Operations & Maintenance Manuals

Article by: Brian Day, North Dakota State Field Manager

Many rural public water systems (PWSs) are likely to face significant challenges in the near future due to an aging workforce within the water industry. According to a research summary by Zippia, the average age of a water operator is approximately 47 years old; however, this average is often higher in rural communities. Additionally, the U.S. Environmental Protection Agency estimates that nearly one-third of the water sector workforce will be eligible for retirement within the next ten years. As a result, recruitment, training, and employee retention are expected to become increasingly difficult. To mitigate these potential workforce impacts, PWSs should begin proactive planning now.

One effective strategy is the development of comprehensive operations and maintenance (O&M) manuals. O&M manuals are essential documents that provide current, standardized procedures for the safe and efficient operation of water systems, including daily operations, routine maintenance, troubleshooting, and emergency response. These manuals help streamline training, reduce the time required for new operators to become fully effective, and provide critical guidance for operators responsible for system oversight.

Many O&M manuals currently focus on operational tasks but do not adequately include applicable rules and regulatory requirements. While a proper O&M manual should outline procedures such as flushing and maintenance protocols, it should also clearly document the regulatory requirements governing those activities. In many states, regulations for flushing may include requirements for dichlorination, customer notification prior to flushing, mandatory flushing frequency, and minimum flow and pressure standards.

Including applicable rules and regulations in an O&M manual is essential. Without this information, a new operator may unknowingly violate state or federal requirements, potentially resulting in compliance violations and fines. While having an O&M manual in place supports consistent system operation and maintenance, omitting regulatory requirements undermines its purpose and may place the water system at unnecessary risk.

If you are interested in developing or updating an O&M manual for your public water system, please contact your local MAP, Inc. representative in your state for assistance.