Attachment E - RTLS_National_AT_AUD_5.0.docx

Real Time Location System National Program

AT AUD

Application Usage Document National Program Asset Tracking January 2018

Real Time Location System

Revision History

Table of Contents

Introduction

Purpose The National Application Usage documents are both functional and educational documents read and understood by a wide variety of Department of Veterans Affairs (VA) stakeholders who will be using the Real Time Location System (RTLS). This document is designed to guide the reader from a high-level overview of RTLS down to the specific RTLS applications and the impacts to the associated workflows. This document is also designed to complement other National- and Facility-level documentation, including implementation guides and training materials for the RTLS implementation.

The goal of these Application Usage documents is to provide an overview of RTLS at VA, as well as information and guidance on the application’s features, functions, technology components, and workflows. These documents also introduce the stakeholders and users of the system to some of the short-term and long-term benefits realized through RTLS.

These Application Usage documents also detail VA’s national standards for RTLS and their associated applications. References to variations from the national standards established in this Application Usage Document will be listed in Appendix C.

Overview RTLS uses various technologies to determine the location, status, environmental conditions, usage, and specific movement of resources and individuals, such as equipment, supplies, instruments, patients, and staff, to gain greater insight into workflows. RTLS, in a healthcare setting, provides critical data, information, and ultimately knowledge, to caregivers and healthcare leaders to make informed decisions. Information from an RTLS is used to drive both business process improvement and improved decision-making capabilities that, over time, lead to efficiency gains, reduction in inventory costs, increased staff satisfaction, and enhanced Veteran care.

VA has identified and vetted a wide array of benefits achieved from the successful implementation of RTLS at its VA Medical Centers (VAMCs) and Consolidated Mail Outpatient Pharmacies (CMOPs). As previously noted, data collected from RTLS is used to improve business processes and create a variety of efficiencies across each facility and the VA enterprise as a whole. VA has identified a variety of manual processes (such as inventory and temperature monitoring) that are automated through RTLS, thereby allowing caregivers to dedicate more time to patients. In addition to process automation, data collected from RTLS is used to improve decisions regarding equipment utilization, supply management, and recalls. RTLS improves automation through the ability to provide critical alerts and notifications. These alerts and notifications are used to trigger appropriate action by staff members, such as reordering supplies or closing a refrigerator when a temperature alarm is triggered.

Description A deployed RTLS uses a variety of automatic identification (auto ID) technologies to achieve a facility’s RTLS goals. Those technologies are detailed within this document as well as other sources. VA has organized these technologies into a suite of RTLS applications. Each medical center or CMOP receives a set of base applications that are deployed with the initial implementation of RTLS. In addition, VA will continue to develop future applications which will be added to the core RTLS infrastructure to achieve future RTLS goals.

RTLS applications are typically a combination of hardware and software (sometimes multiple software applications) that are added to the core RTLS infrastructure to achieve specific benefits or goals. Some of these applications include hardware and software that is specific to an application that is designed, installed, and configured to achieve facility objectives. The base applications currently offered or deployed at VA include:

Asset Tracking (AT) Cardiac Catheterization Lab (CCL) Sterile Processing Workflow (SPW) Temperature and Humidity Monitoring (TM) These applications each have stated benefits that will be measured before, during, and after implementation.

The Phase I implementation of Asset Tracking entails the interface of Intelligent InSites™ to Automated Engineering Management System / Medical Equipment Reporting System (AEMS-MERS) and Maximo. Phase II Implementation entails delivery of future maturity model requirements.

Each of the RTLS applications that VA is implementing at all of its facilities uses one or a combination of the three location methods, as shown in the following figure, to achieve VA’s desired benefits.

Figure 1. RTLS Tags, Readers, and Software Overview

Active Technology Active technology requires “active tags” that are battery-powered and leverage the existing Wi-Fi infrastructure as the primary location method, along with supplemental infrared (IR) technology for greater accuracy. Other supplemental technology includes Low Frequency (LF) Exciters, which are generally used to signal when a tagged item has exited or entered an area. These active RTLS readers (Gen2 IR Room Monitors, Gen2 IR Virtual Walls, and LF Exciters), shown in the previous figure, are deployed in the facility as required to achieve the desired location accuracy.

The active tags beacon their unique ID and the ID of any Gen2 IR or LF Exciters that they currently see or hear. The rate of the beacon varies depending on whether the tag is in motion or static. This beacon rate is configurable by an RTLS System Administrator. Actively-tagged assets can be detected anywhere within the Wi-Fi coverage area.

