1. MassDEP, Drinking Water Program MassDEP 2011 Spring Training
Asset Management & Capacity Development Guidelines for PWS - Chapter 11
Michael J. Maynard
MassDEP, Drinking Water Program
MassDEP 2011 Spring Training
Massachusetts Department of Environmental Protection
Drinking Water Program

2. Agenda Capacity Development Chapter 11 Capacity Guidelines Changes
Asset Management & Capacity
Asset Management Tools

3. What is Capacity Development?
Capacity development is the process through which water systems acquire and maintain adequate technical, managerial, and financial capabilities to enable them to consistently provide safe drinking water.

4. What is Chapter 11?
Chapter 11 provides PWS with guidance and tools to establish and maintain Capacity:
Technical Capacity
Managerial Capacity
Financial Capacity

5. Capacity Development Chapter 11 Guidelines - Changes
Health and Safety Policy (new) Risk Management Policy (new) 11.4 – Water System Planning (modified) to include: Strategic Planning Asset Management Planning

6. When could DEP require the use of Chapter 11?
When specifically requested in writing
E.g. Enforcement issue, sanitary survey etc.
For substantial modifications requiring a permit
For new construction
THIS IS IMPORTANT SLIDE, PAY ATTENTION TO THIS
New ( ) Guidelines changes, unless specifically required in writing, are required:
For new construction, or
During substantial modifications requiring a permit, or
When specifically requested by MassDEP in writing, as in a Sanitary Survey Report

7. When MassDEP currently requires PWS to demonstrate Capacity:
Water Supply Business Plan (WSBP)
Major infrastructure requirement/ submitted plans for a major infrastructure improvement
Substantial modification to the system (E.g. transfer of ownership)
Significant non-complier (SNC) or a potential SNC
New Systems
Existing Systems
Major violation
State Revolving Fund (SRF) Grant Funding
Complete an Asset Management Plan
Review Your Asset Management Plan
Transfer Assets into CUPSS or equivalent Asset Management tool
Approved for Adequate Capacity

8. Capacity Contacts SERO– Therese Dayian 508.946.2765
CERO – Elizabeth Kotowski
WERO – Michael McGrath ,
NERO – Sean Griffin
Boston – Michael Maynard
Boston – Yvette DePeiza
Questions:  Attn: Guidelines
THESE ARE THE DEP STAFF WHO UPDATED CHAPTER 5 GUIELINES
NE & WERO ARE DIFFERENT CONTACTS FROM CH 1 & 2
SE Region - Dan DiSalvio
Central Reg. - Purna Rao
West Reg. – Dan Laprade, P.E.,
NE Region – Hilary Jean
Boston - Fred Barker, P.E.,
Boston – Yvette DePeiza
MassDEP Drinking Water Program Director at  Attn: Guidelines

9. Using Asset Management to Maintain Capacity
Between 2007 – 2027
Public Water Systems will need to invest $334.8 billion to maintain the assets of their drinking water systems.

10. What is Asset Management?
Rehab Repair Replace

11. Asset Management means…
Maintaining a desired level of service at the lowest life cycle cost;
Rehabilitating, repairing or replacing an asset
Cost vs. Benefit

12. When to engage in Asset Management?
A new system develops Capacity and Asset Management through the new system/new source approval/ permit process.
An existing system develops Capacity and Asset Management through using the available tools and programs.
E.g. sanitary surveys

13. Asset Management Benefits
Protect public health
Properly maintained equipment
Provide safe drinking water to consumers
Help to maintain system Capacity

14. Asset Management Benefits
Save money $$$
Better Planning
Fund upgrades and replacements
Increase the life of your equipment

15. Asset Management - Overview Best Practices Guide

16. Five Cores of Asset Management
Current
State of Asset
Level of Service
Long-Term Funding Plan
Asset Management
Minimum Life Cycle Cost
Critical Assets

17. Asset Management (5) Core Questions
What is the current state of my system’s assets?
What is my required “sustainable” level of service?
Which assets are critical to performance?
What are my minimum life cycle costs?
What is my best long-term funding strategy?

18. Asset Management – Tools
EPA Simple Asset Inventory for Very Small Systems (VSS)
Asset Management Worksheet (MassDEP)
EPA –Asset Management: Handbook for Small Water Systems
EPA Check Up Program for Small Systems (CUPSS)
Asset Management Guidebook – New Mexico
EPA Infrastructure Needs Survey (DWINSA) - Worksheets
Capital Improvement Planning Guidance (MassDEP)

19. Asset Management Tools
Repair vs. Replace?

20. EPA Simple Asset Inventory for Very Small Systems (VSS)
Asset Management – Tool 1
EPA Simple Asset Inventory for Very Small Systems (VSS)

21. Asset Inventory for VSS
The Asset Inventory includes a section that guides PWS:
Lists water system assets
Captures the characteristics of the assets;
Quantity, size, location, age, manufacturer
Attach “Typical Life Expectancies” (from table)
Estimate adjusted useful life & remaining useful lives.

