47PB0024Q0001 RFQ Amendment 03 RFQ Attach 07 PWS Exhibit 15 NCMMS Asset Audit Tool Presentation.pptx

R5 Level 1 Asset & PM Audit Tool V3 Presentation Last updated 1/2022

Helpful Links

V3 Audit tool BASIC template One-page overview

What is the Level 1 Asset/PM Audit Tool?

Developed in R5 to help assess/analyze accuracy and completeness of Equipment Inventories (EIs) and existence of PM Plans/Schedules in NCMMS.

Building specific desk audit of contract required asset information within NCMMS.

Queries building level reports generated from NCMMS and looks for missing data and other discrepancies and calculates a score.

Identifies potential omissions of equipment types.

Provides a building level summary highlighting opportunities for improvement as well as recommended corrective actions.

Includes raw data for reference and more in depth analysis.

Snapshot of Asset/PM information in the NCMMS at time of audit.

Specific reports generated in NCMMS and imported to the tool.

Identifies and counts discrepancies, such as omissions, duplications, or conflicting data, using a series of formulas and calculations.

Calculates separate scores for the Asset inventory and for the PM Plan/Schedule.

The Asset List score is an average of the minimally required fields and asset type review scores, rounded to the nearest whole number. Each minimally required data point is weighted the same.

The PM Schedule/Plan score is a sum of multiple values that reflects whether an Asset requires a PM, if it is set up correctly, actively generated and completed.

What is the tool looking for?

Is a PM currently being generated and completed for Assets?

Further refine Asset lists and PM plans/schedules (om & prop mgr) Continue to add missing information (om & prop mgr) Does an Asset need a PM?

No PM = Run to Fail Is there a current PM Or Route?

Common issues:

PMs - Not set up properly; Draft, Pending, Inactive status; Due dates in past Routes - Not tied to assets; not linked to a pm; child work orders

Why are we doing this?

Poor track record when it comes to maintaining EIs and PM Schedules.

Increased Central Office focus & future metrics plan.

Compliance with GSA policy.

Strategic 5 Year Plan initiative.

Provide a tool for the field to use for tracking building level contractor performance and compliance. Contract Section C.10 - Contractor should review/update inventory in NCMMS at least annually.

Provide a means for Regional and Service Center level monitoring/tracking improvement.

When are audits performed in R5?

Monthly (previously 2x/yr - October & April)

Recommend that an audit be generated by the field offices:

At the start of a new contract (to get a baseline) Contract anniversaries (measure progress) At the end of the contract period (capture progress over performance period)

What are the big changes for Version 3?

Automation - R5 fully automated; Can be updated as often as needed V2 - Pull reports, copy and paste into individual audit tools for each building V3 - Pull larger reports, copy/paste into background sheets, run several audits from one place Routes - Looking at full picture now - limited before V2 - Is an asset on a route?

V3 - Is an asset on a route, does the route have a pm, and is that pm being performed Usability - Exception lists, troubleshooting tab, direct links to NCMMS V3 - Asset count tab - Asset numbers categorized into easy-to-use lists for troubleshooting V3 - Links that take you to NCMMS with the preloaded lists of assets V3 - ‘Required Asset Types’ lists are building-specific and can be tailored as needed

Asset/PM Audit Tool - Instructions tab

Asset/PM Audit Tool - Audit Summary

Asset/PM Audit Tool - Asset Score

Basic asset list audit information.

Asset - Each individual asset score represents the number of assets in correct condition over the total number of assets in “Operating” status.

List - The required asset types listed is compared against asset types identified as “Typically found in GSA buildings” in the Asset Type Review Tab.

Specific corrective action recommendations are provided to help locations improve their score.

Asset status break down. A high percentage of assets in statuses other than “Operating” may require attention.

Fields highlighted in yellow are not currently factored into the Asset score. Will be added in 2022.

Direct links to NCMMS for any categories the require additional information or corrections.

Asset/PM Audit Tool - PM Score

Focuses on Operating Assets having a current PM/Route or set as Run to Fail (not requiring a PM).

Operating Assets that require corrective action. Eg. missing a pm, dates in past, route not set up properly.

The PM Plan/Schedule score is the sum of equally weighted scores. These combinations are indicative of a well set up PM plan/schedule that is up to date (ie PM’s are being generated/closed out as necessary).

Specific corrective action recommendations are provided to help locations improve their score.

Direct links to NCMMS for any categories the require additional information or corrections.

High percentage of Operating Assets Not Linked to Active and Current PM, Route or RTF requires attention.

Every asset should have a PM/Route or be marked Run To Fail.

Asset/PM Audit Tool - Route Table

This Tab is for information purposes only (for end user).

