User Story: Facility Management

SMART360 Facility & Asset Registry Management - User Story Document

1. Problem Statement

User Role: Asset Manager (Facility & Asset Registry Focus)

The Asset Manager responsible for facility and asset registry management oversees the complete asset hierarchy from facilities down to individual components, manages asset condition and risk assessments, coordinates preventive maintenance schedules, and ensures accurate asset data that supports operational, financial, and compliance decision-making across the utility.

Pain Points:

Complex Multi-Level Asset Hierarchy Management: Managing the relationship between facilities (5 total), systems (3 active), networks (2 connected), and individual assets (12 total) requires manual coordination across multiple interfaces, leading to data inconsistencies and broken relationships in the asset hierarchy.
Disconnected Condition and Risk Assessment: Facility condition scores (82 - Good) and risk scores (65 - Medium) are assessed separately from individual asset conditions, missing opportunities to understand how component-level issues aggregate to system and facility-level risks.
Manual Asset Registration and Onboarding: The facility creation process requires extensive manual data entry across multiple screens (identification, location, operational parameters, financial data, documentation) without intelligent defaults or automated discovery capabilities.
Fragmented Preventive Maintenance Scheduling: PM schedules exist separately from asset condition monitoring and risk assessment, leading to maintenance activities that may not align with actual asset needs or facility-level priorities (e.g., Pipeline Integrity Inspection shows "Overdue" status).
Poor Integration Between Asset Registry and Operational Systems: Asset data captured in the registry doesn't automatically flow to work order management, compliance monitoring, or performance dashboards, requiring manual data synchronization and increasing the risk of operational decisions based on outdated asset information.

Core Problem:

Asset Managers need an intelligent, integrated facility and asset registry system that automatically maintains asset hierarchies, connects condition and risk assessments across all levels, streamlines asset onboarding through automation and discovery, and seamlessly integrates asset data with operational workflows to ensure accurate, real-time asset information supports all utility operations.

2. Who Are the Users Facing the Problem?

Primary User: Asset Manager (Facility & Asset Registry Focus)

Develops and maintains comprehensive asset registries and hierarchies
Oversees facility onboarding and asset discovery processes
Coordinates condition and risk assessments across facility, system, and asset levels
Integrates asset registry data with operational, maintenance, and compliance systems
Ensures asset data quality and completeness for decision-making across the utility

Access Requirements:

Full read/write access to facility and asset registry modules
Integration access to GIS systems for location-based asset management
Dashboard configuration for asset hierarchy visualization and condition monitoring
Advanced data management tools for bulk import/export and data validation

3. Jobs To Be Done

For Asset Manager: When I need to onboard new facilities and establish asset hierarchies, But I have complex multi-screen processes that require extensive manual data entry without intelligent automation or asset discovery capabilities, Help me provide streamlined facility registration with automated asset discovery, intelligent data prefilling, and integrated hierarchy creation, So that I can rapidly establish complete asset registries with accurate relationships and reduce onboarding time while ensuring data quality.

For Asset Manager: When I need to maintain accurate asset condition and risk assessments across facility, system, and individual asset levels, But I have disconnected assessment processes that don't show how component conditions aggregate to higher-level facility risks, Help me provide integrated condition assessment that automatically correlates individual asset health with system and facility-level risk scoring and performance metrics, So that I can understand true facility health and make informed maintenance and investment decisions based on comprehensive risk analysis.

For Asset Manager: When I need to coordinate preventive maintenance scheduling with asset condition and facility priorities, But I have separate PM scheduling that doesn't integrate with real-time asset condition monitoring or facility-level operational requirements, Help me provide intelligent maintenance scheduling that considers asset condition trends, facility risk scores, and operational constraints to optimize maintenance timing and resource allocation, So that I can ensure maintenance activities address the highest-priority asset needs while minimizing facility operational disruption.

For Asset Manager: When I need to ensure asset registry data seamlessly supports all operational workflows, But I have siloed asset data that requires manual synchronization with work orders, compliance monitoring, and performance management systems, Help me provide real-time asset data integration that automatically updates operational systems when asset information changes and feeds operational insights back into the asset registry, So that I can ensure operational decisions are always based on current asset information and asset records reflect actual operational experiences.

