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Water Manager 2.0 Simulation Game: Chairman manual Short Course Benchmarking for Improved Water Utility Performance Document Management System Name document File name Date altered Description of the document contents Type of document Processes Team Notes Version Control Version 0.1 Date Author Description 1 1.1 Water Utility Simulation Role Play Management Software Introduction WATER MANAGER is a multi-player simulation game for capacity building programs. This simulation game reflects the influence of the decisions taken by different managers in the long term performance of an actual water utility company. This performance is evaluated based of key performance indicators which reflect the actual state of the simulated water utility company of the city of Xai-Xai in Mozambique. The decisions have different influence on the different KPI’s in terms of operational, financial and commercial performance, which are calculated based on decisions taken per turn. Each turn is reflected in values of decision taken per year. The game is completed after 10 years. 1.2 What is the goal of the game? The main goal of the game is to try to manage the utility company to be as profitable as possible during the 10 years of simulation without decreasing the quality of the service in terms of Commercial, Financial and Operational performance. The different decisions have multiple different influences over each KPI’s which gives the opportunity to the players to develop negotiation skills based on the trade-off internal policies that will occur based on the scope of each manager. This means that there is not one single objective of the game as different scenarios can be achieved depending on the importance that each manager gives to the different KPI chosen to improve. For bench marking purposes, plausible scenarios where calculated and given to the players in order to have an idea of the trends that can be achieved based on different management objectives. These scenarios are: Business as usual 1.3 Optimal operational performance Optimal financial performance Optimal commercial performance What are decision variables? The game calculates the different KPI’s based on the theoretical definitions to evaluate the utility company performance. These definitions are calculated in terms of monetary costs and investments that are calculated with fixed unitary prices for each of the possible given decisions. The possible decisions to be taken yearly are classified into 5 main categories. Each of the categories contains several decisions which are going to be explained next: 1.3.1 Financial Decisions: Financial decisions are the ones that define the revenue for the utility company as they involve the tariffs and fees charged and given to the users which also have to be affordable to the population. 1.1. Subsidize (Connection fee): This decision reflects how much of the total new connection cost, is the utility company whiling to assume as a cost in order to encourage new users to connect to the system. This decision is estimated as a percentage of the total connection cost which for this particular case study is 150 USD per domestic connection. 1.2. In-house Connection Tariff: The in-house connection tariff is decided by the manager as the price charged to the domestic user per cubic meter treated and metered per each individual connection. This tariff has to be decided for each year and is NOT possible to play a single round without being defined its value for a particular year. For the Xai-Xai case study is given an initial value of 0.27 USD per cubic meter. 1.3. Standpipe Tariff: Standpipes are common supply structures installed in places where the users can have access to water despite the fact of not being connected to the system. For Xai-Xai case study is assumed that this structures are managed by the utility company and the initial cost charged to the users is 0.27 USD per cubic meter as well. 1.4. Un-metered tariff: A common practice in water management in several places in the world is to have unmetered connections. This practice consists in charging a flat tariff per connection despite of the monthly consumption. For Xai-Xai case study an initial value of 57.4 USD per connection per year. NOTE: In order to play each round, all 4 tariffs have to be defined as positive values without any exception. 2. Infrastructural decisions These decisions are the ones related to the improvement of the system from its initial state in terms of tangible assets. This kind of decisions will improve the system efficiency and quality but they also need maintenance as they deteriorate in a yearly basis. They also represent additional investments that will affect the loan initial budget and if managed in non efficient way, might lead the utility company to bank-ruptcy. 