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PPRC recently completed its one‑year USDA‑funded project in which 17 utilities were provided access to free commercial FOG data management software. The grant covered data uploading, staff training, troubleshooting support, and full use of the software for one year.
Of the 17 participating utilities, 10 utilities successfully implemented and used the software to varying degrees, and 7 utilities decided to not utilize the software.
What were the reasons for non-implementation? The seven utilities that did not utilize the software cited the following barriers:
- No time to learn or use the software — staff workloads prevented meaningful engagement.
- Competing programmatic or POTW responsibilities — inspectors and operators were stretched thin.
- FOG program not developed enough — lacking foundational elements needed for software usefulness.
- Inability to budget renewal fees — concern about sustaining the program after the grant year.
- Lack of political or management support — leadership did not see value in a fully developed FOG program.
A recurring theme was staff time constraints. Many utilities reported that their FOG inspector also had treatment plant, collections, or industrial pretreatment duties, leaving little capacity to learn or operate new software. In several cases, industrial pretreatment staff were assigned FOG responsibilities but had no time to integrate software into their workflow.
Some utilities initially believed the software would create their FOG program. They later realized that software is a tool to support an already developed program, not a program developer. In one case, management simply did not view a robust FOG program as a priority.
All ten utilities that successfully implemented the software shared four foundational elements:
- Clear legal authority
- Established enforcement capability
- Management approval and support
- Strong relationships with stakeholders
Successful utilities had operational FOG programs before adopting software. For many, it took nearly the full year to become fully operational within the software environment. Even among successful utilities, two common challenges were formatting existing data for electronic transfer and requesting custom programming beyond the base package
Only one utility was operational within three months. Their success was due to:
- Preparing all FSE data in spreadsheets before onboarding.
- Requesting a free demo and thoroughly learning the system.
- Asking all operational questions before signing the contract, ensuring no surprises once the funded year began.
Because of this, we recommend having all the FSE data you want uploaded into a software organized and ready to go in spreadsheet format. Begin with a basic list of data, such as:
- FSE Name & Address with GIS coordinates
- Type and size of Grease Removal Device(s)
- Pump‑out frequency
- Potential FOG loading (Very High, High, Medium, Low)
- Pumper company name & contact information
- FSE manager contact information
- Owner or franchise manager contact information
We also recommend that interested utilities request a free demo and become familiar with the software’s operation and data transfer process before signing a contract. Doing this preparation will save significant time, reduce frustration, and prevent costly mistakes when purchasing your first FOG software program.
Reach out to us for more recommendations on how to best integrate a new FOG data management software.
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