Route tables are pulled from NCMMS; This data is used in PM report tab.

Run the following reports:

Asset Application:

•GSA Assets in Routes bdh

PM Application:

•GSA Level 1 Asset Pm Audit Tool - Assets in routes w/ active PMs

Route Table Tab

This Column (Assetnum) shows which assets are linked to a route.

This tab matches up which asset numbers are found on a route, and which routes have an active pm.

This Column (Route Pms) shows which assets are linked to a route with an active pm.

This Column (Active PM?) shows which assets from the ‘Assetnum’ column have an active route pm, and how many.

Asset/PM Audit Tool - Asset Type Review

The Asset Type Review assesses the overall completeness of a given list by comparing the unique asset type categories listed against a list of assets identified as “Typically Found in GSA Properties”.

This Level 1 Audit identifies ~40 asset types as “Typically Found in GSA Properties”. The intent is for persons more familiar with each location to review and update this information to create a more accurate and customized listing.

Asset/PM Audit Tool - Asset Report Tab

From the Asset application, run this report: GSA Level 1 Asset Inventory Audit 3-3-20 bdh

Asset/PM Audit Tool - PM Report Tab

From the Asset application, run this report: GSA Level 1 PM Audit 3-3-20 bdh

Asset/PM Audit Tool - Asset Count Check Tab

This tab quickly identifies which asset numbers are affected in the various categories listed, which need corrective action.

The lists are helpful to copy/paste groups of asset numbers into NCMMS.

End of Presentation

How to Complete an Asset/PM Audit Version 3

Click on the Reports icon

Select Assets > Assets

3) Within the Reports and Schedules Window use the Description filter to search for Level 1 Audit Reports.

4) Click on the “GSA Level 1 Asset Inventory Audit 3-3-20 bdh”

5) Enter building number in the Service Address field.

6) Click Submit.

7) A BIRT Report Viewer should open in a separate tab. Ensure pop up blocker settings do not block this action.

8) Click on the Export icon.

9) Use the Export Format drop down menu to select XLS Microsoft Spreadsheet then click OK.

10) Open the Excel file.

11) Highlight the first row of data, and use Shift+Control+Down Arrow Hot Keys to highlight all rows and columns.

12) Use Ctrl+Shift+V to paste contents into cell A2 as plain text in the Asset Report Tab.

13) Note - If necessary, Select cell AB2 through AJ2 and drag to the bottom of the list. (If Columns AB through AJ do not automatically populate)

14) Select the row directly below the last record and use Control+Shift+Down Arrow to highlight all rows.

15) Right click; Select Delete Rows “## - ##”. (To clean up the empty cells)

16) Repeat steps 2 through 12 to generate the “GSA Level 1 PM Audit 3-3-20 bdh”

17) Use Ctrl+Shift+V to Paste contents into cell A2 within the PM Reports Tab.

18) This copies the required formula for those columns.

19) In the Reports application, go to ‘Assets’, then select ‘Assets’.

20) Run the “GSA Assets in Routes bdh” report. You can run a report for a Specific Building or the entire Region.

Time-saving tip: Run report for entire region and paste into a master copy of the audit tool if you plan to run audits for multiple buildings.

21) Click on the Export icon.

22) Select XLS Microsoft Spreadsheet, then click OK

23) Open the Excel file.

24) Copy and paste Route table into cell A2 of the Route Asset Table Tab.

25) Use Ctrl+Shift+V to ensure that it is pasted as Plain Text format.

26) In the Reports application, go to ‘Preventive Maintenance’, then select ‘Preventive Maintenance’.

27) Run the “GSA Level 1 Asset Pm Audit Tool - Assets in routes w/ Active Pms” report. You can run a report for a Specific Building or the entire Region.

Time-saving tip: Run report for entire region and paste into a master copy of the audit tool if you plan to run audits for multiple buildings.

28) Click on the Export icon.

29) Select XLS Microsoft Spreadsheet, then click OK

30) Open the Excel file.

31) Copy and paste Route table into cell A2 of the Route PM Table.

32) Use Ctrl+Shift+V to ensure that it is pasted as Plain Text format.

33) Go to the ‘Control’ Tab - Enter the building number in B1

34) Type the Date in B2

35) Type the Auditor’s name in B3 **These data points transfer to the Audit Summary Page

Completed Audit Summary Tab shown below image8.png image17.png image1.png image16.png image3.png image19.png image6.png image5.png image14.png image12.png image21.png image4.png image18.png image11.png image2.png image20.png image13.png image10.png image7.png image22.png image15.png image28.png image27.png image32.png image25.png image29.png image31.png image34.png image26.png image36.png image37.png image24.png image35.png image30.png image38.png image39.png