Paper-based workflows are a thing of past as utilities move towards GIS-based enterprise management for developing sustainable infrastructure. This transition also enables streamlined workflows, enhanced operational efficiency and effective utilisation of resources
Katherine Sandford, General Manager,
Utilities Field Solutions group, Trimble
Envision the operations facility at a small electric utility. In one room, the walls are covered with maps and diagrams of the utility’s service area. The maps show locations of properties, distribution lines, facilities and equipment. Redline notes on the maps indicate relocations, new installations and other changes. Handwritten notes and details are taped or pinned to the maps and walls. Every few months, CAD technicians update the base maps and replace the redlined sheets on the walls with new, clean copies.
On the desks in the office, stacks of papers and colour-coded file folders hold maintenance and repair requests, work orders and other information. Supervisors sort the requests by type and location to create work assignments for the field crews. When the field work is completed, updated information is redlined onto the maps on the walls. Then the cycle begins again.
While these methods still exist in some utilities today, it is not a sustainable approach over time. The value of GIS as a geo-centric approach to asset management is well known. It’s common to see utility companies using GIS expressly for that purpose, keeping extensive databases on the location of the assets together with detailed records on each item. That’s a good start, but there is much more to be gained from having a GIS.
To begin, let’s look at some key challenges and drivers in the utilities industry today.
=Utility operators face a challenging environment. The difficult conditions of the global economy combined with rising energy costs can constrain utility operations and growth.
=Ageing infrastructure demands maintenance and replacement. And ageing workforces possess institutional knowledge that must be captured and distributed to nextgeneration workers.
=Green initiatives will have economic and regulatory effects. These include distributed sources for electricity; introduction and transmission of renewable power from remote sites; and the array of smart grid initiatives, including automated metering infrastructure (AMI).
Day-to-day operations in a utility are a key business component and comprise a major portion of the costs. Utilities can reduce costs and enhance operational efficiency by integrating GIS with enterprise management.
Getting things done
Consider a common activity such as replacing a pole-mounted transformer. The GIS holds data about the type and location of the transformer, but it cannot produce the decisions and instructions needed to actually get the work done. That’s where operations management comes in. A field crew with the appropriate training and tools is assigned. A vehicle with the suitable boom and equipment is identified and scheduled. Customers must be notified prior to any service interruption, and work must be timed to minimize traffic disruptions on adjacent roadways. Inventory must be replenished. Once the work is done, information about the new transformer must be recorded into the GIS.
Now look at the same processwhen GIS is incorporated with enterprise management. The integrated system can look for similar tasks and locations and bundle them into a series of work orders. The instructions are loaded onto mobile computers in crew vehicles, or carried in handheld devices that can be updated via wireless communications links. The system can check inventory before the work is assigned and request orders for replacements or restocking. Customers can be notified automatically, and customer service representatives given up-to-date status information. When crews complete the work request, the updated information goes back into the GIS immediately. If priorities change, crews can receive new assignments while still in the field. The system can even use GPS to help the crews navigate directly to the work site. Work is completed faster, resources are utilised more effectively and paperwork is reduced.
Using Enterprise GIS to improve outage management
Advantages of Enterprise GIS
- An enterprise GIS system ties together multiple facets of a utility, enabling data access/update by users at various levels
- Infrastructure expansion and trouble spots can be easily located
- It enables bundling of similar tasks and locations into a series of work orders
- Instructions are delivered to the field crew on mobile devices and they are directed to the work site
- Inventory is checked and replenishment requests can be made online
- When the crew competes an assigned work order, status is immediately updated online
- Operational efficiency is enhanced, resources are utilized optimally and paper work is reduced
GIS-based enterprise management provides important advantages when dealing with outages. In a water distribution system, not only are the locations of valves known, but also the routing and connectivity of distribution and service lines. When a problem occurs, crews are directed quickly to the valves needed to isolate the problem area. By using simple handheld GPS receivers, the time to locate the correct valves is significantly reduced.
In the case of electric service, the Trimble system contains specialised functionality to improve performance in outage management. When an outage occurs, reports from customers go into the system. The software compares the report locations with the utility system components in the area to predict the most probable locations for the trouble spots. This in turn provides data on the type of apparatus involved so that the appropriate crews and equipment can be dispatched to handle the problem. The result is a much quicker response and resolution of the incident.
Integrated approach to Utility Enterprise Management
An enterprise GIS system ties together multiple facets of the utility organisation. Customer service representatives can see maps showing system status, outages and trouble spots. This lets them provide more complete and accurate information to customers. Engineering teams can add information about new construction and service extensions directly in the field. And, maintenance and repair departments can create and track work orders based on current, complete information.
Making the transition
Many utilities have already recognized the advantages of combining enterprise management with GIS. In the US, the City of Joliet, Illinois. Has adopted the Trimble Fieldport® system as an enterprise GIS system for water management. The Joliet system will optimize processes in asset management, maintenance planning and operations as well as reliability and customer service. In India, the Ministry of Power has launched the Restructured Accelerated Power Development Reform Program (R-APDRP) to reduce AT&C losses. The programme will use GIS to develop an accurate, georeferenced view of existing generation and delivery capacity.
In helping utilities make the transition to GIS and enterprise management, it’s important to recognise the differences among utility operations around the world. There are enormous variations in geography, customer density, existing infrastructure, workforce and financial conditions. For example, rural electric cooperatives typically have large geographic regions and small staffs. They need efficient enterprise management to keep costs low for their members. By contrast, municipal utilities may have hundreds of employees and share a large GIS among multiple departments with competing needs. They require tight coordination and well-defined processes to ensure quality and control costs.
In meeting these needs, Trimble developed a modular, scalable approach to automating business operations, both in the field and back office. The system can be tailored to address areas of need or opportunity, and brought on line in increments. It can be tied to existing assets including GPS and mapping systems for staking, inspection and as-built locations.
Looking ahead
Combining GIS with enterprise management plays a key role in sustainable infrastructure. The widespread installation of smart metering equipment must be monitored and documented so that the information from the meters is used properly. Replacement of old or undersized utility lines must be prioritised and planned in coordination with other infrastructure projects. In developing countries, rapid growth can quickly outrun the capacity of paper-based management. In these cases, it is essential to follow the Indian example and bring the GIS-based approach into play at the beginning of a project. The growth of the smart grid will place new demands on the workforce. Utility worker skills and tools will evolve to manage more advanced technology in the field and office. GIS and GPS – tied into a cohesive management system – are essential technologies for helping utilities improve asset management, outage response and customer service.
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