For Asset Manager: When I need to manage complex asset relationships and dependencies across facilities, systems, networks, and individual components, But I have fragmented asset management that makes it difficult to understand how failures or maintenance in one area impacts connected systems and overall facility performance, Help me provide comprehensive asset relationship mapping with impact analysis and dependency visualization, So that I can understand system interdependencies and make informed decisions about maintenance priorities and operational changes.

4. Solution

Intelligent Facility & Asset Registry Platform

1. Automated Asset Discovery and Onboarding

Smart facility creation wizard with intelligent data prefilling based on location and facility type
Automated asset discovery through IoT sensors, SCADA integration, and GIS mapping
Bulk asset import capabilities with automated validation and hierarchy establishment

2. Integrated Multi-Level Condition and Risk Assessment

Unified condition scoring that aggregates individual asset health to system and facility levels
Intelligent risk assessment that considers asset interdependencies and operational criticality
Automated condition trend analysis with predictive deterioration modeling

3. Intelligent Preventive Maintenance Integration

Condition-based maintenance scheduling that adapts to actual asset health and performance
Facility-level maintenance optimization that considers operational priorities and resource constraints
Automated PM schedule adjustments based on asset condition changes and risk assessments

4. Real-Time Asset Data Integration Hub

Seamless integration with work order management, compliance monitoring, and operational dashboards
Automated asset data synchronization across all utility systems
Real-time operational feedback integration that updates asset performance records

5. Comprehensive Asset Relationship Management

Visual asset hierarchy management with drag-and-drop relationship creation
Impact analysis tools that show how asset changes affect connected systems
Dependency mapping that supports informed maintenance and operational decision-making

6. Advanced Asset Analytics and Reporting

Performance benchmarking across similar assets and facilities
Asset lifecycle cost analysis with replacement optimization recommendations
Customizable asset dashboards for different management levels and operational needs

7. Mobile Asset Management

Field-accessible asset registry with offline capabilities for remote locations
Mobile asset condition updates with photo and video documentation
QR code and RFID integration for rapid asset identification and data access

5. Major Steps Involved

Facility Onboarding Flow:

Facility Creation Initiation: Access "Add New Facility" workflow from facilities registry
Intelligent Data Entry: Complete facility identification with auto-suggested facility types and naming conventions
Location Integration: Use integrated GIS mapping to set precise facility location with coordinate validation
Operational Parameters: Define capacity, service zones, and operational characteristics with template-based defaults
Financial Setup: Enter lifecycle cost data, budgets, and depreciation information
Documentation Management: Upload facility-wide documents with automated categorization and indexing
Asset Discovery: Initiate automated asset discovery process using connected systems and manual verification
Hierarchy Establishment: Review and approve suggested asset relationships and system connections
Validation and Activation: Complete facility setup with data quality validation and operational integration

Asset Condition and Risk Assessment Flow:

Multi-Level Assessment Planning: Schedule coordinated assessments across facility, system, and asset levels
Individual Asset Evaluation: Conduct detailed asset condition assessments using standardized criteria
System-Level Aggregation: Automatically calculate system condition scores based on component asset health
Facility Risk Analysis: Generate facility-level risk scores considering asset conditions, operational criticality, and interdependencies
Trend Analysis: Compare current assessments with historical data to identify deterioration patterns
Impact Assessment: Analyze how asset conditions affect facility performance and operational reliability
Maintenance Prioritization: Generate maintenance recommendations based on integrated condition and risk analysis
Stakeholder Communication: Distribute assessment results to relevant operational and management teams

Preventive Maintenance Coordination Flow:

Schedule Optimization Analysis: Review current PM schedules against asset condition data and facility priorities
Condition-Based Adjustments: Modify maintenance frequencies based on actual asset performance and degradation rates
Resource Allocation Planning: Coordinate maintenance scheduling with technician availability and operational constraints
Cross-System Coordination: Ensure maintenance activities consider asset interdependencies and minimize operational disruption
Work Order Integration: Generate and coordinate work orders that align with optimized maintenance schedules
Progress Monitoring: Track maintenance completion and effectiveness against asset condition improvements
Schedule Validation: Verify maintenance outcomes and adjust future scheduling based on results
Continuous Improvement: Update maintenance strategies based on asset performance and operational feedback

