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Asset Management

The goal of asset management is to achieve the longest useful life of each asset at the lowest cost while delivering the expected level of service.

The intent of an asset management program (AMP) is to provide public water systems (PWSs) with a tool to better manage, operate, and maintain their water system so that the PWS can cost-effectively and consistently meet safe drinking water requirements. The minimum requirements of an asset management program are established in Ohio Revised Code (ORC) Section 6109.24 and Ohio Administrative Code (OAC) Chapter 3745-87.

Asset Management Program Templates

Asset Management Program Templates

  • Non-community Asset Management Program Template (Word or PDF)  This template is intended for non-community public water systems. It incorporates the asset management program requirements from Ohio Administrative Code Rules 3745-87-03 and  3745-87-05. 
  • Small Community Asset Management Program Template (Word or PDF)   This template is intended for communities serving a population less than or equal to 3,300, but it can be used by larger communities as a basis for developing their program. 
  • Small Non-transient Non-community Asset Management Program Template (Word or PDF  This template is intended for small non-community public water systems serving a population less than or equal to 250 with no substantial treatment.

Written Description Template 

This checklist can be used as a written description of your public water system’s asset management program and can be submitted to Ohio EPA, upon request, along with the requested documentation highlighted within the template. The template can also be submitted to Ohio EPA to provide an update on the progress of your asset management program development.

Asset Management Screenings

Screening questions are asked to a public water system officials by Ohio EPA during an asset management screening.  

Metrics

Metrics Reporting 

Background 

All Public Water Systems (PWSs) in Ohio must record metrics on an annual basis. Community and non-transient non-community public water systems must report metrics annually as part of their asset management program implementation.

Metrics are performance measures that allow public water systems (PWSs) to gauge the status of their PWS and to set goals for their metrics in order to improve operations and reduce costs over time. Ohio EPA has developed fact sheets that explain the metric requirements for community and non-community systems. 

Metrics Fact Sheets

For more information regarding metrics, please contact Ohio EPA’s Central Office at (614) 644-2752.

Metrics Reporting  Drinking Water Online Portal (DROP)

Metrics for community and non-transient non-community public water systems are required to be submitted annually for the previous calendar year by November 15th. Metrics can be submitted electronically via the Drinking Water Online Portal (DROP) or by submitting the community or non-community metrics reporting worksheet.

Metrics Reporting — Drinking Water Online Portal 

To submit metrics via DROP the metrics submitter will have to have an account in the customer support center.  The written guidance provides step-by-step instructions for logging into DROP and working through the metrics application.

Metrics Reporting Worksheet

Public water systems may also submit a the community or non-community metrics worksheet to report the annual metrics. Fill out the applicable worksheet for the public water system and email the word document to DDAGW_DropPortal@epa.ohio.gov.  

If you have any questions about metrics reporting or have issue submitting metrics please contact Ohio EPA’s DROP customer service by email at DDAGW_DropPortal@epa.ohio.gov or by phone at (614) 644-2894 .

Submitting Financial Data

For Loans 

If your water system is in the process of applying for a loan through Ohio EPA, submit the following financial documents for review to the Project Coordinator in DEFA-CO. Please contact your Drinking Water Inspector for the specific contact information of the DEFA Project Coordinator. 

  • Copy of the latest water rate ordinance/schedule 
  • Table of organization, including the financial section 
  • Water supply capital improvement plan 
  • Schedule of indebtedness for the water infrastructure
  • Past Financial Performance 
    • Copies of the last 5 years of Comprehensive Annual Financial Reports (CAFR), OR 
    • The financial statement for each of the past 5 years of operation.
    • Note: Either of these sources (i.e., CAFR or financial statements) must have the enterprise or proprietary funds separated (the water, sewer, and all other funds must be delineated separately). 
    • Basis of accounting used in development of the CAFR or financial statement. 
  • Projected Financial Statements 
    • Projected financial statements for each of the next 5 years of water fund operation, OR 
    • A pro forma statement, which is a cost projection of the proposed water system revenues and expenses, including predicted deficits and surpluses. The statement must include the next 5 years of operation, but it may be developed in planning horizon intervals of 5, 10, and 20 years. 

If otherwise required by Ohio EPA to submit financial information for review 

If your community public water system (PWS) is required by Ohio EPA to submit financial information for review, and your PWS is not applying for a loan, submit the following documents to DDAGW-CO: 

  • Latest water rate ordinance/schedule 
  • Documentation of triennial water rate evaluation (water rates evaluated in past 3 years) 
  • Documentation of all customers being billed for water usage, if applicable 
  • One of the following for the past 5 years: 
    • Publicly owned PWS: Copies of the past 5 years of Comprehensive Annual Financial Reports (CAFR) or substantively equivalent documents,
      OR 
    • Non-publicly owned PWS: Most recent five years of financial statement documentation of assets, liabilities, income, expenditures, balances, and equity of the system 
  • All of the following for the next 5 years: 
    • Income statement, balance sheet, and statement of cash flow for the PWS operating fund, 
    • Amortization schedule of all PWS debt, including terms of all outstanding debt 
    • Capitalization of long-term debt anticipated in the next five years 
    • Any existing information demonstrating bond or credit rating 

This information can be submitted to:
Fax: (614) 644-2909
Mail: Ohio EPA – DDAGW
Lazarus Government Center
50 W. Town St., Suite 700
P.O. Box 1049
Columbus, OH 43216-1049

Resources

Overview of Technical Assistance and Services

Ohio EPA

Ohio Rural Community Assistance Program (Ohio RCAP)

Auditor of State’s Office

Ohio Rural Water Association (ORWA)

  • ORWA offers free onsite technical assistance to rural water and wastewater system members, as well as hosting training events and meetings.  Please visit ORWA’s websiteto learn more.

Operator Training Committee of Ohio, Inc. (OTCO)

  • OTCO offers various training sessions for water system operators.  Please visit OTCO’s website to learn more.

U.S. EPA

American Water Works Association (AWWA)

Environmental Finance Network

Capacity Development Reports 

Capability Assurance Strategy - Triennial Reports to the Governor

Training

Asset Management Training

Asset Management Overview for Small Community Public Water Systems, December 2019

Contacts

Phone:(614) 644-2752
Fax: (614) 644-2909

Email Webmaster

Physical address (use this address for overnight deliveries):
Ohio EPA - DDAGW
Lazarus Government Center
50 W. Town St., Suite 700
Columbus, OH 43215

Mailing address:
Ohio EPA - DDAGW
Lazarus Government Center
50 W. Town St., Suite 700
P.O. Box 1049
Columbus, OH 43216-1049