22. Asset Inventory for VSS
Provides basis for asset management plan (CUPSS)
Includes Strategy to involve key decision makers
Forms available at:

23. Asset Management Worksheet
Asset Management – Tool 2
Asset Management Worksheet

24. Asset Management Worksheet
Worksheet allows for a simplified approach for small systems, labeling assets, replacement costs, useful life, annual reserve, cost per user.

25. Asset Management Worksheet - Application
Establishing a reserve account (Example)
Calculating the replacement cost of PWS assets
Calculating the cost per user
For a blank worksheet, you may find one at:

26. EPA –Asset Management: Handbook for Small Water Systems
Asset Management – Tool 3
EPA –Asset Management: Handbook for Small Water Systems

27. EPA –Asset Management: Handbook for Small Water Systems
Review the basic concepts of asset management and be provided with tools to develop an asset management plan.

28. Benefits of the Asset Management Handbook
Prioritize rehab & replacement
Reducing system “down-time” and the number of emergency repairs
Demonstrates to public that you are using money effectively

29. Handbook Five-Step Approach:
The handbook will provide a five-step asset management process:
Conducting a thorough asset inventory.
Prioritizing the rehabilitation and replacement of assets.
Developing an annual estimate of needed reserves and an annual budget.
Implementing the asset management plan.
Reviewing and revising the asset management plan.

30. How to Obtain the Asset Management Handbook:
You can view the handbook online at:

31. Check Up Program for Small Systems
Asset Management – Tool 4
Check Up Program for Small Systems

32. Check Up Program for Small Systems
Designed for PWS that have 500-3,300 individuals
Free comprehensive asset management tool
Water & Waste Water

33. What CUPSS brings to you?
Make more informed decisions about your assets & WTP.
Save time by planning & scheduling ahead.
Back up budget talks with solid facts & provide reports.
Improve your customer service.
Prepare an Asset Management Plan in seven steps.

34. CUPSS Sections Set Up CUPSS Training My Inventory
My O & M (Operations and Maintenance)
My Finances
My Check Up
My CUPSS Plan

35. CUPSS Sections

36. What do you bring to CUPSS?
An understanding for a desired "sustainable" level of service for you WTP.
Information about your current assets.
Financial information for your utility
Information about which assets are critical to sustained performance.

37. CUPSS Section: My Inventory

38. CUPSS Section: My O&M
Create and track current, past and future operations and maintenance activities using this module.
Scheduling tasks, as well as a history of each task, alerts
Past due tasks will be documented in your O&M.

39. CUPSS Section: My Check Up
Two customizable reports are produced by CUPSS:
My Asset Check Up
My Financial Check Up
You can create targeted reports to manage current and plan for future scenarios.

40. How to Obtain CUPSS:
You can download the latest version of CUPSS online at:
You may also request a CUPSS Kit at: (bulk orders are available) and request either:
User’s Kit EPA 816-K
Trainer’s Kit EPA 816-K

41. Asset Management – Tool 5
Asset Management Guidebook – New Mexico

42. Asset Management Guidebook
The guidebook approaches asset management through the following sections:
Asset Management: The Way To Do Business
Current State of the Assets
Level of Service
Critical Assets
Life-Cycle Costing
Long-term Funding Strategy
Implementation

43. Asset Management – Tool 6
EPA Infrastructure Needs Survey Worksheets (DWINSA)

44. DWINSA Developed for PWS that serve over 3,300.
Developed to identify infrastructure needs
Basis for MA SRF $$ allocation - $21 m per/yr

45. DWINSA
1999
2003
2007
2011
2015
2019
2011 – (73) PWS Systems chosen to have a 20 CIP completed
MassDEP/DMS – Funding Consultant Engineers to complete DWINSA for PWS
Submittal Dates: May 30th (26) repeats and June 30th (47) new PWS