2.1. Additional StandPipe: One of the alternatives as a manager in order to increase the coverage and try to fulfill the increasing yearly demand is to install additional standpipes in the system. Even doe is a good solution from the coverage point of view; it also involves high costs of installation and operation. Also is important to take into account that the system has a constrain capacity of installed Standpipes. Is only possible to install one of these structures per 1 Km on linear network. For the Xai-Xai case study is estimated a unitary cost of 10,000 USD per standpipe without considering the additional kilometer of linear supply network if required. 2.2. Additional Network: The system capacity to deliver the service is given by the size and actual state of the pipe pressurized network. As the population increases yearly the system has to be expanded and the manager has to make the decision of investing in the installation of new network. The unitary cost of the pipe is 22,700 USD per kilometer which includes excavation, disinfection and leakage testing. 2.3. Additional Water Treatment Capacity: The availability of the resource is constrained by the water utility treatment capacity as the water has to be delivered with certain quality standards. These standards are achieved by investing in treatment facilities such as water treatment plants. For the game this decision is taken as treatment volume capacity. Said in other words, is how much is invested in treatment capacity in order to be able to treat an additional cubic meter of water. For Xai-Xai case study is assumed that the cost of investment for water treatment capacity is 0.33 USD for each additional cubic meter produced per year. Is good to take into account that this infrastructure is also deteriorated in time and is also depreciated in its asset value. 2.4. Additional Water Resources Abstracted: The utility company produces the treated volume from natural sources which are property of the state. This means that every cubic meter abstracted from wells or superficial sources has to be paid to the environmental authority. The abstraction for Xai-Xai case has a given value of 0.11 USD per cubic meter. Is important to invest in resource abstraction as the population increase yearly and so is the total volume demand. 2.5. Additional Meters Installation: In order to charge for exact consumption and internal volume budget track the utility company has to install as many meters as required in order to improve the production efficiency. Metering also will reduce the number of illegal connections and in this way the produced volume can be reduced while maintaining the service continuity. The unitary cost per new installed meter is 150 USD. 3. Human Resources decisions (AFFECT KPIS BASED ON THE NUMBER OF WORKING STAFF) The performance of the water utility depends on the staff working in it and each of the hired personnel will have certain influence in different aspects calculated for estimating the yearly KPI’s. Also the utility cannot be over populated as the salaries of the staff will increase the cost of operation. The game also gives the possibility to the player to fire staff but it will be reflected in an additional cost for the next year once the decision is taken. Staff of Xai-Xai Utility (2008) Departments Number of Staff Directors 5 Managers Financial 6 Operational 7 Commercial (Consumer mgt.) 7 Operational Staff Financial 20 Operational 20 Commercial (Consumer mgt.) Bill Collectors Costumer Services Employees Total Employees 28 8 2 103 3.1. Additional Director: This kind of staff are in charge of …... For this case study the director’s yearly salary is 12,000 USD. 3.2. Additional Manager: This kind of staff are in charge of …... For this case study the Manager’s yearly salary is 6,000 USD. 3.3. Additional Workers: This kind of staff are in charge of …... For this case study the Worker’s yearly salary is 1200 USD. 3.4. Additional Bill Collectors: This kind of staff goes directly to the connection point and collects the monthly payments of the service. One of the key performance indicators is the collection efficiency which is directly affected by this type of staff. …... For this case study the Bill Collector’s yearly salary is 1200 USD. 3.5. Additional Costumer Services Employees: This kind of staff is in charge of solving customer problems related to the service. They improve the quality of the service and their presence influences customers to pay on time …... For this case study the Consume Service Employee’s yearly salary is 1200 USD. 4. Maintenance decisions The utility works based on the ability to deliver the