6. Flow Diagram

graph TD
    A[Asset Manager - Registry Login] --> B[Facility & Asset Dashboard]
    B --> C{New Facility or Existing Management?}
    
    C -->|New Facility| D[Facility Onboarding Flow]
    C -->|Existing Management| E[Asset Management Flow]
    
    D --> D1[Facility Creation Wizard]
    D1 --> D2[Location & GIS Integration]
    D2 --> D3[Operational Parameters Setup]
    D3 --> D4[Financial & Lifecycle Data]
    D4 --> D5[Automated Asset Discovery]
    D5 --> D6[Hierarchy Establishment]
    D6 --> F[Validation & Integration]
    
    E --> E1[Condition Assessment Planning]
    E1 --> E2[Multi-Level Assessment Execution]
    E2 --> E3[Risk Analysis & Aggregation]
    E3 --> E4[Maintenance Schedule Optimization]
    E4 --> G{Maintenance Actions Required?}
    
    G -->|Yes| H[Maintenance Coordination Flow]
    G -->|No| I[Monitoring & Reporting]
    
    H --> H1[Condition-Based Schedule Adjustments]
    H1 --> H2[Resource & Constraint Planning]
    H2 --> H3[Work Order Integration]
    H3 --> H4[Execution Monitoring]
    H4 --> H5[Outcome Validation]
    H5 --> F
    
    F --> J[Asset Data Synchronization]
    I --> K[Performance Analytics Generation]
    J --> L[Cross-System Integration]
    K --> L
    L --> M[Stakeholder Reporting]
    M --> N[Continuous Improvement Updates]
    N --> O[End Process]

7. Business Rules

Facility Registration Rules:

All new facilities must have validated geographic coordinates and service area definitions
Facility types must align with predefined utility infrastructure categories
Design capacity and operational parameters must be within realistic ranges for facility type
Financial data must include initial capital cost, useful life, and annual O&M budget projections

Asset Hierarchy Rules:

Every asset must be assigned to a specific system within a facility
Asset relationships must be validated to prevent circular dependencies
Condition scores must be within 0-100 range with standardized assessment criteria
Risk scores must consider both asset condition and operational criticality weighting

Condition Assessment Rules:

Facility-level scores must be calculated using weighted averages of constituent system scores
System-level scores must aggregate individual asset conditions using criticality-weighted formulas
Assessment frequency must be based on asset criticality, condition trends, and regulatory requirements
All assessments must include assessor identification and assessment date validation

Preventive Maintenance Integration Rules:

PM schedules must be adjusted when asset condition scores change by more than 10 points
Maintenance activities cannot be scheduled during critical operational periods without override approval
Schedule modifications must consider resource availability and technician skill requirements
Overdue maintenance items must trigger automatic escalation and prioritization protocols

Data Integration Rules:

Asset registry changes must propagate to connected operational systems within 30 minutes
Work order completion must update asset condition records and maintenance history
All asset data modifications must include audit trails with user identification and change justification
System integration failures must trigger backup data synchronization procedures

Error Handling:

Invalid facility location coordinates must prevent facility creation and suggest corrections
Asset relationship conflicts must be flagged during hierarchy establishment with resolution options
Failed condition assessments must retain previous scores with flagged validation status
Integration errors must maintain data consistency across systems with rollback capabilities

8. Sample Data

Facility Registry Sample:

Facility: Water Treatment Plant A (FAC-001)
Type: Water Treatment Plant
Location: North District (40.7128, -74.0060)
Capacity: 50/45.2 MLD (90% current utilization)
Systems: 3 active (Treatment, Distribution, Monitoring)
Networks: 2 connected (Primary Distribution, Secondary Supply)
Assets: 12 total (condition scores ranging 68-91)
Condition Score: 82 (Good) - Last assessed June 15, 2025
Risk Score: 65 (Medium) - Last assessed May 30, 2025

Asset Hierarchy Sample:

