ffl £3 Uninstall_CUPSS
E El Google
S l£i HTML Help Workshop
Figure A.4 Copy the CUPSS folder back into the local application folder.
Step 3
Restart the application.
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Appendix B. Worksheets
Several worksheets can aid in completing CUPSS. These worksheets gather the information that is necessary
to input into the CUPSS program. They can serve to guide the user through the process.
The worksheets include the following:
• Inventory List (Drinking Water)
• Inventory List (Wastewater)
• New Task
• Finances
CUPSS v 1.3.7 User's Guide 147
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Inventory List (Wastewater)
Asset Category
Pumping Facility J Treatment ~1 Storage
CollectiQii
Other
Asset Type
Pumping Equipment
Disinfection
Equipment
Concrete & Metal
Storage Tanks
Transmission Mains
Valves
Computer
Equipment/
Software
Asset Status
3 Transfonners/
Switchgears/
Wiring
Q Motor Controls/Drives
a Sensors
a Buildings
a Service Lines
Q Treatment Equipment
J Distribution/
Collection Mains
3 Lab/ Monitoring
Equipment
Q Tools and Shop
Equipment
Q Transportation
Equipment
Q Security Equipment
Q Land
Q Sewers
3 Pressure Pipework
Galleries and Tunnels
Meters
Generators
Liquid Waste Handling
& Disposal
Solid Waste Handling &
Disposal
Digester
Other
l Active J Not in Use - Abandoned 3 Not in Use - Back Up ^ Future Investment
Canthis Asset be Repaired? 3 Yes
No
Canthis Asset be Rehabilitated? 3 Yes
No
Asset Replaced (optional):
Show asset in schematic? 3 Yes
No
Condition
~1 Excellent J Good ~1 Fair (Average) ~) Poor J Very Poor
Is the asset maintained according to manufacturers recommendations?
Yes
No
Capacity
^Fullsized
Oversized
Undersized
Consequence of Failure
Insignificant - CoF of 2 a Minor- CoF of 4
a Major- CoF of 8 a Catastrophic - CoF of 10
Moderate-CoF of 6
Redundancy
0% Backup 3 50% Backup U 100% Backup
200% Secondary Backup
Installation Date
Expected Useful Life
Routine Maintenance Costs
Original Cost
Replacement Cost
Timeframe - Frequency of Routine Maintenance
s
3 per.'dav U per/week D per/month D per/year D lifetime
Optional Information
Model Number
Supplier Name
City, State, Zip
Fax Number
Manufacturer
Address
Phone Number
Notes
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New Task
Staff Assigned
Task Name
TaskType
Monitoring 3 Routine Maintenance 3 Repair 3 Rehabilitation 3 Replacement 3 Other
I s this task planned7 3Yes 3 No Is this a Capital Improvement Project7 3Yes 3No
TaskDetails>'Notes
Cost of the Task
Percent of Task Deferred Maintenance
ForAsset-relatedTasks
Asset Name
Condition
3 Excellent 3 Good 3 Fair [Average) 3 Poor 3 Very Poor
Is the asset maintained accordinqto manufacturer's recommendations7 3 Yes
For Monitoring Tasks
3 No
f D av of weeki ev ery m o nthi's i
Optional Parts Information
Labor Maintenance Costs
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Finances
Cash on Hand
Interest Rate
J
Revenue
Re v e n LI e f ro m LI s e r rate s
Revenue from grants
Re ve n LI e f ro m 1 o a ns >'b o nd s
Tra n sf e r f ro m re s e rve f LI n d
Interest
Oth e r Re ve n LI e s (Tota 1 }
j
G
G
b
G
G
Ji One-time fees S Ji Contract sales $
3 Bulk sales G 3 Product sales S
3 Other 3
Other
Total RevenLie
c
S
Expenses
Operating Expenses (Total;
3 Maintenance
H Salaries. A'ages. Benefits
J Chemicals
H Utilities
3 Emergency
a Insurance
3 Training Costs
3 Fees
Bother
S
G
c
Q
1?
