GIS Asset Management at a Utility: Get Your GAME-FACE On
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The document outlines the strategies and technological solutions for improving the asset management processes of Garland Power & Light (GP&L) through the implementation of GIS (Geographic Information Systems) extensions. It presents a collaborative effort between GP&L and SSP Innovations to address data discrepancies, consolidate workflows, and enhance data quality for transformer lifecycle management. Key solutions include the GAME and FACE applications for managing asset data and field operations, respectively, ensuring timely and accurate updates to the central GIS database.
GIS Asset Management at a Utility: Get Your GAME-FACE On
- 1. Get Your GAME-FACE On Extending your GIS to the Team Heather Siemens & Skye Perry ESRI 2008 Electric and Gas Users Group
- 2. Team Strategy The Team: Garland Power & Light (Garland, TX) Since 1923, the City of Garland has been providing electric service to its citizens through Garland Power & Light (GP&L), its locally owned and controlled not-for-profit municipal utility. With nearly 68,000 customers, GP&L is the third largest municipal utility in Texas and the 39th largest in the nation. GP&L has three gas-fired generating plants, which combine to produce 640 megawatts of generation capacity. In addition, Garland partners in the Texas Municipal Power Agency (TMPA) which operates the 462 megawatt coal-fired Gibbons Creek Power Plant. Garland's electric distribution system has 1,000+ miles of overhead lines and 1,000+ miles of underground lines. Its transmission system consists of 23 substations and 133 miles of transmission lines. Garland's peak load for 2007 was 483 megawatts, with annual operating revenues nearly $238 million dollars. Currently, the AIPS Division (Asset & Information Project Services) of GP&L manages $300 million in T&D, substation, and generating assets.
- 3. Team Strategy The Team: SSP Innovations, LLC (Parker, CO) Small GIS consulting company focusing on implementing, extending, and integrating ESRI and TM&M software for Utilities Proven track record of successful software projects Specific experience with GIS software to manage life-cycle of transformers SSP Staff involved with original GIS implementation at GP&L and managed several other GP&L software initiatives over last 4 years Staff for this project – Project Manager / Tech Lead, two developers
- 4. Team Strategy Garland Players: GP&L Transformer Shop (GAME) GP&L Field Crews (FACE) GP&L AIPS Division (GAME) • GIS personnel City of Garland Warehouse (GAME) City of Garland Finance Department
- 5. The Defensive Position Multiple manual processes and source documents (transformer cards, salvage tickets, etc.) Significant data discrepancies between source documents, GIS, and transformer shop spreadsheets Same key data duplicated in different departments with their own systems, no checks and balances: Warehouse (paper, asset mgt) GIS (ESRI, TM&M) Workforce Mgt (paper) Old data has not withstood several years of audit scrutiny ~ mandated to improve XFR Shop (paper, Access DB)
- 6. The Challenge – Develop an Offensive Strategy! GOAL: To track assets “cradle to grave” geospatially • All installs, retirements, and adjustments reported from GIS until an Enterprise Asset Management (EAM) system can be agreed upon and implemented. Consolidate Systems & Workflow Reduce Duplicate Data Entry Increase Data Quality & Integrity between remaining systems
- 7. The Challenge – Develop an Offensive Strategy! TIMING: All assets are reported to City of Garland Finance department quarterly and yearly for various reasons: CAFR Transmission Cost-of-Service (TCOS) filings Public Utility Commission of Texas (PUCT) filings etc…
- 8. The Solution…. Get Your GAME/FACE On! GAME (Geodatabase Asset Management Extension) • Back office web application • Transformers are readied for the field crews • Receive a new XFR from manufacturer • Return XFR to stock • Send XFR out for repairs • Salvage an old XFR Non-Map Tasks Uses GIS DB
- 9. The Solution…. Get Your GAME/FACE On! FACE (Field Asset Capture Extension) • Mobile application available on MDTs in GP&L trucks • Used by field crews • XFR is issued out of the yard • Install an XFR in the field • Remove an XFR from the field • Capture Infrared test result on XFR in field Replacing Paper Transactions Syncs w/GIS DB
- 10. Game Plan Warehouse notifies Transformer Shop that material is available COG Warehouse Transformer Shop Vendor Transformer arrives at Warehouse XFMR meets Specs/Inspection Park Transformer in holding lot Receive Transformer through Finance System Yes (Cayenta) No Transformer Repaired/OK? Yes No Transformer verified per Manufacturer Specs Repair on site or at Manufacturer If Transformer cannot be repaired then it is removed (if on site) and an issue credit is done Enter data into GAME Continued on Next Slide New Workflow
- 11. Game Plan New Workflow Transformer is delivered to the Warehouse and returned to stock Inspect Transformer and pull oil samples Crews pickup at inventory location Transformer delivered or picked up by Salvage Vendor COG Warehouse Transformer Shop Transformer issued and data entered in FACE: - City Number - Work Order/Service Request Number Install or change out in field Repair and return Transformer Transformer OK? Yes No Update FACE with Transformer data: - Address - City Number - Service Request Number Return Status? Visual inspection of Transformer, run test and decide to: - Salvage status= Retire in system - Repair status - Return to stock status Update GAME with new status and enter Service Request Repair Salvage Change status in GAME to "Sent for Repair" Update GAME and enter information for Repair Status. This will later download and update GIS Return Transformer to Shop Is this a change out? Yes No Job Packet with Service Request is returned to WFM and the job is complete Continued from previous slide Field Crews Vendor
- 12. Connect with the Ball! FACE Users connect to the GP&L wireless network at least twice a day when trucks are in the yard: 1. First thing in the morning 2. At the end of the day This ensures that any data captured in the field is transmitted back to the central GIS database in a timely manner AND ensures that the most recent transformer data is on each MDT Updated transformer data is available every morning and is automatically synced to each machine via the wireless network This data is current as of the previous business day
- 13. The Handoff Once the transformer assets are captured in GAME, reports are compiled and made available to Finance. Finance adds dollar values from the City’s Finance system (entered into Cayenta from the Warehouse) and computes depreciation.
