Any operator who has worked in wastewater treatment for any length of time knows the importance of a good maintenance program. Maintenance can make the difference between operating well and being in violation.
Facilities are constantly being upgraded and expanded, often with new processes, such as nutrient removal. Besides major changes in the way wastewater is treated, that means substantial changes in the approach to maintenance. More complex equipment means more and different maintenance tasks and possibly a revamping of a plant’s entire PM program.
Maintenance can be defined as “work that is done regularly to keep a machine, building, or piece of equipment in good condition and working order.” But what are the necessary parts of a good maintenance program? One of them is computerized maintenance management software — the complexity of today’s treatment systems essentially demands it.
Finding a fit
In today’s market, there are many types of maintenance programs, from very basic to the highly complex. The key is to find the one that best suits your facility, is easy for operators to learn and use, and will be able to expand and grow as your facility does.
There are several ways to search out the most appropriate program. The Internet is one place to start. Another is to work the phones and see what your counterparts at similar facilities use. This is a great way to get unbiased information: Operators usually talk freely about what works well for them and — even more important — what doesn’t.
If possible, visit a facility using the software you are considering. Nothing is better than seeing the product in action and talking with those who use it daily. Ask plenty of questions. What do they like and dislike? What would they do differently if they could start over? Would they buy the same product again? If not, why?
As you get closer to choosing a program, sales representatives should be happy to meet with you and discuss their products. Ask for a demonstration copy of the program, if one is available. That will allow you to explore the product’s capabilities and make notes on any questions you have.
Ask for a client reference list with contact information. Most companies will gladly provide it. If that isn’t possible, visit a plant that uses the product, or at least talk to the plant staff by telephone.
When buying a program, ask the sales representative about a reduced price for extended licensing agreement fees. If you can make a long-term commitment to the product, you may be able to negotiate a reduced rate and save money in the long run.
Getting set up
The old adage that “you get what you pay for” is entirely true. A program purchased at a “bargain” price may not fit your needs and may give you substandard performance.
Flexibility is a key to any maintenance software, as you will have to tailor it to your facility. Most quality programs can be customized. (If you can’t find exactly what you want “off the shelf,” a custom-written program is an option, but that can cost significant time and money.)
All new software comes with standard operating instructions and a warranty. Start with your local sales representative for any questions or problems you encounter. They want you to be satisfied and will usually go out of their way to help you. They know you will tell others if you get good (or not-so-good) service and technical support.
Almost every facility has at least one operator with above-average computer skills and technical ability. If possible, ask him or her to work with the company representative in setting up the program. At first, the softwaretechnician will enter the data while conferring with your staff about specific information on each piece of equipment.
As the process goes forward, your staff should begin working side-by-side with the technician in entering data. Ideally, by the end of the process, the technician simply observes and supervises while your staff members complete the entries.
In the end, your maintenance program will be only as good as the people who run it. Even the best software will not function properly without operators who are solidly trained and carry out what they have learned in a reliable manner.
When purchasing the product, it is wise to arrange in the contract for some periodic visits from the installation technician. This will enable you and your team to review any updates to the software and discuss any pertinent changes in person. (Most routine software upgrades can be accomplished via e-mail, with no on-site assistance.)
Smooth data exchange
Of course, just having the software does not mean you have a maintenance program. To have an effective program, you need to decide specifically what equipment you need to monitor and the operating ranges and service intervals for each device. Refer to your owners’ manuals for manufacturer’s PM recommendations. If you use a SCADA system, you may already have most of the monitoring information in place, and you can use it in setting up your maintenance program.
For example, if the PM software has an interface, you can enter operational data via the SCADA system or another compatible application without having to re-enter it manually. This will save time and reduce the risk of entry errors. Once you have the data onboard, you will be able to share it with other applications — such as spreadsheet and word-processing programs — that support the system.
Furthermore, automatic data collection points in the treatment plant will be able to send data (flow, DO, pH, RAS) to your maintenance software and into your maintenance database by way of the SCADA system. You can then access that information through the network server, and from there send it to individual workstations and printers, where it can be used for reporting and process control.
Listing must-haves
Maintenance software packages are designed to require only a minimum of orientation and training. The on-site training days in your proposal may well be more than you need or want, as your staff sees how intuitive and useful the program is out of the box. Your staff workloads and schedules may largely determine how much on-site training time you need during startup.
Here are some key items you should make sure are included when you purchase maintenance management software:
• Warranty information.
• Inclusion of all upgrades as the software product evolves.
• On-site setup, installation, and orientation/training of all staff, on all shifts.
• Multiple User Work Group: Do you want the program accessible by several team members, or by just one person?
• Unlimited online and telephone support for a minimum of one year.
• On-site technical assistance for a specified minimum number of days (to be negotiated).
• An extended license agreement package effective after the first year.
• Overall project management and system startup.
• Organizing and inputting of equipment lists and initial scheduling for new and old equipment.
• Assistance with interface implementation.
In addition, you can negotiate other on-site work from the software vendor as you consider appropriate for your staff.
System interaction
As for computer workstations, any good business-class computer should be more than adequate to run your new program. You can choose either desktop or laptop units — whichever best fits the location where it will be used.
Many maintenance programs now offer a handheld field unit which allows operators to take a paperless copy of the PM program into the field. This is especially helpful when maintaining multiple facilities or lift stations. For obvious reasons, such units should be weatherproof and shock resistant.
As with laboratory analysis, accurate recordkeeping is essential to a good maintenance program. Operational logs and maintenance files on each piece of equipment will serve as a guide to how well those devices are operating, whether components are deteriorating, and what personnel performed which specific maintenance on which devices.
Regardless which maintenance program you choose, it should be able to handle all these tasks at a minimum:
• Maintain detailed information on equipment, PM schedules, work orders and associated costs for repairs.
• Track inventory levels, spare parts costs, and reorder levels.
• Create and clear work orders for scheduled, unscheduled, corrective, and emergency tasks.
• Use the assembled data to generate reports as needed.
• Track hour meter, pressure gauge, odometer and other instrument readings.
• Maintain a list of vendors or manufacturers for your facility that can provide repair services, rental equipment, materials, parts, and other items.
Never more important
The end goal of maintenance is to take care of the equipment, not only preventing and minimizing breakdowns, but also ensuring the safety of the operating staff.
With national economic concerns filtering down to local levels, operating expenses are coming under cost scrutiny: Treatment plant personnel are being asked to achieve the same levels of treatment at less cost.
Regulations, licensing requirements, and laboratory analysis procedures are all under constant review and are not likely to become less stringent. The question of how to do more with less has never been more prevalent than today.
Wastewater treatment is a challenging profession, even on the best of days. As treatment techniques evolve, with a little prior planning, your maintenance program can grow and expand along with your facility well into the future, ensuring an efficient and economical operation along the way.
About the author
James E. Didawick is superintendent of Public Works for the Town of Woodstock, Va. He can be reached at 540/459-3045 or woodpw@shentel.net.