G
S K
G ^
s
C
*-•
J Equipment
D Supplies
Ji Contracts
D Monitoring S Testing
3 Lease and Mortgage
3 Services
3 Billing Costs
J Security
Capital Improvements
D Other Capital Improvements
Debt Payment
3 Other Debt Payments
Capital Reserve Contribution
3 Other Capital Reserve Contributions
E m e rg e n cy Re s e rve C o ntri b uti o n
J Oth e r E m e rg e n cy Re s e rve C o ntri b uti o n s
Total Expenses
o
c
S
c
S
s
s
r
O
Q
'_/
c
o
r
G
G
G
c
$
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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 3 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 2 of the My Financial Check Up
Report (see Section 8.2.1.3 for more information).
Cash on Hand & Reserve Fund
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 x 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 x Interest) + (Previous Year Operation
Expenses x 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 5.5 View
My Capital Improvement Projects 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 x ((i/(12)/(l - (1 + (i/(12))) A -(n x 12))))
Annual Debt Payment = (p x ((i / (12) / (1 - (1 + (i / (12))) A -(n x 12))) x 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 x 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 x the inflation x 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 Service Coverage Ratio (DSCR)
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 to 1.0.
DSCR = Debt Service Coverage Ratio = Net Income / Total Debt
Net Income = Revenue from Fees - Operating Expense
Total Debt = Revenue from Loans + Lease and Mortgage
If the value is greater than 1.2, the circle is green.
If the value is greater than 1.1 and less than 1.2, the circle is yellow.
If the value is between 0 and 1.1, the circle is red.
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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 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 0.65, 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 1 or lower, the circle is red.
If the value is between 1.1 and 1.17, the circle is yellow.
If the value is 1.18 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 or 0.1, the circle is red.
If the ratio is between 0.2 and 0.4, 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 prioritizes 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) x
(1 - Redundancy) x 10
Consequence of Failure (CoF)
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 larger 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 provided 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.
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CoF
Insignificant
Minor
Moderate
Major
Catastrophic
Value
2
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 are 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
Definition
The dollar amount that must be paid each year toward retiring existing
debt.
Total annual cost of operating and maintaining the water or wastewater
utility service. This does not include savings or future draws from capital
savings accounts.
A component of a facility with an independent physical and functional
identity and age (e.g., pump, motor, sedimentation tank, main).
Where the asset best fits within your system (e.g., source water,
distribution or collection), for organizational purposes.
A list of assets with details about each one (installation date, original
cost, condition, and such). Also known as an asset register.
A process for maintaining a desired level of customer service at the best
appropriate cost.
The name of the technology or equipment that is used for your system to
properly function (for example, "5th Street Pumping Station"). See Asset.
This is how your utilities view an asset. Assets can be active (most
assets), not in use, or a future investment. You would designate an asset
a "future investment" if you would like it added to your capital
improvement plan.
The asset's functional purpose for a specific asset category (for example,
intake structure, pumping station, transmission main, storage tank, and
the like).
Assets that are directly related to a primary asset's function.
A location that complements an associated asset.
Funds required for the future purchase, repair, and/or alteration to or for
an asset, structure, or major pieces of equipment.
A plan that projects and assesses which projects (including asset
improvements, repairs, replacements, and such) need to be completed in
the future.
Funds set aside to fund capital improvements (i.e., future purchase,
repair, and/or alteration to or for an asset, structure, or major pieces of
equipment).
The amount of cash that is available to the system within a 24 hour
period.
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Term
Condition
Consequence of Failure
Debt Payment
Debt Service Coverage 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
The current condition, in your opinion, of an asset based on age and
physical functionality (ranging from poor to excellent).
The real or hypothetical results associated with the failure of an asset.
The dollar amount that must be paid each year toward paying down or
retiring existing debt.
DSCR = Debt Service Coverage Ratio = Net Income / Total Debt
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 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 is 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
Total Debt
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.
Total Debt = Debt from Loans + Lease and Mortgage
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Appendix F. Available Assets
The following table shows all asset types available within the My Inventory module.
jl
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Wells and
Springs
Disinfection
Equipment
Transmission
Mains
Computer
Equipment/
Software
Sensors
Hydrants
Tools and Shop
Equipment
Land
Raw Water
Reservoirs
Solid Wasted
Handling &
Disposal
Springs
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Intake
Structures
Hydropneumatic
Tanks
Distribution/
Collection Mains
Transformers/
Switchgears/
Wiring
Buildings
Treatment
Equipment
Transportation
Equipment
Galleries and
Tunnels
Generators
Other
Digester
/• _^~\
i
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i 1
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i
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Hi
9
Pumping
Equipment
Concrete and
Metal Storage
Tanks
Valves
Motor Controls/
Drives
Service Lines
Lab/ Monitoring
Equipment
Security
Equipment
Meters
Liquid Waste
Handling &
Disposal
Wells
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Appendix G. Troubleshooting Guide
Who do I contact to ask technical questions?