- 14. Penalties (Issues Encountered) False start: Transformer doesn’t meet specs/pass inspection so it has to be either repaired or sent back to the manufacturer via GAME (‘status’ changed to ‘sent for repair’) Offside: The Warehouse has entered the data into the Finance system but GP&L doesn’t have the matching data on the electric side of the process. Pass Interference: A transformer in GAME can’t be passed to the geodatabase because it’s not related to a transformer bank in GIS. Holding: When field crews ‘hold’ the job packet too long and/or don’t enter the data into FACE thus it’s not processed in GIS which creates a discrepancy between GAME and GIS. Face mask: Grasping the hard hat of a lineman while attempting to block or tackle him for not entering the transformer data into FACE correctly or in a timely manner.
- 15. Technical Solution The DATA Chose to build all data into the GIS DB • SQL Server • Redesigned XFR Data Model Geodatabase TransformerNameplate Manufacturer/Can Data TransformerEvent Lifecycle Event Data: Received Issued Installed Removed Return To Stock Placed in Reserve Sent for Repair Returned from Repair Salvaged Loaned PCB Test Infrared Test TransformerUnit Installed and Removed TransformerEvent records will have corresponding GIS TransformerUnit Records: Installed : SubtypeCode=1 (Active) Removed: SubtypeCode=2 (Retired) Non-Versioned (read-only in GIS) Versioned (editable in GIS) TransformerBank GIS Feature (on Map)
- 16. Technical Solution The DATA Merge Data from Various Source Systems • Report on mismatches • Automated & Manual Data Cleanup Warehouse (paper, asset mgt) GIS (ESRI, TM&M) Workforce Mgt (paper) XFR Shop (paper, Access DB) GIS SDE GDB
- 17. Technical Solution The Process Transformer Received Nameplate Data Entered into GAME Status = In Stock Transformer Issued Issue Transaction entered into FACE Status = Issued Transformer Installed Ticket Information entered into FACE Status = Installed Transformer Removed Ticket Information entered into FACE Status = Transformer Shop Transformer PCB Test Test information entered into GAME (no status change) Transformer Sent for Repair = Entered into GAME (Web) = Entered into GAME-FACE (MDT) Repair transaction entered into GAME Status = Sent for Repair Transformer Returned from Repair Return transaction entered into GAME Status = Repaired Wait 90 Days Transformer Salvaged Salvage info entered into GAME Status = Salvaged Return to Stock Return to Stock entered into GAME Status = In Stock Transformer Infrared Test Test information entered into FACE (no status change) Upload Infrared Doc Add ISI Detailed Infrared Doc with Pictures to the test record in GAME (no status change) XFR Shop Field Crew Field Crew Field Crew Placed in Reserve Place in Reserve entered into GAME Status = Reserve XFR Shop XFR Shop XFR Shop Transformer Loaned Loan info entered into GAME Status = Loaned Transformer In Stock (In yard) GP&L New XFR Process Testing XFR Shop *** If transformer is sold, all asset records will be deleted from the GPL database. XFR Shop
- 18. The Architecture GAME-FACE Wireless Connection In GP&L Yard GAME & ArcIMS HTTP GPLAdmin Wireless Web Service Replication Queue Field Modules on the MDT capture transformer ticket data, infrared inspection data, etc and validate against a local cache of pole, pad, and xfr data Access Point Field-collected data is transferred via serialized XML to a web service hosted on the GIS webserver. Updates to the asset cache are transferred back to the field MDT. Windows Authentication is used to secure the web service and the data transfer. GPL Webserver The web service will replicate the field data back into the GIS database server where it is made available to the back office organization. GPL GIS DB Server Intranet The GAME web application will be accessible to all computers on the GP&L intranet alongside the current ArcIMS site. The various screens will be configured with security levels ranging from query access to full edit access. Windows authentication will be used to determine the security level of each user. ArcMap SDE Connection ArcMap will continue to be used to access the Geodatabase directly by the GIS group.
- 19. GAME / FACE Demo Transformer Lifecycle: Receive New XFR in GAME Issue XFR in FACE Change out (remove/install) XFR in FACE Sync back to GIS (auto-placed on map)
- 20. Get Your GAME-FACE On Questions and Comments Welcome Heather Siemens – GP&L hsiemens@garlandpower-light.org Skye Perry – SSP Innovations, LLC skye.perry@sspinnovations.com
- 21. Demo Screenshots Receive New XFR into Stock Lifecycle tracking begins:
- 22. Demo Screenshots Field Crew Uses FACE to Issue XFR out to a Service Request Transformer Data is auto-populated for the crew based on city number. Lifecycle event transmitted wirelessly to the back office, available in GAME and GIS:
- 23. Demo Screenshots Field Crew Removes Existing Transformer from Pole D5C-213 All key information from GIS is available in FACE: Field Crew populates city number and majority of information is populated for them in FACE:
- 24. Demo Screenshots Field Crew Installs New Transformer in FACE Crew inputs all installation data and verifies that pole matches the GIS data:
- 25. Demo Screenshots FACE Transformer is Automatically Created and Related in GIS If valid pole information is entered for a XFR replacement, the sync process does ALL of the work in GIS. The GIS clerk simply reviews the edits: Installation lifecycle event is captured and viewable within GAME:
- 26. Demo Screenshots GAME detail page can be accessed for XFR directly within GIS: