Getting Ready for CUPSS

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Getting Ready for CUPSS
An Introduction for the CUPSS Trainers Network
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Welcome to the CUPSS Trainers Network

• Goals of presentation
• Understand your role as a trainer
• Become familiar with support provided by EPA and
  the Trainers Network
• Tips for a trainers success

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Agenda

• About asset management
• How Check Up Program for Small Systems (CUPSS)
  can manage assets
• Preparing users for CUPSS
• Training CUPSS users
• Evaluating training efforts

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Agenda

• About asset management
• How Check Up Program for Small Systems (CUPSS)
  can manage assets
• Preparing users for CUPSS
• Training CUPSS users
• Evaluating training efforts

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Asset Management

• A process for maintaining a desired level of
  customer service at the best appropriate cost.

• Why manage water and wastewater utility assets?
• Managing assets will help a utility be more
  efficient and financially self sufficient

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EPA's Involvement With Asset Management

• Saw need for small system Asset Management
  training
• Success with Asset Management guidance documents
• Build on Asset Management STEP Guides and Card
  File

• Ultimate goal is protection of public health and
  efficient, sustainable utilities

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Asking the right questions

• Current state of my assets?
• What is the desired sustainable level of
  service?
• What assets are critical to sustained performance?

• What are the best minimum life-cycle-costs and
  OM strategies?
• What is the long-term financing strategy?

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Agenda

• About asset management
• How Check Up Program for Small Systems (CUPSS)
  can manage assets
• Preparing users for CUPSS
• Training CUPSS users
• Evaluating training efforts

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What is CUPSS?

• Free Asset Management tool
• Desktop software program that runs on your
  computer

• Series of modules that store information about a
  users utility
• Tool designed and developed with input from
  well-rounded stakeholder group

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Who Should Use CUPSS?

• Small drinking water and wastewater systems
• Medium-sized systems new to Asset Management

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Using CUPSS to Manage Assets

• Helps in understanding the asset management
  process
• Establish and keep track of goals and milestones
• Become more organized by keeping all information
  in one place

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What Can CUPSS Do?
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Long-Term Benefits of CUPSS

• Using CUPSS will allow utilities to
• Make more informed decisions
• Save time by planning ahead
• Back up budget talks with solid facts
• Improve customer service

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Resources Available to the CUPSS Trainers Network

• CUPSS CD
• CUPSS Software
• Getting Started with CUPSS Workbook
• Users Guide
• CUPSS and Us Presentation
• Trainers Can Find Additional Information on the
  Trainers Section of the CUPSS Web site
• www.epa.gov/cupss

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More Support for CUPSS Trainers

• Web-based training sessions
• Discussion listserv for trainers
• Website with latest CUPSS info and Asset
  Management references http//www.epa.gov/safewate
  r/pws/smallsys/cupss
• You can also contact cupss_at_epa.gov

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What We Need From You

• Convey the benefits of CUPSS to smaller
  communities
• All Training materials are provided!
• Train the communities how to use CUPSS
• Deliver the message!
• Recruit other trainers and deliver
  train-the-trainer workshops

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Questions

• Remember to submit your questions in the text box
  on the bottom of your screen!

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Agenda

• About asset management
• How Check Up Program for Small Systems (CUPSS)
  can manage assets
• Preparing users for CUPSS
• Training CUPSS users
• Evaluating training efforts

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Using CUPSS With Ease The Getting Started
Workbook

• Users need to feel comfortable using CUPSS
• Thinking about and writing down information about
  assets, tasks, and finances will help

• Users can start with exercises
• Use the forms in the Getting Started with CUPSS
  Workbook and the printable forms in the CUPSS
  modules

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Preparation Exercises

• Think about what needs to be written down
• Number, type and condition of assets
• Gather existing information that may be in files
  (or in heads!)
• Financial statements
• Daily/Weekly task logs from staff
• Operator knowledge

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Inventory List Form What Assets Are at the
Utility?

• When was it installed?
• When was the last major repair?
• What maintenance will be performed this year?
• When are the major components scheduled to be
  replaced?
• Do you have or know where to get replacement
  parts?
• Will you be financially prepared to replace a
  major component if it fails?