46. PWS selected for the 2011 DWINSA
ACTON WATER SUPPLY DISTR
HAVERHILL WATER DEPT
PEMBROKE DPW WATER DIV
AMESBURY DPW WATER DIV.
HINGHAM - HULL - WATER DEPT.
PEPPERELL DPW WATER DIV
AMHERST DPW WATER DIV
HOLDEN WATER DEPT.
PITTSFIELD DPU WATER DEPT
ANDOVER WATER DEPT
HOLYOKE WATER WORKS
PLAINVILLE WATER DEPT.
AUBURN WATER DISTRICT
HOPKINTON WATER DEPT.
PLYMOUTH WATER DEPT.
AVON WATER DEPT.
HYANNIS WATER SYSTEM
PROVINCETOWN WATER DEPT.
BELMONT WATER DEPT.
IPSWICH DPU WATER DEPT
QUINCY WATER DEPT.
BILLERICA WATER DEPT
LAWRENCE WATER WORKS
REVERE WATER DEPT.
BOSTON WATER & COMM
LEXINGTON WATER DEPT.
SANDWICH WATER DISTRICT
BOURNE WATER DISTRICT
LONGMEADOW WATER DEPT
SCITUATE WATER DIVISION
BRAINTREE WATER
LOWELL REGIONAL WATER UTIL
SPRINGFIELD WATER Comm.
BROCKTON WATER COMM
LYNN WATER & SEWER COMM
STOUGHTON WATER DEPT.
BROOKLINE WATER DIV.
METHUEN WATER DEPT
TAUNTON WATER DEPT.
BURLINGTON WATER DEPT
MILFORD WATER COMPANY
TEWKSBURY WATER DEPT
CAMBRIDGE WATER DEPT.
MILLBURY - AQUARION WATER
TOWNSEND WATER DEPT.
CHELSEA WATER DEPT.
MILTON WATER DEPT.
UXBRIDGE DPW, WATER DEPT.
CHICOPEE WATER DEPT
MWRA
WAREHAM FIRE DISTRICT
DUDLEY WATER DEPT.
NATICK WATER DEPT.
WATERTOWN WATER DEPT.
DUXBURY WATER DEPT.
NEW BEDFORD DEPT. PI
WELLESLEY WATER DEPT.
EASTON WATER DIV
NEWTON WATER DEPT.
WESTFIELD WATER DEPT
EDGARTOWN WATER DEPT.
NORTH BROOKFIELD WATER DEPT.
WESTON WATER DEPT.
FALL RIVER WATER DEPT.
NORTHAMPTON WATER DEPT
WEYMOUTH WATER DEPT.
FRAMINGHAM WATER DEPT.
NORTHBOROUGH WATER DEPT.
WILLIAMSTOWN WATER DEPT
GROVELAND WATER DEPT.
NORWELL WATER DEPT.
WORCESTER DPW, WATER
HATFIELD WATER DEPT

47. The four sections of DWINSA include:
1. Overview, instructions, and contact information. 2. Transmission and Distribution section. 3. Storage, Treatment, Storage, Pumping, and Other Projects. 4. Backflow Prevention Devices/Assemblies, Flushing Hydrants, Service Lines, Valves, and Water Meter

48. How to Obtain the DWINSA:
Information, factsheets and reports located at:
MassDEP:
Questions: MassDEP - DMS Patrick Rogers

49. MassDEP Capital Improvement Planning (CIP) Guidance Document
Asset Management – Tool 7
MassDEP Capital Improvement Planning (CIP) Guidance Document
This CIP Guidance Document can be utilized to identify and document capital projects for a PWS.
The CIP is divided into 6 categories, which gathers existing engineering and planning information.

50. CIP Guidance Document The six categories: Source Treatment Storage
Pumping Projects
Transmission and Distribution Mains- Inventory
Other- Project Tables

51. How to Obtain the CIP Guidance Document:
More information about the MassDEP CIP Guidance Document can be found at:

52. CIP Grants: MassDEP
In December 2010, MASSDEP awarded 53 PWS (medium to large) a total of $400,500 to prepare short-term capital improvement plans.

53. CIP Grant List for the 2010 Contact: Patrick Rogers
Adams Fire District
Georgetown
North Adams
Ashburnham
Gloucester
North Raynham
Ashland
Groveland
Norwell
Attleboro
Hadley
Norwood
Barnstable Fire District
Hamilton
Onset Water District
Barnstable DPW
Hanson
Palmer
Barre
Hatfield WD
Paxton
Bellingham
Holliston
Plainville
Bridgewater
Hopedale
Scituate
Buzzards Bay
Lawrence
Somerset
Centerville Marston Mills
Leominster
Southwick
Clinton
Lincoln
Sterling
Dartmouth
Lunenburg
Taunton
Dedham Westwood
Mansfield
West Springfield
Dennis
Maynard
Westminster
Dighton
Middleborough
Whitinsville
Duxbury
Millis
East Longmeadow
New Bedford
Fall River
Contact: Patrick Rogers
MassDEP - DMS

54. Technical Assistance Contacts for Asset Management:
Michael Maynard:
Office:
Yvette DePeiza:
Office:
Massachusetts Coalition for Small System Assistance
Assistance for systems serving less than 10,000 persons
Office:

55. Questions?

56. “OUT of SERVICE”