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Written by Steve Grise, GM Utilities North America at VertiGIS

What Role Does Asset Data Management Play in Modern Utilities?

For utilities, managing physical infrastructure is a core function. Assets like hydrants, pump stations, distribution lines, and pipeline networks are critical to supply and operational continuity. Yet, as utilities expand and adapt to changing demands, traditional methods of tracking and managing these assets are increasingly falling short.

In the first blog post of this series, Looking at your IT Modernisation Strategy Through the Lens of Patterns of Use, we explored the critical role GIS systems like Esri’s ArcGIS^® and geospatial software platforms generally play in a utilities’ modernization initiatives. The piece discussed why utility companies should be cautious about implementing technology upgrades before aligning IT modernization strategies with their long-term patterns of use and outlined the role of Asset Data Management (ADM) and Network Operations Management (NOP).

This article digs deeper into how geospatially enabled ADM and its current capabilities is helping utility providers effectively utilize location data to organize and manage every aspect of their utility assets. Additionally, it explores how the next generation of geospatial platforms such as VertiGIS Networks can be instrumental in transforming ADM workflows into measurable business value.

Aligning Asset Representation with Operational Needs

Image Source: https://www.meyerfire.com/blog/breaking-down-components-of-a-fire-hydrant

The complexity of modern utilities isn’t just about managing the sheer volume of assets—it’s aligning how assets are represented within GIS and how work and operations are performed. Historically, GIS solutions focused on technical aspects, such as modeling assets in intricate hierarchies. While technically innovative, this approach has often resulted in complications during real-world implementations.

Take hydrants as an example. Early systems represented hydrants as assemblies of components including the hydrant, the valve, and the branch line. However, utilities found it more practical to focus on the hydrant itself when assigning inspections or maintenance work orders.

Image Source: https://www.microsensorcorp.com/Industries-details_Water-Pumping-Station-Monitoring.html

Similarly, GIS models of pump stations have evolved from single-point features to detailed representations of pumps, enabling operators to manage inspections and workflows more effectively on each asset.

Key Insight: In addition to the level of asset data required, we should be thinking about managing assets through their lifecycle as a kind of contract that each system needs to honor. VertiGIS Workflows ensure that everyone follows these rules, and that asset data can be correctly managed to enable work and asset programs at an enterprise level.

In the early days of GIS, we thought that 1 person would manage all the asset data at as-built time. In practice, multiple groups within a city interact with assets such as hydrants – from engineering, construction, and operations to the fire department. Each stakeholder needs data from other teams, and we can use asset data management strategies and workflows to ensure that everyone plays their part orchestrating key data management practices.

The Significance of Asset Identity

At the heart of any effective Asset Data Management strategy is the concept of asset identity. Much like how unique email addresses or usernames are critical in digital systems, unique asset identifiers are essential for utilities to track and manage physical assets effectively.

A robust identity system should consist of two components:

Public, Meaningful Identifiers

These are easily recognizable labels, such as “HYD12D3” for Hydrant 12 in District 3, allowing end-users to quickly locate assets across systems.

Internal Unique Identifiers

These are backend values, like GUIDs or unique integers, that ensure no two assets are mistakenly conflated in the system, even across their lifecycle.

Why It Matters: Correctly managing asset identity prevents operational breakdowns. For example, if an outdated asset’s repairs are mistakenly associated with a replacement, work history and condition assessments become unreliable. A platform like VertiGIS Networks ensures that every asset retains an unchanging identity across its lifecycle, supporting accurate data for operational, financial, and compliance purposes.

The Lifecycle of an Asset is a Contract

For utilities, managing the lifecycle of assets is central to achieving operational efficiency and regulatory compliance. From creation to decommissioning, every step in an asset’s lifecycle forms part of a “contract” between the GIS system and the utility. This contract ensures:

Unique identifiers are assigned and maintained

Asset replacements follow strict rules (e.g., replacing a utility pole updates the inventory rather than editing an old record)

Identity changes during actions like splitting pipelines or network circuits are systematically managed

Auditable records of assets removed, abandoned, or retired are maintained

Reports on current asset inventories and depreciation are reliable

Utilities need modern digital tools to define, enforce, and simplify these lifecycle rules. Configurable workflows guide users through tasks like replacing poles or creating new asset types, ensuring data integrity while streamlining user processes.

Empowering Utilities Through Flexible, Scalable Solutions

Modern utilities operate in highly diverse environments, influenced by geography, demographics, and historical infrastructure. This uniqueness creates significant challenges when introducing new ADM solutions. A platform like VertiGIS Networks is purpose-built to address this challenge by offering highly configurable features that adapt to individual utilities’ needs without resorting to expensive custom-built solutions.

Key Features for Asset Data Management:

Configurable Asset Creation

Utilities can define unique identifiers and templates tailored to their operational needs.

Customizable Forms and Workflows

Sophisticated workflows guide users through complex processes while forms ensure data consistency.

Template and Favorites Management

Predefined templates make it easy for users to place interconnected assets, reducing errors and speeding up operations.

Integrated Maps and Analysis

Dynamic, configurable map interfaces empower staff to visualize and analyze asset data effectively.

User-friendly Interfaces

By delivering modern web and mobile tools, VertiGIS Networks not only streamlines processes but can help attract new talent with minimal training—a critical factor given the current workforce challenges in the utilities sector.

This flexibility ensures that geospatial solutions can evolve alongside the unique operational and IT landscapes of modern utilities.

Driving Collaboration Between GIS and Operations Departments

One of the greatest challenges in implementing effective Asset Data Management systems is fostering collaboration between GIS teams and operational stakeholders. Successful deployments require input from departments such as Engineering, Finance, and Work Management.

A solution such as VertiGIS Networks facilitates collaboration by providing tools that are intuitive for non-technical staff, encouraging widespread adoption. Lightweight, web-based interfaces reduce training barriers and encourage more staff to contribute to GIS processes. This not only decreases bottlenecks but also improves overall system quality by leveraging inputs from across the organization.

The Future of Asset Data Management for Utilities

The next generation of GIS solutions must do more than represent assets—it must empower utilities to manage them in smarter, more connected ways to help organizations achieve:

Improved Efficiency: Automated workflows and smarter asset representations reduce manual tasks, saving time and resources.

Data Integrity: Robust identity management and lifecycle rules ensure data remains accurate and reliable across systems.

Scalability: Configurable solutions grow with the utility, adapting to future needs without the burden of customization.

Strategic Insights: High-quality data supports informed decision-making for capital planning and operational improvements.

Utilities need solution partners dedicated to enabling smarter asset management across their operations. Whether it’s streamlining daily workflows, aligning geospatial data with business models, or preparing for long-term infrastructure investments, robust technology solutions deliver the tools needed for success.

Start Your Journey to Next-Gen Asset Data Management

For GIS professionals and utility managers looking to modernize their ADM initiatives, the time to act is now. Aligning your systems with operational goals is essential to ensuring your utility remains competitive and capable in a rapidly changing industry.

Contact us today to learn how VertiGIS can revolutionize your approach to Asset Data Management and unlock new levels of efficiency and reliability for your organization.