service in a continuous way while achieving the quality standards demanded by the environmental authorities. In order to deliver the service, infrastructure is acquired and the system is expanded based on the yearly demographic increment. This also means that some of the infrastructure begins to deteriorate with time and maintenance is required in order to continue delivering the service in acceptable quality standards. Fr this reason the managers are obliged to invest in maintaining the system in order to be able to operate the utility in a proper way. 4.1. Rehabilitated Network: For the Xai-Xai case study is estimated that the network needs to be completely rehabilitated after 5 years of being laid. If the system is not maintained, physical losses and water quality issues will increase and the will reflect a poor operational performance. The game will convert the number of rehabilitated old network linear kilometers and will consider them like new for calculating the different KPI’s. Rehabilitating the network is almost as expensive as laying down new network in the sense that is almost the same work that has to be done. For Xai-Xai a cost of 20,000 USD is estimated for each linear rehabilitated kilometer.. 4.2. Treatment Maintenance: The water treatment infrastructure has to be maintained in order to achieve the water quality standards. The estimated cost of maintenance per cubic meter for Xai-Xai is estimated in 0.012 USD. 4.3. Resources Maintenance: The natural sources have to be maintained in order to be able to exploit them in the long term. Procedures such as aquifer recharge , reforestation and pumping stations maintenance are required but all of them are estimated based on the cost to maintain one cubic meter of non treated abstracted water. For Xai-Xai case study is estimated a value of 0.0038 USD per cubic meter. 4.4. Meter Calibration Program: One of the main concerns of an operational manager is to be able to estimate how much water is flowing through the system before the decision making process. The water budget will determine if additional investment is required and will also increase the efficiency of the system without doing any additional expansion of the system. The meter calibration program is oriented to reduce the amount of water that is lost in the system which means that if the volume loss is too high it can be cheaper to change old meters than to treat additional volume of the resource. For this case study the program is estimated in a unitary cost per existent meter of 10 USD. 4.5. Leakage Reduction Program: Besides maintaining and rehabilitating the system, it is important to reduce the physical volume loss by implementing leakage reduction programs in order to make the system more efficient. This programs are developed by the utility company, by identifying zones that might have a higher risk of leakage due to factors such as pipe age, pressure sudden increase and geotechnical foundation instabilities. For this case study the leakage programs where estimated for linear existent network and the unitary cost is 1000 USD per kilometer. 5. Capacity development decisions: 5.1. Additional Leakage Trainees: In order to implement the leakage detection program is important to train staff as this kind of procedures are changing day by day according to the advance of the state of the art. For the simulator it influences the operation an maintenance efficiency and the physical losses efficiency as well. It’s defined for this case study that trainees have a cost of 600 USD per employee for each year and the decision is made by choosing the number of workers to be trained. 5.2. Additional Consumer Management trainees: This type of staff will try to sell services to consumers in order to encourage them to connect to the systems. It has also a direct influence in the operation a maintenance and the physical losses efficiency factors. For the case of Xai-Xai the unitary cost for training the personnel is for this staff is 500 USD per employee for each year and the decision is made by choosing the number of workers to be trained. 5.3. Additional Office, hard and software, technology, etc …: The operational efficiency of a utility can be also affected by the lack of implementation of technology systems and better working environments for the staff. These kinds of investment have a direct influence in the operation a maintenance and the physical losses efficiency factors as well. The decision is made by selecting the number of “Packages” that might include software, hardware, furniture and communication systems. The unitary cost per package for this case study is 1000 USD per package per year. 5.4. Standard Operation Procedures (Operation): This decision consists in implementing order procedures for the different “Operational” tasks in order to make them efficient and organized. These kinds of protocols also give the company the opportunity to be certified by different quality institutions as their main goal is to improve the service to higher standards. This decision influences operation and maintenance and the physical losses efficiency factors. 