Multiple form factors of tags are available for tagging equipment, patients, staff, rooms (for temperature), and refrigerators (probes for monitoring temperature).

Passive Technology Passive radio frequency identification (RFID) technology uses passive tags that do not require batteries. Passive RFID utilizes both fixed and mobile readers to energize the passive tags, which then communicate their location to the readers.

Fixed readers: The portals and RFID-enabled cabinets are shown in Figure 1. Portals are used at both facility egress points and between rooms to allow users to know when an item has left the building or moved between rooms. In the Cardiac Catheterization/Electrophysiology (EP) Lab, cabinets with embedded RFID readers can sense when an item has been placed into or removed from a cabinet.

Mobile readers: Motorola wireless handheld readers are used for the Asset Tracking application and in Sterile Processing Services (SPS). In the Cardiac Catheterization/EP Lab, staff will use a handheld RFID reader that is separate from the cabinet to associate a supply item with a patient and to confirm consumption of that supply.

Passive tags are only detected when they are within the proximity of either fixed or mobile readers. Note that line-of-sight is not required to read or locate an RFID-tagged item. Read ranges of sensing devices vary based on numerous factors such as device configuration settings, environmental factors (such as physical layout of facility, building material, surface material the tag will be affixed to, tag placement, or temperature), and tag characteristics (such as ultra-high frequency (UHF) or high frequency (HF), type, and size of tag).

There are two types of passive RFID technology used in RTLS:

Passive Ultra High Frequency (UHF) (915 MHz) technology is used to tag equipment. There are multiple form factors of the UHF passive tags to accommodate the various sizes and materials of the equipment to be tagged. Recommendations on how and where to tag an item are provided as part of the RTLS.

Passive High Frequency (HF) (13.56 MHz) technology is used to tag the high-value supplies used in the Cardiac Catheterization/EP Lab. Multiple types of HF RFID tags are provided for the different types of supplies in the Cardiac Catheterization/EP Lab.

Barcode Technology The barcode technology that is implemented in the RTLS uses both standard barcodes and 2D matrix marks. The standard barcodes are used for marking items such as blue-wrapped equipment as well as peel packs and trays. The 2D matrix marks are used on most surgical instruments. Both barcodes and marks must be manually scanned by the user. The wireless handheld scanner provided as part of the RTLS can read both passive UHF RFID as well as barcodes. A special instrument scanner is provided for reading the instrument marks on surgical equipment in SPS. A wireless or tethered barcode scanner is part of the Cardiac Catheterization/EP Lab workstations.

As shown in Figure 1, this location data gathered from the three types of location methods described previously is sent over the VA Wi-Fi network and consolidated and read by the RTLS software platform. This is available to the RTLS user via the Intelligent InSites™ user interface (UI).

RTLS Organization Overview VA organized the design and implementation of its RTLS solution to meet the needs of each facility and to meet national program objectives and standards, while also accounting for local variations. The following provides an overview of how a standard RTLS is organized, while later sections of this document provide further details on how the RTLS is designed and configured to meet the specific needs of each facility and each application.

At the highest level, the RTLS uses a combination of hardware and software components to communicate information over VA’s wireless network. The wireless communication infrastructure, in this case Wi-Fi (IEEE 802.11), is the base communication mechanism for RTLS data. With active technology, improved certainty of tag location can be achieved in specific areas using IR supplemental technology. In general, RTLS components are distilled into the following basic components:

Sensing technology hardware Tag hardware Workstation hardware Cabinet hardware Server hardware Software RTLS tags can be active or passive (see Section 1.2.1) and are affixed to resources and individuals, such as equipment, supplies, instruments, patients, and staff, to provide critical information on their location and status. Active tags are read by utilizing the Wi-Fi network to determine location and movement. In the event a greater level of location certainty is required, supplemental technology hardware such as IR or LF is used. The active tag detects the presence of the IR / LF hardware and reports it back to the server. Passive tags can be detected through sensing technology hardware such as handheld readers or fixed readers (otherwise known as “passive portals”), which may be located in strategic areas such as entryways or exits.

The information collected from the active tags is sent over VA’s wireless network to be stored and processed on RTLS servers. For the passive tags, the information collected from the handheld readers may be sent over VA’s wireless network, or the handheld readers may be docked and the information sent over Ethernet. The passive portals will be connected via Ethernet and will use this communication method to send information to the RTLS servers.