If you are having technical issues, please email the information to cupss@epa.gov with the subject "Technical
Question" or visit http://www.epa.gov/cupss
Is the information that is entered into CUPSS 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 and compress your
CUPSS database and send it as an email attachment. See Appendix A for details on how to backup and restore
the CUPSS database. You can also save the different reports generated within CUPSS to your computer and
send them as an email attachment.
Why am I being asked to install Flash?
The training videos require Flash to be played. If your Internet browser does not have the Flash plug-in
required, it will prompt you to install it. If your browser does not install it automatically, you can download
Flash from http://www.adobe.com/shockwave/download/download.cgi?Pl_Prod_Version=ShockwaveFlash
Why can't I open the training videos?
The training videos require Flash to be played. If your Internet browser does not have the Flash plug-in, you
will need to install it. You can download Flash from
http://www.adobe.com/shockwave/download/download.cgi?P 1 Prod Version=ShockwaveFlash
Why was the example database overwritten when updating the CUPSS application to the latest
version?
When you update CUPSS by installing the latest version from the Web site, the Example Database is replaced
and not migrated like your own CUPSS database is.
Why does CUPSS take a long time to open?
Sometimes CUPSS can take longer to open than normal. This could be due to other applications running on
your system. Also if 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"
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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 CUPS S 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 has 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.
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How do I restore a backup database?
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 from both versions and then select the other installation of the CUPSS backed up database to be
restored. See Appendix A for details on how to backup and restore the CUPSS database.
Why do I need to turn on pop-ups?
CUPSS opens the training videos in a new window, therefore you will need to enable popups to access the
CUPSS training videos.
Why is the progress bar not progressing when I start CUPSS?
If the progress bar % complete does not increase after several minutes, you 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 causes an error because the connection to the database was not given time to shut down. You
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"
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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 CUPS S application
How do I register CUPSS?
Visit http://yosemite.epa.gov/ow/cupssreg.nsf7opendatabase to register your copy of CUPSS.
How do I maximize or enlarge the CUPSS window?
To maximize the CUPSS window, select the maximize button at the top right of the window. You may also
hover over one of the window corners and drag the window to resize it.
Why do I get an error when my computer is idle and actives the Screensaver or hibernate
mode?
When Windows enters the power saving mode, it closes the connection to the 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 computer's 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 (".") are allowed in currency controls.
How do I enter dollar amounts?
Please do not use dollar signs or commas when entering dollar amounts. For example, $1,234,600.00 should
be entered as 1234600, not as 1,234,600, $1234600 or $1,234,600.
How do I enter dates?
Dates should be entered in the form MM/DD/YYYY. For example, December 20, 1999 should be entered as
12/20/1999.
How do I enter incomplete dates?
If you don't know a specific date, consider entering it in the form 01/01/YYYY if you only know the year or
MM/01/YYYY if you only know the year and month.
What are the O icons for?
The O 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 appears.
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 is available as an option that you can select from the dropdown.
Where can I learn more about asset management?
Visit www.epa.gov/cupss to learn more about asset management.
Are there 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 developed a step guide titled, Asset Management: A Handbook for Small Water Systems. This
guide contains examples of recommended life expectancies, a worksheet, and suggestions on how to
estimate the useful life of an asset. See
http://www.epa.gov/safewater/smallsystems/pdfs/guide_smallsystems_asset_mgmnt.pdf
What does CIP mean?
Capital Improvement Plan, Capital Improvement Project, or Capital Improvement Program.
Does EPA recommend yearly rate evaluations?
Yes, in the step guide titled, Setting Small Drinking Water System Rates for a Sustainable Future.
See
http://www.epa.gov/safewater/smallsystems/pdfs/guide_smallsystems_fmal_ratesetting_guide.pdf
How does EPA define small systems?
EPA defines small systems as serving 3,300 people or fewer.
Is there a Web site where you can download the CUPSS software?
Visit www.epa.gov/cupss to download CUPSS for free.
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