5.5. Standard Operation Procedures (Financial): This decision consists in implementing order procedures for the different “Fincancial” tasks in order to make them efficient and organized. These kinds of protocols also give the company the opportunity to be certified by different quality institutions as their main goal is to improve the service to higher standards. This decision influences operation and maintenance and the physical losses efficiency factors. 5.6. Standard Operation Procedures (Commercial) This decision consists in implementing order procedures for the different “Comercial” tasks in order to make them efficient and organized. These kinds of protocols also give the company the opportunity to be certified by different quality institutions as their main goal is to improve the service to higher standards. This decision influences operation and maintenance and the physical losses efficiency factors. 6. Non Paying Customer Disconnection Program: The illegal connections are one of the biggest problems for managers as the decision of disconnecting them might have several positive and negative consequences. On one hand, the disconnection program will improve the efficiency of the system in terms of operational performance as there will be no need to produce such a high amount of water as for the actual state. This will also give the opportunity for the utility to connect new users to the system and increase the yearly total income. On the other hand, this kind of programs affect the peoples willingness to pay of the already legal users. For this case study the decision consists on on choosing between implementing the campaign or not at it will affect the number of illegal connections for that particular turn which at the same time will change the water balance and the efficiency factors. 7. Awareness campaign: NEEDS TO BE DEFINED THE INFLUENCE IN WICH EQUATIONS 1.4 1.5 Which are the main assumptions for this Xai-Xai case study? Yearly inflation rate is constant during the 10 turns and is estimated for Xai-Xai as 3% per year. Per each In-house metered connection a total of 8 people are served. Per each Standpipe metered connection a total of 250 people are served. Both In-house and Standpipe connection serves a volume 10.85 m3 per month. Non metered estimated connections serve a volume of 17.2 m 3 per month. Any installed kilometer of network becomes old network after 5 years which require a higher investment in maintenance. After investing in maintenance the program selects the old network and turns it in to new network for the next turn if possible. The water treatment capacity and the resource availability are mutually restrictive as the utility cannot deliver water that is not treated and cannot treat more water than the available in the sources even if it has a higher capacity. Once new meters are installed, the non metered connections are reduced in the same rate. For each staff member fired form the utility company a compensation of 6 months of salary has to be paid and will be considered as a cost for the year after the decision was taken. Staff salaries remain constant in time and are not affected by the inflation rate. For treatment infrastructure, the deterioration period is longer and for this reason it was not considered in the game. This means that there is not such a concept as old and new treatment facilities. Initial Values for Xai-Xai case study The case study is developed based on real values collected in Mozambique in the year 2008. These values are presented in the next tables and are divided between National, Regional and Local. (National) Mozambique (2008) Population (2009 est.) 20.26 Million Life expectancy Population growth rate (2010 est.) 41.1 Years 1.8 % Urban population 7 Million GDP per capita (2008 est.) 956 US$ Inflation Annual Rate (2008 est.) Mortality rate of children under five Literacy rate 3% 158/1000 47.8 % (Local) Initial Xai-Xai Facts (2008) Unit No. of Inhabitants No. of total legal connections Item Population Connections Unitary Consumption m3 per connection Total Billed Consumption GDP m3 billed by the utility US$ per capita Tariff (2009) Min. Tariff (2009) US$ per m3 US$ per month Produced Volume m3/year 2749889 Resource Volume m3/year 2746406 Treatment Capacity Assets value Network Size Number Of Meters Number of Stand Pipes m3/year 2749889 5000000 90 2935 65 