RTLS servers provide the mechanism for data storage and information processing for RTLS. There are generally two physical RTLS servers that need to be placed at each facility, but these are not servers that store RTLS data long-term or provide it back to users. The RTLS servers with which users will directly interact are located off-site and are typically Veterans Integrated Service Network (VISN)-wide in terms of the scope of their data. Initially, these servers may be located somewhere within a given VISN, but the goal is to have all servers and all data located at a single national data center (Austin Information Technology Center or AITC) as soon as possible. Refer to Section 1.2.3 for additional detail on the server architecture.

Each current RTLS application has a unique software module. These modules drive the presentation of information to the RTLS users. The RTLS GUI can be accessed from almost any computer on the VA network, and is accessed via a web browser. From this GUI, users conduct a variety of data processing activities, based on their privilege level. These include tagging and commissioning an asset, identifying the location of an asset, reviewing notifications or alerts on an asset, and running reports.

The Intelligent InSites GUI can integrate each of the application-specific software modules, along with data from existing VA information systems, to present accurate, “real time” location data for tagged resources and individuals to RTLS users. RTLS users may access and use an individual application’s functionality directly from application’s own GUI or from the Intelligent InSites integrated system. The RTLS currently leverages seven interfaces to existing VA information systems. The following table outlines those system interfaces and their intended purposes.

Table 1. System Interfaces

Veterans Health Information Systems & Technology Architecture (VistA) Automated Engineering Management System / Medical Equipment Reporting System (AEMS-MERS) Package Maximo Enterprise Asset Management Asset Tracking Application: Allows RTLS to provide automatic updates on asset location and inventory date.

Temperature Monitoring Application: Allows RTLS to provide details for assets related to temperature and humidity.

Overall, VA has organized its RTLS solution to balance the national standardization requirements with the unique needs of each facility. The following sections of this National Application Usage Document provide further details on how specific RTLS applications are organized and designed to meet VA’s needs.

Network architecture and security The RTLS network architecture consists of two main parts: a local facility infrastructure, and an off-site VISN / National infrastructure. The local facility infrastructure is deployed in VAMCs, CMOPs, and potentially Community Based Outpatient Clinics (CBOCs). The off-site infrastructure may initially be deployed (in some VISNs) in a VISN computer room or a VA Regional Data Center (RDC). Eventually, the intent is for all off-site components to be deployed in the VA National Data Center (NDC) in Austin, TX. Figure 2 illustrates the standard server infrastructure at the local facility and at the data center.

Note Deployed RTLS components at local facilities (VAMC, CBOC, and CMOP), VISN Computer Rooms and the National Data Center (NDC) will sit inside VA firewalls. Intelligent InSites, Censis®, and WaveMark have components that sit outside of the VA firewall used for system monitoring, backups, and product catalog updates.

Figure 2. Server infrastructure: Facility and Data Center

As shown previously, the local facility infrastructure includes components that collect sensory data. These components are deployed on local facility servers. There are three sensory data collection mechanisms:

Active and passive tagging (tags, readers, and software utilizing Wi-Fi and Ethernet) Markings on medical instruments for SPW HF passive tagging for Cardiac Catheterization/EP Supply Management These sensory data collection mechanisms communicate over the local facility’s Local Area Network (LAN). Under normal circumstances, the sensory data is sent in real time to the off-site infrastructure using VA’s Wide Area Network (WAN). If there is an application or network communication failure, the sensory data are queued until the application or network communication has recovered.

The off-site infrastructure provides a GUI, a Business Intelligence (BI) framework, and middleware, including Application Programming Interface (API) Services and an Enterprise Messaging Framework. The RTLS middleware interfaces with the appropriate facility’s VistA system.

All deployed RTLS components provide seamless availability to the RTLS users by placing the servers in separate physical locations and integrating a High Availability (HA) model. The model includes the use of “heartbeat” and performance metric monitoring technology to minimize downtime. To help prevent outages, the RTLS uses VMware failover and Storage Area Networks (SANs) for high availability. Where necessary, the RTLS servers utilize load balancing, clustering, and redundant practices. The RTLS has an independent Continuity of Operations Plan (COOP) and Disaster Recovery Plan (DRP) to meet VA requirements and standards.

