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«ii Contents 1 OVERVIEW 1.1 ABOUT THIS GUIDE 1.2 WHAT IS CUPSS? 1.3 HOW WILL THIS GUIDE HELP TRAINERS? 2 Public Relations 2.1 PROMOTION STRATEGIES ...»

-- [ Page 1 ] --

A Guide for New

CUPSS Trainers

Office of Water (4606M)

EPA 816-R-12-007

May 2012

www.epa.gov/safewater

ii

Contents

1 OVERVIEW

1.1 ABOUT THIS GUIDE

1.2 WHAT IS CUPSS?

1.3 HOW WILL THIS GUIDE HELP TRAINERS?

2 Public Relations

2.1 PROMOTION STRATEGIES

What Are The Trainer’s Goals And Objectives?

Who Is The Target Audience?

Sending the Right Message

Resources for CUPSS Training

How To Evaluate Success?

3 Training Preparation

3.1 PREPLANNING FOR THE COURSE: CHECKLIST

3.2 TRAINING LOGISTICS

Coordination

Location

Promotion Materials

Presentation Handouts

Evaluation

3.3 “GETTING READY FOR CUPSS” TRAINING

4 Training Activities

4.1 MY TRAINING

4.2 SET-UP MY CUPSS

4.3 MY INVENTORY

4.4 MY O&M

4.5 MY FINANCES

4.6 MY CHECK UP

4.7 MY CUPSS PLAN

Appendix A. Additional Resources

Appendix B. Glossary

Appendix C. Readiness Checklist

Appendix D. Evaluation

–  –  –

While this training guide primarily focuses on CUPSS, it can also complement many of the activities that should be conducted to promote asset management locally and around the country. EPA has developed a series of Simple Tools for Effective Performance (STEP) Guides, referenced in Appendix B, which provides much of the content that is used in CUPSS and could also be used to promote the development of effective asset management plans for small utilities.

1.2 WHAT IS CUPSS?

EPA developed CUPSS as a user-friendly desktop application to promote the integration of asset management activities into utility practices.

CUPSS leads users through a series of modules to collect information on the utility’s assets, operation and maintenance activities and financial status to produce a prioritized asset inventory, financial reports and a customized asset management plan.

–  –  –

1.3 HOW WILL THIS GUIDE HELP TRAINERS?

This trainer’s guide and associated training materials have been developed for potential CUPSS trainers. The goals of this guide are to Educate future trainers on possible marketing strategies and techniques to gain buy-in from decision makers and stakeholders on the adoption of asset management and the use of CUPSS.

Provide examples and case studies of successful asset management implementation.

Educate future trainers on the key features and benefits of asset management and CUPSS to potential users.

Walk future trainers through activities to include in training events.

2 Public Relations

–  –  –

WHAT ARE THE TRAINER’S GOALS AND OBJECTIVES?

The goal is to show that CUPSS is easy to use and will help utility managers successfully

administer a utility’s assets. The following objectives will help with promoting CUPSS:

1. Conduct training and give demonstrations of CUPSS

2. Distribute electronic and hard-copy marketing materials that can be used to educate users on the availability of the tool

3. Publicize the availability of CUPSS through articles, e-mails, electronic distribution lists, conferences and newsletters

4. Conduct train-the-trainer workshops with state and local staff, to enable them to promote the tool

WHO IS THE TARGET AUDIENCE?

There are several audiences that should be targeted for successful

adoption of CUPSS. These include the following:

Users (small drinking water and wastewater utility owners and operators) Local decision makers (utility districts, town council members, mayors and other local government officials) Promoters (regulatory agencies, funding agencies and public utility commissions) Other trainers (state field staff, technical assistance providers and consultants)

–  –  –

Trainers Trainers provide various skill sets needed for asset management, such as technical expertise, training and marketing support for CUPSS. Trainers, including state staff and technical assistance providers, are a key communication gateway and primary resource for small utilities trying to adopt or learn about asset management. It is essential that other trainers are aware of CUPSS and its uses for drinking and wastewater utilities.

The role of the trainer in the marketing of CUPSS is not only to train users, but also to train future trainers to help broaden the use of CUPSS for communities around the country.

Local Decision Makers These stakeholders provide funding and support for the long-term sustainability of CUPSS within their community. The decision makers see the direct benefit of CUPSS through the financial savings to their community and improved quality of service from the utilities. In addition, these groups also are a key communication gateway to states and other local agencies on the success of CUPSS. They must understand the benefits of CUPSS. Trainers should try to seek the support and influence of local decision makers to help implement and sustain asset management and CUPSS.





Promoters The support of CUPSS and asset management involves stakeholders at the state level.

These stakeholders often can reach a very broad audience at a high level within the state and local governments to help strengthen the sustainability of CUPSS. When marketing to this group, trainers will need to demonstrate the many benefits for the utilities’ adoption of CUPSS, such as addressing water security issues in small communities within their state or district, improving water delivery to rural communities or improved crisis management and response.

SENDING THE RIGHT MESSAGE

The following are some sample messages that can be used to help promote the availability and implementation of CUPSS.

–  –  –

Trainers For informing other instructors, trainers should demonstrate how CUPSS-related support material can aid in their overall training practice and how they can train communities in creating sustainable water systems.

EPA developed CUPSS in response to a clear need from communities and trainers to consolidate and package asset management materials in an easy-touse, clear and updated fashion.

Check out EPA’s recently developed CUPSS Package to help utilities develop effective asset management plans.

Promoters and Local Decision Makers Trainers should target community leaders to demonstrate the benefits of CUPSS to the community water systems. Trainers should discuss the concept of asset management and potential savings that can arise from carefully managing the utility.