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Drinking Water Inventory List Form
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Wastewater Inventory List Form
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New Task FormWhat Tasks are Performed?

• Think about service history of the assets
• Think about the future of the asset
• Record-keeping responsibilities
• Dont forget customer service!

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New Task Form
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Finances Form Where Is the Money Going?
How much revenue is going out?
How much revenue is coming in?
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Finances Form
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Questions
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Agenda

• About asset management
• How Check Up Program for Small Systems (CUPSS)
  can manage assets
• Preparing users for CUPSS
• Training CUPSS users
• Evaluating training efforts

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CUPSS Training Preparation

• Before providing CUPSS training, keep a few
  things in mind
• Audience
• Location
• Interactive setting
• Pre-course materials
• Post-course evaluation

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Start Training

• Become familiar with the Trainers Kit
• No copies needed - Users Guide (in both Kits)
  serves as training handout
• Bring copies of the Users Kit for every
  participant
• Bring extras for the users to share with
  co-workers

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Module-by-Module Training
My Inventory
My Finances
My CUPSS Plan
My OM
My Check Up
My Home

• Start with general walk-thru, then proceed with
  each module
• Users Guide will include training exercises with
  data
• Emphasize baby steps
• Dropdowns make entering information easy
• Can reuse information already entered for
  different modules

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Set Up My CUPSS

• Staff can enter
• Utility Info
• User Info
• OM Tasks
• Team Members

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My Home
My Inventory
My Finances
My CUPSS Plan
My OM
My Check Up
My Home

• My Training
• Introductory training video
• Tutorial
• Keyword searches
• Glossary
• Access the five modules
• My Inventory
• My OM
• My Finances
• My Check Up Reports
• My CUPSS Plan

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My Inventory
My Inventory
My Finances
My CUPSS Plan
My OM
My Check Up
My Home

• Identify your assets
• Prioritize
• Update
• Create a personalized schematic

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My OM
My Inventory
My Finances
My CUPSS Plan
My OM
My Check Up
My Home

• Create future OM activities
• Schedule tasks
• Track current OM activities
• Alerts you if a task is past due

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My Finances
My Inventory
My Finances
My CUPSS Plan
My OM
My Check Up
My Home

• Determines full cost of doing business

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My Check Up Reports
My Inventory
My Finances
My CUPSS Plan
My OM
My Home
My Check Up

• Generates two different reports based on
  information entered
• My Inventory Check Up
• My Financial Check Up

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My CUPSS Plan
My Inventory
My Finances
My CUPSS Plan
My OM
My Check Up
My Home
Predefined template
Pre-populated
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TRAINERS TIPS

• Stress the Importance of a Team
• Responsibilities wont be burdensome if spread
  out among others-
• Having others on board with choices makes the
  process much easier
• Technology is a Culture Change
• Some participants may be intimidated by the
  computer software
• Remind them that CUPSS was designed to be easy to
  use

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TRAINERS TIPS

• Take Baby Steps
• Everyone may not be on board the first round
• Go through each module slowly and answer all
  questions
• Be Proud of Yourself!
• Youre helping small communities learn valuable
  asset management skills
• Youll be recognized as a leader in your
  community

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Agenda

• About asset management
• How Check Up Program for Small Systems (CUPSS)
  can manage assets
• Preparing users for CUPSS
• Training CUPSS users
• Evaluating training efforts

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Evaluating Training EffortsShort-term Outputs

• How many people are requesting the CUPSS CD?
• Whos calling asking about CUPSS?
• How many presentations are made? How many are in
  attendance?

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Evaluating Training EffortsLong-term Outcomes

• How many utilities are developing Asset
  Management Plans?
• How many utilities change their management
  practices from using CUPSS?

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Register CUPSS Users

• Users should register their software
• Get updates to software
• Become part of CUPSS User listserv network
• Trainers should encourage users to register
  their software
• Increases accountability
• Track training efforts

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Next Steps for Trainers

• Get involved with the Trainers Network
• Ask questions
• Learn from each other
• Listserv!
• Think about your implementation plan
• Never too early!

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Questions?
Contact us atCUPSS_at_epa.gov