All applications are authenticated and authorized using VA’s existing Active Directory (AD) and will be compatible with the VA Personal Identity Verification (PIV) card. All message traffic over the WAN is secured using the National Institute of Standards and Technology (NIST) Federal Information Processing Standards (FIPS)-140.2 compliant protocols.

The software architecture takes advantage of several architecture and design patterns to follow best practices and ensure scalability, flexibility, and supportability. RTLS is a system of hardware and software systems. As a system of systems, capabilities are implemented within the various systems that comprise RTLS. Therefore, the RTLS architecture describes the standards and services necessary to facilitate interaction among the capabilities in the systems under RTLS. The RTLS Architecture is being designed as a Service-Oriented Architecture (SOA), including the service inventories described in this and accompanying documents. The RTLS follows Open Architecture methodologies which allows for ease of adding, upgrading, and swapping of software components.

RTLS comprises the following main software components, as shown in Figure 2:

User interface: A unified UI provides access to all of the RTLS underpinnings. The UI is a role-based, web-based GUI that provides functionality into the RTLS. The user will be able to view asset location and run various reports as allowed by permission levels.

Message-Oriented Middleware: The Message-Oriented Middleware layer serves as an orchestration mechanism for the various middleware services within the RTLS. The Message-Oriented Middleware layer contains an Enterprise Service Bus (ESB) which aids in communication between the various service components and systems. The Message-Oriented Middleware layer may interact with systems and services internal and external to VA.

Applications: Currently, the four base RTLS-enabled applications (Asset Tracking, Temperature and Humidity Monitoring, SPW, and Cardiac Catheterization Lab) are included under the umbrella of RTLS. Each application has BI capability with both standardized and ad-hoc reporting capability.

System Security Features Starting with the reading of a tag at a facility, the RTLS inherits the protection mechanism provided by VA and its infrastructure in protection of VA information. RTLS provides a FIPS 140-2 level of encryption for any data in transit and at rest that is classified as Sensitive. The controls in place include physical, role-based, data protection, auditing, ports / protocols / services, and configuration management that together create protection for RTLS. It is important to note that the RTLS tags only transmit their unique tag IDs; they never transmit any Personally Identifiable Information (PII) or Protected Health Information (PHI). Penetration testing has been performed by VA Network Security Operations Center (NSOC), with the system given a very favorable assessment.

Layered Security Profile Approach Confidentiality, integrity, and availability (CIA) of the RTLS will be ensured through a layered security profile approach.

Infrastructure controls will be provided by VA and their network infrastructure as well as by all VA-provided approved system images, including host operating systems, application servers, and databases.

All data traffic contained within VA network infrastructure will be monitored by VA-provided network ingress and egress monitoring tools to assure integrity of data flows.

All RTLS sensitive data are Health Insurance Portability and Accountability Act of 1996 (HIPAA)-compliant, protected at rest and in transit with NIST FIPS 140-2 validated/approved encryption.

RTLS infrastructure and application development follows all NIST Special Publication (SP) 800-53 moderate security controls and policies per VA Project Management Accountability System (PMAS) and Systems Engineering Design Review (SEDR) processes.

DXC Technology has integrated all RTLS change control processes to work with the VA Rational Tools Suite.

All authentication controls for RTLS meet the requirement for VA Active Directory integration and future PIV compatibility.

Role-based Security Security groups within the RTLS application are designed to adhere to the principle of least privilege based on business need-to-know, providing minimal level of access. Some examples of users are Clinical Staff, Administrative, Inventory Managers, and Technicians. RTLS System Administrators (determined by VA) assign preconfigured user roles within the RTLS applications or may assign privileges on a custom basis for specific users.

The following table lists the permissions granted to each user type.

Table 2. User Type Permissions

Sensitive Data / PHI The RTLS solution operates internally to the VA network and externally to its RTLS vendor partners. Intelligent InSites, Censis Technologies, OATSystems®, CenTrak®, and WaveMark comply with all applicable federal mandates (such as FIPS 140-2) to protect VA sensitive data. RTLS does not communicate any PHI. There should be no risks to HIPAA regulations.

Auditing RTLS uses the IAM’s SSOi/PIV platform for Single Sign On and session management. This platform has the ability to detect and track attempts at unauthorized access to RTLS. In addition, the platform has a compliance audit and reporting service. For more information, contact VA’s IAM team.