Facility: Water Treatment Plant A
├── System: Primary Clarifier System (Score: 45 - Poor)
│   ├── Asset: Pump P-102 Motor (Score: 30 - Poor)
│   ├── Asset: Clarifier Scraper Arm (Score: 35 - Poor)
│   └── Asset: Valve V-501 Actuator (Score: 40 - Poor)
├── System: Chlorine Disinfection System (Score: 88 - High Risk)
│   ├── Asset: Chlorine Injector #2 (Score: 95 - High Risk)
│   └── Asset: Main Electrical Breaker MB-1 (Score: 91 - High Risk)
└── System: Filtration Unit E (Score: 76 - Fair)
    └── Asset: Filter Assembly B2 (Score: 72 - Fair)

Preventive Maintenance Schedule Sample:

Schedule: Monthly Pump Inspection - Station 3 (PM-PUMP-001)
Type: Preventive Maintenance
Frequency: Monthly (24 runs completed, 5 assets covered)
Next Due: 2025-07-15
Last Completed: 2025-06-15
Progress: 3/5 Completed
Status: Active
Associated Assets: Main Pump Unit (AST-001), Backup systems
Condition Impact: Maintains pump performance above 85% efficiency

Activity Log Sample:

2024-06-28 14:30 - Service Order Creation
Created service order SO-001 for pump maintenance
User: John Smith
Impact: Scheduled preventive maintenance for main pump unit

2024-06-27 16:45 - Inspection Completion  
Completed routine inspection of filtration system
User: Sarah Johnson
Result: All parameters within acceptable ranges

2024-06-26 08:20 - Failure Report
Reported failure in control valve C3
User: System Alert
Action: Pressure drop detected, immediate attention required

9. Acceptance Criteria

The system must provide a streamlined facility creation wizard that reduces data entry time by 60% through intelligent defaults and automation.
The system must automatically discover and register assets within new facilities using IoT sensors, SCADA integration, and network scanning capabilities.
The system must maintain accurate asset hierarchies with automatic validation of relationships between facilities, systems, networks, and individual assets.
The system must aggregate individual asset condition scores into system and facility-level health metrics using configurable weighting algorithms.
The system must integrate preventive maintenance scheduling with real-time asset condition data to optimize maintenance timing and resource allocation.
The system must provide real-time synchronization of asset data across work order management, compliance monitoring, and operational dashboard systems.
The system must support bulk asset import and export capabilities with automated data validation and error reporting.
The system must provide comprehensive audit trails for all asset registry changes with user identification and change justification requirements.
The system must offer mobile access for field-based asset management with offline capabilities and automatic synchronization.
The system must integrate with GIS systems to provide accurate location-based asset management and geographic visualization capabilities.
The system must generate automated alerts when asset conditions change significantly or maintenance schedules become overdue.
The system must provide customizable asset dashboards with drill-down capabilities from facility to individual asset levels.
The system must support QR code and RFID integration for rapid asset identification and data access in field operations.
The system must maintain 99.9% uptime for asset registry operations with automatic backup and recovery capabilities.
The system must process asset condition updates and propagate changes to connected systems within 5 minutes.
The system must provide comprehensive asset relationship mapping with impact analysis for maintenance and operational planning.
The system must support multi-level user permissions with role-based access control for different asset management responsibilities.
The system must generate automated compliance reports that include asset condition data and maintenance history for regulatory submissions.
The system must provide asset lifecycle cost analysis with replacement timing recommendations based on condition trends and financial data.
The system must integrate with document management systems to associate technical documentation, warranties, and specifications with specific assets.

10. Process Changes

Current Process	New Process	Impact Analysis
From: Manual facility creation requiring multiple disconnected data entry screens with extensive documentation requirements To: Intelligent facility creation wizard with automated asset discovery, smart defaults, and integrated documentation management	Reduces facility onboarding time by 70% and improves data quality through automated validation and intelligent prefilling
From: Separate condition assessments for facilities, systems, and assets without integrated analysis To: Unified condition assessment that automatically aggregates asset health to system and facility levels with integrated risk analysis	Improves decision-making accuracy by 45% through comprehensive condition visibility and reduces assessment time by 50% through automated aggregation
From: Manual preventive maintenance scheduling based on fixed intervals without condition consideration To: Condition-based maintenance scheduling that adapts to actual asset health, facility priorities, and resource constraints	Optimizes maintenance effectiveness by 40% and reduces unnecessary maintenance by 30% through condition-driven scheduling
From: Siloed asset data requiring manual synchronization with operational systems To: Real-time asset data integration with automatic propagation to work orders, compliance monitoring, and performance dashboards	Eliminates data synchronization errors and improves operational decision-making by 35% through real-time asset information access
From: Complex asset hierarchy management with manual relationship maintenance To: Automated asset relationship mapping with intelligent hierarchy validation and impact analysis capabilities	Reduces hierarchy maintenance time by 60% and improves asset relationship accuracy through automated validation and conflict detection
From: Paper-based or disconnected field asset management requiring office data entry To: Mobile asset management with offline capabilities, QR code integration, and automatic synchronization	Improves field productivity by 50% and reduces data entry errors by 80% through direct field data capture and validation