Indicators 1.6 Value 116400 7732 US$ km No. No. 14.8 1374944 956 0.27 2.67 (Local )Initial state Utility Indicators (2008) Unit Value Staff Satisfaction Scale 1-10 6.5 Working Ratio Ratio 1.1 O&M In-efficiency Factor Ratio 1.3 Full recovery ratio Ratio 0.7 Cash ratio Ratio 0.2 Commercial water losses % of water produced 0.1 Customer complaints Number 2600 Affordability of tariffs % of GDP 0.05 Awareness to pay % 0.7 Collection efficiency % of bills collected 0.85 Physical water losses % of water produced 0.4 Physical water Inefficiency Factor System decay from lack of maintenance and SOP’s 1.4 Continuity Hours of service per day 17 Water quality % of samples adhering to set standards 0.7 Coverage % of the total population 0.67 Meter Error % in the consumption metering 0.04 Illegal Connections % of illegal connections based on legal 0.05 Own Consumption % for production own consumption 0.01 Button Functions 7.1. Play Game Button: This is the first button that appears in the screen and the main objective of this one is to ensure that every time the game is played for the first time, all the decisions that might have being stored from previous games are deleted and the game starts from scratch. 7.2. Play Turn Button: This button is located on the top corner of the yearly decision tab and is used to send the message to the simulator to calculate all indicators for the actual round. For each round or turn, the heading will change indicating which year is being played. After this button is clicked, the previous decisions are stored and locked and cannot be changed until the end of the game. 7.3. Financial KPI: This button will send the user to the tab where the financial key performance indicators are plotted. In this tab there is also a button that will send back the user to the “Yearly Decision” tab. 7.5. Operational KPI: This button will send the user to the tab where the operational key performance indicators are plotted. In this tab there is also a button that will send back the user to the “Yearly Decision” tab. 7.4. Commercial KPI: This button will send the user to the tab where the commercial key performance indicators are plotted. In this tab there is also a button that will send back the user to the “Yearly Decision” tab. 7.6. Decision Costs: This button will open a new tab where the cost of each decision taken by each round is estimated in dollars. This tab only informs the value of the decision taken and not the overall cost which includes the fixed operational costs, asset depreciation , etc… 7.7. Financial State: This button will take the user to a new tab where the total cost and income are shown , and the utilization of the initial loan as well. 7.8. Water Balance: This button will open the bar graph that shows the bar plot of the water balance for Xai-Xai utility. This balance consists in the amounts of water produced, lost and supplied. In this tab there is also a button that will send back the user to the “Yearly Decision” tab. 7.9. Yearly Costs: This button will take the user to the yearly costs tab which shows how the decisions are translated in terms of money by multiplying them with their unitary costs. In this tab there is also a button that will send back the user to the “Yearly Decision” tab. 7.10. Map Of Xai-Xai: This map shows the area of influence and for future software improvements might be useful to reflect the decisions graphically. 7.11. Save Results: This button will allow the user to create a text file that contains the results which can be used afterward for the benchmarking analysis. 7.12. Benchmarking: This button will allow the user to load several result saved files in order to compare the performance on the different KPI’s . 7.13. Reset Game: This button will reset all the decisions and restart the game. Before executing all the resting procedure, a message box will appear in order to confirm the user decision. 1.7 Decision KPI influence trees 1.8 Simulation equations for KPI estimation LOAN: 2,000,000 U$D Loann (U $D) Loann1 Incometotal n Costtotaln Connections: 7,732 (initial Value) Connections ( Networkactual ) * 7732connections 90Kmpipe Stand Pipes: 65 (Initial Value) – Decision No. Meters: 2935 (Initial Value) Population: 116,400 inhab. (Initial Value) Population n ( Inhab.) ( Population n1 ) *1.03 GDP: 935. (Initial Value) GDPn1 ( Inhab.) (GDPn ) *1.03anual _ inlfation Population Served: 77,586 inhab. (Initial Value) Populationserved ( Inhab.) ( No.Connections Domestic ) * 8inhab. 