CUPSS helps small systems to efficiently manage their assets and finances to save time and money.

CUPSS helps improve community reactions to a crisis, while reducing response time.

RESOURCES FOR CUPSS TRAINING

This section outlines the various distribution methods through which CUPSS can be marketed. Three primary formats will be used to distribute the messages: (1) printed materials, (2) electronic means, and (3) presentations, including training and demonstrations. A combination of formats can be used for each of the target audiences described above. The proposed materials developed to support CUPSS are tailored to each audience group. To increase the exposure of CUPSS, a series of train-the-trainer workshops are recommended to include decision makers, trainers not familiar with CUPSS and users. Each of the trainees will receive presentation materials that they can adapt to their needs.

“CUPSS and Us” Promotional PowerPoint Presentation The “CUPSS and Us” presentation has been developed to assist in gaining the buy-in from decision makers and users. This presentation provides detailed information demonstrating the need for the tool and the benefits of using asset management for not only the utility and utility’s management, but also the community at large.

Recommended Distribution Mechanism This presentation can be delivered in a traditional town hall meeting; the audience will not need personal work stations. The presentation is included on the CUPSS CD.

“Asset Management 101” Training Presentation The “Asset Management 101” presentation highlights the basics of asset management, with a small systems focus. This training presentation provides information on the resources to use for managing assets at small utilities and is consistent with the CUPSS approach to asset management. This presentation is geared toward CUPSS trainers and other stakeholders.

Recommended Distribution Mechanism This presentation will be presented as an EPA-sponsored Webcast, and the presentation can also be used in traditional training sessions. Participants will not need personal work stations for this training. The presentation is available on the CUPSS training website (www.epa.gov/cupss/resources.htm#trainers).

CUPSS Training Presentations The short version of the CUPSS Training presentation (approximately 2 hours) includes an introduction to each CUPSS module and explains the key functions of each module through a brief walk-through of the CUPSS tool.

The long version of the CUPSS Training presentation (approximately 6 hours) covers information found in the CUPSS Users Guide. Future CUPSS trainers can use this presentation for in-person training with CUPSS users. Exercises are included to train participants how to use each module within CUPSS.

Recommended Distribution Mechanism This presentation will be presented as an EPA-sponsored Webcast, and the presentation can also be used in traditional training sessions.

Short version: Participants will not need personal work stations for this training.

Long version: Participants will need personal work stations for this training.

These presentations are included on the CUPSS training website (www.epa.gov/cupss/resources.htm#trainers).

CUPSS EPA Web site This Web site is designed for CUPSS users, trainers and all others involved with small drinking water or wastewater utilities. Information is provided on downloading or ordering the CUPSS software as well as guidance materials and training events related to CUPSS and asset management.

Recommended Distribution MechanismThis Web site is at: http://www.epa.gov/cupss

HOW TO EVALUATE SUCCESS?

An evaluation component should be incorporated into all trainings to measure the effectiveness of the materials and distribution approaches so that changes can be made throughout the marketing effort to maximize its usefulness. The results of these evaluations can be used by organizations to justify additional internal resources to continue promoting CUPSS.

They can also be used to promote CUPSS’s usability and ease of use—as more utilities are using CUPSS, it should alleviate intimidation that others might have with using the tool. Several

measures of success include:

Number of people receiving/requesting the CD and associated information about CUPSS Number of requests for more information on CUPSS Number of requests by organizations to make a presentation or conduct training on CUPSS Number of presentations made and number of people reached in the presentations Number of utilities that use CUPSS to develop their Asset Management Plans Number of systems that change their management practices as a result of CUPSS Why Use Asset Management?

A Utility Success Story “Some of the most compelling information we have regarding cost and rate benefits of asset management is through comparison of the projections we had prior to implementation of asset management in 2002 to the actual costs and rates since then.

Utility rates have been reduced in comparison to earlier planned levels. In 2002 – before implementation of asset management – we projected 2004, 2007, and 2010 rates in our four lines of business, then predicted them again in 2004. In those years, we see a reduction of between $6 and $13 per household for combined rates for each of the prediction years.

The actuals for the 2003/2004 operations and maintenance budget were about 6% lower than the 2002 projection. There has also been an 18% reduction in the capital budget – comparing the 2002 prediction for our combined (WF, DWF, SWF) capital budget in 2005 and 2006, to the actuals for those years.

Staffing, as measured by regular, temporary, and contract employees was reduced by about 8%.

We’ve also been able to increase our cash contribution to the capital budget. For the water fund, our cash contribution was about 19% in 2003, and we project it to be 22% in 2005. For the drainage and wastewater fund, the cash contribution was 5% in 2003 and we project it to be 15% in 2005. For the solid waste fund, it was 6% in 2003 and we project it to be 30% in 2005.” 3 Training Preparation

–  –  –

3.1 PREPLANNING FOR THE COURSE: CHECKLIST

Before beginning the training preparation process, it is important for trainers to complete the attached checklist (see Appendix D) highlighting important, required steps.

These steps will ensure that the training will accurately target the selected audience and will provide the audience with enough educational information that they can then present to their larger base communities.

3.2 TRAINING LOGISTICS

COORDINATION

Preparation requires all trainers to identify the target audience, their technical abilities and possible training locations during the planning process. Effective coordination first requires all trainers to identify a point of contact (POC) in the targeted utility or locality. The identified POC can help secure an audience, manage training registration and secure a training location.

LOCATION Once the target audience is identified, an appropriate training location must be found.



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