11. Impact from Solving This Problem

Metric Category	Improvement	Description
Asset Onboarding Efficiency	70% reduction in facility creation time	Intelligent wizards and automated discovery streamline new facility and asset registration processes
Data Quality and Accuracy	85% improvement in asset data completeness	Automated validation and integration eliminate manual data entry errors and ensure consistent information
Condition Assessment Effectiveness	50% faster multi-level condition analysis	Integrated assessment workflows and automated aggregation accelerate facility health evaluation
Maintenance Optimization	40% improvement in maintenance effectiveness	Condition-based scheduling and integrated planning optimize resource allocation and asset performance
Operational Decision Speed	60% faster asset-related decision making	Real-time asset data integration and comprehensive dashboards accelerate informed decision-making
Cross-System Integration	90% reduction in data synchronization errors	Automated asset data propagation eliminates manual coordination and ensures consistent information
Field Productivity	50% improvement in field asset management	Mobile capabilities and automated workflows enhance field team efficiency and data accuracy
Asset Relationship Management	65% improvement in hierarchy maintenance accuracy	Automated relationship validation and impact analysis ensure accurate asset interdependency management

12. User Behavior Tracking

Asset Manager (Facility & Asset Registry Focus) Tracking Plan:

Event Category	Specific Events	Properties Tracked	Key Questions Answered
Facility Onboarding	Facility creation wizard usage, Asset discovery success rates, Hierarchy establishment completion	Creation time, Automation utilization, Data quality scores	How effectively is the streamlined onboarding process reducing registration time and improving data quality?
Asset Hierarchy Management	Relationship creation/modification, Hierarchy validation, Impact analysis usage	Relationship complexity, Validation success, Analysis frequency	How well is automated relationship management maintaining accurate asset hierarchies?
Condition Assessment Integration	Multi-level assessment execution, Score aggregation accuracy, Trend analysis usage	Assessment frequency, Aggregation performance, Decision impact	Are integrated condition assessments improving facility health visibility and decision-making?
Maintenance Schedule Optimization	Condition-based adjustments, Schedule modifications, Resource coordination	Optimization frequency, Schedule adherence, Resource efficiency	How effectively is intelligent scheduling improving maintenance outcomes and resource utilization?
Asset Data Integration	Cross-system synchronization, Real-time updates, Integration performance	Sync success rates, Update latency, System utilization	Is real-time asset data integration eliminating synchronization issues and improving operational visibility?
Mobile Asset Management	Field data entry, Offline usage, QR code scanning	Mobile utilization, Offline performance, Field productivity	How well are mobile capabilities improving field asset management efficiency and data accuracy?
Performance Analytics	Dashboard usage, Report generation, Benchmarking analysis	Analytics frequency, Report types, Decision correlation	Are comprehensive asset analytics providing valuable insights for strategic asset management decisions?

Key Insights from Tracking:

Onboarding Efficiency: Measuring facility creation time and automation utilization shows streamlining effectiveness
Data Quality Impact: Tracking validation success and completeness rates demonstrates data improvement value
Condition Assessment Value: Monitoring aggregation accuracy and decision impact indicates assessment integration success
Maintenance Optimization: Measuring schedule adherence and resource efficiency shows intelligent scheduling benefits
Integration Effectiveness: Tracking synchronization success and update performance validates real-time integration value
Mobile Productivity: Monitoring field usage and offline performance demonstrates mobile capability impact on operations