250inhab. ( No.ConnectionS tan dPipe ) * Connection Conection Illegal Connections: 5% of total Connections (387) No.Connections illegal (0.2246 * Tariff 0.0118) * 0.4 (0.09 * %Subs 0.0983) * 0.4 ( Disconect ?) * 0.2 * 0.1 Network Size: 90 Km (Initial Value) Network Actual (km) n Network(km) n1 Networkadditional(km) n Vol. Produced: 2,746,406 m3 /year (Initial Value) If (Vol_Available) >( Vol_treated) ---------> (Vol_treated ) Vol. Resource Available: 2,746,406 m3 /year (Initial Value) Vol _ Availablen ( Else (Vol_Available) m3 ) Vol _ Abstractedn1 Additional _ Vol n Year Initial Vol. Lost: 1,373,203 m3 /year (Initial Value) m3 Vollostini ( ) Vol Pr oduced * (% Losses Physical n1 % LossesComercial n1 ) Year Vol. Supplied: 1,373,203 m3 /year (Initial Value) Volsup plied ( m3 ) Vol produced Vollost Year Full Recovery Cost Ratio: 0.85 (Initial Value) F .R.C.R Total Income: 389,549 U$D/year (Initial Value) Incometotal ( U $D U $D ) Consumption( m3 ) Con.type * Tariff ( 3 ) * Efficiencycollection year m Demand: 2,556,144 m3 / year (Initial Value) Vol demanded ( Incometotal Cost total m3 m3 m3 m3 ) ( No.Connectionsmetered *10.85 No.ConnectionsStdPipe * 70 No.Connectionsunmetered *16.26 ) *12months Year month month month Collection Efficiency : 0.85 (Initial Value) Effi.Col metered (0.028 ( 0.464 * Ln( Affordability ) 0.8554) willingnes s ) * Efficiencygain 2 2 Efficiency gain 0.5 * (1.005 3.168e No .Connections 1.476 ) No . BollCollectors ) 0.5 * ( 0.882 * Ln(Total _ InvestmentSOP's ) 6.04) No.Connections Collection efiiciency for standpipes and un-metered connections are constant and assumed as 100% Total Cost: 457,939 U$D/year (Initial Value) Cost total ( ( 93431.7 U $D ) Staffcos t InfraestructureInvestment Cost O&M year Staff Cost: 273,600 U$D/year Cost staff ( U $D U $D U $D U $D ) Directors *12000 Managers * 6000 (Wor ker s BillCollec tors C.S .Employees) *1200 Personel Fired year year year year Personel fired ( U $D U $D U $D U $D ) ( Directors fired *12000 Managers fired * 6000 (Wor ker s BillCollec tors C.S .Employees) fired *1200 ) * 0.5 year year year year Total Infrastructure Investment: Infrestructureinvestment ( U $D ) Inv. Distribution Inv.Pr oduction Inv.Re sources Inv s tan Pipes Inv.Meters year Total Operation & Maintenance: 184,209 U$D/year (Initial Value) Cost o&m ( U $D ) ( Distributi onO&M Re sources O&M Pr oductionO&M ) * InefficiencyO&M year If there is not any investment for that round in operation and maintenance, the program automatically calculates the initial value of total O&M affected by the inflation rate powered by the number of passed years until the actual round. InefficiencyO&M InefficiencyO&M n 1 0,05 0.4 Inv.Har&Software / 20 Inv.SOP's Inv.trainees's 0.4 0.4 100,000 30,000 10,000 Asset Value: 5,000,000 U$D (Initial Value) Asset valuen (U $ D) Asset valuen 1 Inv. Distribution Inv.Pr oduction Inv.Re sources Depreciati on Depreciation: 100,000 U$D/year 2% of the Asset Value (Initial Value) Depreciati onn (U $ D) ( Asset valuen 1 ) * 0.02 Affordability: 5% (Initial Value) U $D 3 Tariff ( 3 ) * Consumption( m ) m Connection_ type Affordability U $D GDP Inhab yearn Customer Satisfaction: 9.4/10 (Initial Value) Customer _ Satisfaction Tariff initial * 0.8 W .Q.n * 0.1 Continuityn * 0.1 Tariff n Awareness: 70% (Initial Value) Still missing as it was a function of the old campaigns !!!! Water Quality: 70% (Initial Value) W .Q. (0.793 1.27 * ( Losses Physical ) 3.77 * ( Losses Physical ) 2 ) %Mantenancenetwork (0.556 * Ln(%Mantenanceresources ) 1.092 ) 3 3 As conditional value the function is defined to have a maximum of 95% Continuity: 70.8% (Initial Value) Volsup pliedn 1 No.Conileg Continuity(%) ( 37.705 * Ph.Losses % 25.787) * 0.7 (188.52 1.2787) * 0.15 ( 0.0033 * No.Contotal 36.58) * 0.15 No.Contotal Vol.Demandn 1 * 24hours Non Paying Customer Disconnection IF YES ---------> N.P.C.D 100% NO ---------> N.P.C.D 0% Physical Losses Percentage: 40% (Initial Value) Phlosses (%) Vol.lost Vol. produced Physical Loss Volume: 1.09 x 106 m3 (Initial Value) Vollost (0.2 * Networknew Networkold ) * The program contains a macro routine that updates old network into new network based on the maintenance decisions and also turns new network into old network after 5 years of being constructed. Physical Losses Efficiency: 1.4 (Initial Value) Efflossi Efflossi1 %inlfation 8718m3 * Effloss Km (0.15 * ( SOPinvestmen ) 0.15 * (Trainees investment ) 0.6 * ( Leakegeinvestmen ) 0.1 * (Officeinvestment ) 150,000 Commercial Losses Percentage: 10% (Initial Value) Comerciallosses (%) %Consumptionown (%) Errormetering (%)Connectionilegal Commercial Loss Volume: 274 x 103 m3 (Initial Value) Vol.loss Comercial Comerciallosses (%) * Vol. produced Illegal Connections Percentage: 5% (Initial Value) Connectionsilegal (%) No.Connectionsilegal No.Connectionstotal Meter Errors: 5% (Initial Value) (%) Errormeteringi (%) Errormeteringi 1 ( Own Use: 1% (Constant Value) Coverage %Coverage Populationactual PopulationServed M .Calibratio ninvestment ) * 0.02 30000