Single sign-on and Snap-in The RTLS PIV/AD/SSOi solution, with the exception of Censitrac, utilizes VA’s Identity and Access Management (IAM) services to provide the IAM Single Sign-On – Internal (SSOi) service. This service enhances the user experience by reducing the time associated with multiple log-on and log-off activities that require application-specific identifiers and passwords. The service also enables enriched password management and reduction in help desk support. Censitrac uses Integrated Windows Authentication (IWA) to meet the PIV requirement. The RTLS PIV/AD/SSOi solution will leverage the existing VA AD infrastructure to authenticate and authorize users.

Each of the RTLS applications using Active Directory is accessible through the unified RTLS platform using the Intelligent InSites Snap-in framework. User access to each snap-in is based on VA RTLS Active Directory Group membership, which provides authorization to the RTLS applications.

Asset Tracking Overview Asset Tracking Purpose The Phase I implementation of Asset Tracking entails the interface of Intelligent InSites to AEMS-MERS / Maximo. Phase II implementations entail delivery of future maturity model requirements.

The RTLS Asset Tracking solution captures the near real-time location of all tagged assets within a facility. Asset Tracking enabled by RTLS provides the ability to quickly and accurately locate assets when needed for patient care or for maintenance / repair, which in turn increases the quality of care provided. It can also be used to reduce time spent performing annual inventory. This is accomplished primarily through the automation of the inventory process for those assets that are actively tagged. For passively tagged assets, RTLS provides a faster process for performing annual inventory over the existing barcode process currently in use. With the locating capabilities of RTLS, a reduction in the number of Reports of Survey instances for lost assets will be achieved. In addition, the reporting and alert / notification capabilities of RTLS enable improvements in Asset Tracking business processes such as asset utilization and theft deterrence.

RTLS also assists the Veterans Health Administration (VHA) in establishing a solid foundation of enterprise-wide standardization and compliance with applicable regulating bodies such as The Joint Commission (TJC), the International Association of Health Care Service Materiel Management (IAHCSMM), and applicable VHA Directives and Handbooks.

Asset Tracking Technology Overview The Asset Tracking application consists of three primary components:

1. CenTrak active RTLS technology

1. OATSystems passive RTLS technology (*CMOPs Only)

1. Intelligent InSites software

CenTrak Active RTLS Tracking Technology CenTrak’s active RTLS technology utilizes the facility’s existing Wi-Fi infrastructure for estimated location of tagged assets and Infrared (IR) based supplemental technology for Clinical Grade Locating™ for certainty-based location. CenTrak’s active RTLS solution uses a multi-mode communication design and battery-powered supplemental hardware devices for increased adaptability and ease of installation. CenTrak active tags periodically communicate to the RTLS system through both existing Wi-Fi infrastructure and 900 MHz technologies. CenTrak active tags can also provide varying levels of location resolution (such as room-level or bed-level) through the use of other supplemental technologies, such as CenTrak Gen2IR™ and Low Frequency Radio Frequency (RF).

OATSystems Passive RTLS Tracking Technology OATSystems’ passive RTLS technology utilizes the OAT Foundation Suite for capturing, filtering, and managing passive auto-ID and sensor data. The OATSystems software runs on fixed passive RFID readers (passive portals) installed in the facility, as well as handheld / portable readers. The OATSystems software is also available for the active and passive tag commissioning process in locations where passive tags are deployed. During this process, a handheld reader is used to associate the active or passive tag to an asset’s AEMS-MERS unique identifier (EE or barcode number). The OATSystems software manages this association process and sends the information to Intelligent InSites to create a new asset record in RTLS.

Intelligent InSites Software The Intelligent InSites software contains the application modules for comprehensive asset tracking. The information from both the active and passive RFID tags on assets within the facility is automatically sent to the Intelligent InSites software. This is accomplished through the installed active and passive RTLS infrastructure and when passively-tagged assets are scanned by a handheld or fixed reader. The software collects and stores data in the database and are available for analysis and reporting.

Asset Tracking Hardware

Active Technology Hardware The CenTrak Clinical Grade RTLS™ infrastructure and active tags use multiple technologies (Wi-Fi, CenTrak Gen2IR, LF, and 900 MHz) to support the full range of VHA applications. CenTrak active tags are multi-mode, seamlessly switching between Wi-Fi and 900 MHz modes for communication. This enables assets to be tracked with the necessary granularity and accuracy, providing a VA-wide, single active tag solution.

CenTrak Gen2IR technology provides sub-room level accuracy. It allows actively tagged assets to be located at bed-level or bay-level granularity without interference between bays within a room. Large open areas can be divided into sections through the use of CenTrak Gen2IR Virtual Walls (for instance, patient level accuracy can be achieved in an infusion clinic where several patients are seated in chairs within one large room).

An overview of the CenTrak architecture and active technology hardware communication is shown in the following figure.

Figure 3. Active Technology Hardware Communication

Note The VA RTLS Supplemental Hardware Standard defines national minimal standards for the consistent placement of Monitors, CenTrak Gen2IR Virtual Walls, and LF Exciters to ensure that the desired level of location granularity is achieved for various room types within a facility. The levels of location granularity include Wi-Fi only, room-level, sub-room level, and chokepoints.

Wi-Fi only is defined as estimated location within 10 meters.

Room-level is defined as the ability of RTLS to consistently distinguish an active tag’s location to a single room.

Sub-Room level is defined as the ability of RTLS to consistently distinguish an active tag’s location among sub-spaces within a given room.

Chokepoints are defined as the ability of RTLS to consistently distinguish the movement of an active tag as it passes by a specific location.

Wi-Fi The existing Wi-Fi infrastructure at each facility is the primary communication technology used for RTLS locating and also serves as a source of location estimates by means of Cisco Mobility Services Engine (MSE). The supplemental technologies listed as follows are implemented where Wi-Fi is either insufficient for a specific use case or where Wi-Fi is not available.

900 MHz In addition to supplementing Wi-Fi, 900 MHz technology significantly improves tag battery life and supports high performance RTLS for applications that demand rapid location update speeds. The RTLS 900 MHz technology can also operate independently as an alternative communications infrastructure to bridge isolated areas or to support facilities that are not served by Wi-Fi, such as CBOCs or emergency response areas.

Stars 900 MHz Stars are used to aggregate location data with a faster link to the network (as compared to Wi-Fi). With the Stars, location update speed is increased to 1.5 seconds and tag battery life is increased by more than 50% while maintaining high accuracy.

Monitors CenTrak Gen2IR Monitors are installed in areas where room-level location is desired. The infrared light signal generated by CenTrak Gen2IR Monitors will not pass through walls; thus, they are ideal for providing room-level resolution for enclosed spaces (such as rooms with solid walls). Installation locations examples include Biomedical Engineering Rooms, Clean Utility Rooms, Dirty Utility Rooms, Emergency Treatment Rooms, General Examination Rooms, Operating Rooms, and Single Inpatient Rooms.

Virtual Walls CenTrak Gen2IR Virtual Walls are installed in areas where sub-room level location is desired. Physical walls are not required to limit the area of coverage. CenTrak Gen2IR Virtual Walls utilize synchronized and blocking infrared signals to eliminate bleeding of signals across non-physical barriers. Example installation locations include Multi-inpatient rooms, ICU Rooms with glass walls, Hematology / Oncology / Dialysis Bays, Recovery Bays, Semi-private Inpatient Rooms, and Emergency Treatment Bays.

LF Exciters LF Exciters are installed at chokepoints where additional location granularity is desired which may include egress locations, hall passage points, or to create chair-level locations.

Table 3. Supplemental RTLS Infrastructure Note An “x” in the Contract Line Item Number (CLIN) represents contract year.

Star

CLIN x021AB (PoE) CLIN x021AD (Wi-Fi) Network access point to communicate information gathered by monitors and tags to the network; has two-way communication with monitors and tags; typically connected by Power over Ethernet (PoE).

Monitor

CLIN x021AF 900 MHz, Wi-Fi, and CenTrak Gen2IR enabled for room-level accuracy.

Battery-operated with ceiling tile mounting brackets; can be configured and monitored by central server for superior control.

Virtual Wall

CLIN x021AG 900 MHz, Wi-Fi, and CenTrak Gen2IR for sub-room level accuracy.

Battery operated with ceiling tile mounting brackets; can be configured and monitored by central server for superior control.

LF Exciter

CLIN x021AH CLIN x021AI (Power option) 900 MHz, LF, and Wi-Fi enabled.

Battery-operated with power option for extended detection range, up to 20-feet radius (40 feet side-to-side); can be configured and monitored by central server for superior control.

Active Tags CenTrak active tags are battery-powered devices that attach to assets that need to be tracked, located, and identified in Wi-Fi and 900 MHz environments. Active tags have the capability to provide data to CenTrak GMS to signal low battery, and alert if tampered with. The adjustable beacon intervals and motion sensitivity of active tags allows for an intelligent implementation that maximizes battery life. These tags enable the system to be configured with an asset exit alert that is activated at chosen egress points to help deter theft for improved loss prevention. The following table shows the active tag that is placed on assets, along with the handheld reader used to scan a new tag and an asset to “associate” them during the process of establishing a new asset record in RTLS.

Table 4. Active Tags and Related Hardware Note An “x” in the CLIN represents contract year.

Asset Tag

CLIN x001AB 900 MHz, LF, Wi-Fi, and CenTrak Gen2IR enabled Size: 1.6 in x 2.5 in x 0.4 to 0.7 in Tamper detection/removal sensor

MC3190-Z RFID Handheld Reader

CLIN x014AE CLIN x014AD (Kit) RFID Power Output: US 1 watt Effective Isotropic Radiated Power (EIRP) Frequency Range: US: 902-928 MHz Data Rates Supported: 802.11a: up to 54 Mbps, 802.11b: up to 11 Mbps 802.11g: up to 54 Mbps Used for the active tag association to EE/MX number during active tag commissioning process.

Passive Technology Hardware

This section is only applicable if a specific site is deploying passive technology.

Passive Tags Passive RFID tags will be utilized for assets that meet one of the following criteria:

Assets that are too small to receive an active tag Affixing an active tag would impede the function of the asset Certain non-clinical use assets Assets that are bolted to the ground

By nature of their design, passive tags only activate when in the presence of a Radio Frequency (RF) field in close proximity to a handheld or fixed reader. This eliminates the need for batteries and provides a low cost, low maintenance tagging solution for those assets that cannot receive an active tag or do not need to be tracked as often.

The following table describes the passive tags currently available on the national RTLS contract.

Table 5. Passive Tags Note An “x” in the CLIN represents contract year.

Omni-ID Flex® Label Passive Tag

CLIN x002AN Size: 3.03 in x 0.59 in x 0.11 in Read Range: 8 ft.

For use on metal and non-metal surfaces

Vizinex Slim Passive Tag

CLIN x002AH Size: 1.43 in x 0.43 in x 0.11 in Read Range: 8-10 ft.

For use on metal surfaces

Vizinex Midrange MS Passive Tag

CLIN x002AI Size: 1.76 in x 0.84 in x 0.17 in Read Range (metal and non-metal): 10 ft.

For use on metal and non-metal surfaces

Vizinex Multi-Surface Passive Tag

CLIN x002AJ CLIN x002AL (Hardened) Size: 1.43 in x 0.43 in x 0.2 in Read Range (metal and non-metal): 7 ft.

For use on metal and non-metal surfaces;

Autoclave capable and chemical resistant when hardened.

Passive RFID Handheld / Fixed Readers RTLS passively-tagged assets are easily identified during inventories using handheld readers or when passed in front of a fixed reader (passive portal). Fixed readers may be implemented at egress / chokepoints for loss prevention, high traffic areas, or strategic areas based on the workflows of a particular facility. OATSystems software will manage the devices and tag-read data across each site, using a combination of Impinj Speedway Fixed Readers, Motorola FX7400 Fixed Readers, and Motorola MC3190-Z Handheld Readers. The following table describes the handheld and fixed readers currently available on the national RTLS contract.

Table 6. Passive RFID Handheld / Fixed Readers Note An “x” in the CLIN represents contract year.

MC3190-Z RFID Handheld Reader

CLIN x014AE CLIN x014AD (Kit) RFID Power Output: US 1 watt EIRP Frequency Range: US: 902-928 MHz Data Rates Supported: 802.11a: up to 54 Mbps, 802.11b: up to 11 Mbps. 802.11g: up to 54 Mbps Used for the passive tag association to EE/MX number during passive tag commissioning process and during inventorying of passively-tagged assets

Impinj xPortal Fixed Reader

CLIN x013AB For use on internal (non-exposed) entrances and exits PoE connectivity Size: 30.5 in x 8.75 in x 2 in (77.5 cm x 22.2 cm x 5 cm) Less than 6.5 lbs. (4.5 kg) Typical Egress Configuration:

1 per standard door < 42 inches 2 per double door > 43 inches not to exceed 70 inches

Asset Tracking Servers Refer to Section 1.2.3 for an overview of the facility, VISN, and NDC RTLS network architecture.

Note Documentation of the RTLS Server configuration and architecture is part of the Hardware Deployment Design Document for each facility.

Asset Tracking Workstations The Asset Tracking solution is a web-based application and accessible from any computer. There are no specific Asset Tracking workstations provided. Handheld readers have docking stations that are wired into the RTLS infrastructure for updating data in areas where Wi-Fi is not available.

Asset Tracking Software RTLS utilizes the following commercial-off-the-shelf (COTS) software to implement the Asset Tracking application:

Intelligent InSites: Core application platform and UI; web-based application that allows staff to access the system from a VA workstation and see detailed asset tracking information.

CenTrak Global Monitoring System (GMS): Provides a visual overview of all CenTrak devices and system status. The Low Battery Indicator (LBI) list is a reporting output of GMS that provides advance notice of low battery status for active tags and devices. This will be available directly or as a snap-in via the Intelligent InSites application.

CenTrak Onsite Platform: Manages asset location information from active tags and Wi-Fi / MSE and delivers this information to partner applications, like Intelligent InSites. It also includes onsite GMS which collects tag and infrastructure device data and periodically sends it to VISN level GMS.

OAT Foundation Suite: Software platform for capturing, filtering, and managing auto-ID and sensor data. This will be available as a snap-in via the Intelligent InSites application. The main components of OAT Foundation Suite are:

· OATxpress: Responsible for the management of RFID reader devices as well as handling and processing the data requests issued by the handheld devices. OATxpress also delivers the asset movement information to Intelligent InSites. OATxpress includes the OATmobile application which is the handheld reader UI.

· OAT Enterprise Administrator (OAT-EA): Required as a central server to manage all sites’ servers (OATxpress); also the central component to maintain common Master data (such as Location and Assets).

A snapshot of the Intelligent InSites UI is shown in the following figure.

Figure 4. Intelligent InSites UI

Asset Tracking System Integrations The AEMS-MERS / RTLS and Maximo / RTLS interface provides bi-directional data synchronization capability between the two systems. AEMS-MERS sends asset detail information to RTLS during the creation of a new asset record in RTLS or when specified asset detail fields have been changed in AEMS-MERS. RTLS sends asset location information to AEMS-MERS on a configurable time frequency. Refer to the AEMS-MERS Interface – Intelligent InSites RTLS Interface Control Document for additional information.

The Service Oriented Architecture Research and Development (SOARD) project is a multi-year effort to replace VA’s existing AEMS-MERS system with a single web-based, integrated, enterprise-level system. It leverages a federated, partnership-based enterprise management model to help ensure the needs of Veterans are met. SOARD addresses VA’s critical need for a modernized and integrated asset and service management capability. SOARD will deploy International Business Machines’ (IBM’s) Maximo Enterprise Asset Management Commercial Off-The-Shelf (COTS) solution. An RTLS-Maximo interface exists which is functionally equivalent to the AEMS-MERS-RTLS interface.

The Intelligent InSites connector framework enables integration with a variety of open and proprietary protocols, , making it easy to integrate other software into the RTLS solution. This means VA is not required to standardize on any single technology, but rather to standardize on a platform that will grant the option to choose from multiple technologies for use in multiple ways.

Implementation and Administration Overview of the Asset Tracking Application

Asset Tracking Configuration Overview RTLS tracks assets throughout the facility’s workflows, changing the location or function status of the asset as it moves through the workflow and providing visibility to VA staff through the Intelligent InSites screens. The software is configured to automatically update asset locations / statuses, to send out alerts or notifications for a variety of reasons (such as active tag tampering, active tag or device battery status, or business rules), and to provide a variety of different asset tracking-related reports.

The following sections provide a more in-depth description of the asset statuses, location types, equipment types, business rules, alerts or notifications, and reports that are configured for the Asset Tracking application.

Asset Tracking Statuses:

Asset Tracking statuses are created to support business rules and represent the current state (function or location) of tagged assets.

The following table lists the national standards for Asset Tracking statuses that are configured for VA use in the Intelligent InSites software when the system is installed.

Table 7. Asset Tracking Statuses

1. Environmental Equipment that is in an Active state and is also actively being monitored, such as refrigerators or freezers.

1. Status received from CenTrak that a CenTrak monitored device is operating normally.

Asset Tracking Location Types:

Location types allow for creating business rules that apply to a specific grouping of locations.

The following table lists the national standards for Asset Tracking locations that are configured in the Intelligent InSites software when the system is installed.

Table 8. Asset Tracking Location Types