PWS_APPENDIX_S--CE_Playbooks.pdf

FA4819-16-R-6001

APPENDIX S—CIVIL ENGINEERING (CE) PLAYBOOKS

CE Playbooks are interactive, web-based tools designed to improve, standardize, and implement civil engineering processes across a dispersed workforce. Playbooks provide a rapid, centralizes means to complement existing policy such as AFPDs and AFIs with tactical guidance and new information. The following Playbooks are provided:

Energy Management Control Systems (EMCS) Materiel Control Mission Dependency Index (MDI) Refinement Operations Engineering Preventive Maintenance Sustainment Management System (SMS) Work Management

Energy Management Control Systems Playbook

Consolidated PDF

Date of Playbook Consolidation: 11 Mar 2015

Note: Please check the Playbook on the CE Portal for the most updated version. Updates are communicated through the “Playbook Updates” list on the right hand side of each Playbook.

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Table of Contents Introduction and Vision Statement

Optimization

Applications and Capabilities

Roles and Responsibilities

Contracting and Standards

Information Assurance Compliance

Maintenance

Acronyms

Definitions

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Energy Management Control Systems – Introduction and Vision Statement

Energy Management Control Systems (EMCS) are critical tools in meeting the Air Force’s goal to reduce total facility energy consumption by 15% by 20201 and in allowing installations to provide a consistently excellent level of service to all Airmen.

In the past, each installation has been responsible for acquiring and operating its own EMCS without specific guidance from Headquarters Air Force (HAF). As a result, the implementation of EMCS across the Air Force has resulted in several inconsistencies, including multiple brands, protocols, training issues, and varying degrees of cyber security, and has not enabled installations to fully realize all the potential energy savings opportunities.

Moving forward the objective of all installations is to operate a fully optimized EMCS to control Heating, Ventilation, and Air Conditioning (HVAC) equipment, which meets the following definition;

EMCS VISION STATEMENT

“An optimized installation EMCS will centrally monitor, analyze, and control facility climate within temperature and humidity limits and schedules, within conditioned spaces, with current systems, all while minimizing energy consumption.”

In other words, the EMCS must be able to accurately control climate conditions within Air Force prescribed set points and setbacks, automatically adjust climate according to facility occupancy schedules, and consistently control and adjust climate in all conditioned spaces to meet mission requirements.

Two assumptions are inherent in the above objective:

HVAC systems and components, to include boilers, chillers, air dampers, etc., function correctly and are responsive to EMCS controls

Optimizing the EMCS creates ancillary benefits, including increasing efficiency of the Operations Flight, by facilitating routine maintenance and reducing the need for emergency maintenance

In the near term, the Air Force intends to achieve EMCS HVAC optimization with existing equipment as much as possible. Though recent EMCS technology provides additional capabilities and functions, the current Air Force priority is for installations, as a whole, to meet the common baseline² of EMCS HVAC optimization.

Achieving the baseline and documenting benefits will allow improved budget advocacy for allocating more resources to EMCS.

This EMCS Playbook is a first step in achieving optimization enterprise-wide and will be a living document, continuously updated with best practices and lessons learned from the field. In the future, the Playbook will support a more expansive common Air Force vision for EMCS.

Return to Table of Contents

1 U.S. Air Force Energy Strategic Plan, March 2013, page 13.

² HVAC Temperature Set Points, Set Back, and Maintenance Policy, February 2015.

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Energy Management Control Systems – Optimization

Introduction Narrative

The Air Force is required to save energy and will do so in part by operating and maintaining heating and cooling systems in the most overall energy efficient and economical manner possible. To efficiently achieve energy savings, Heating, Ventilation, and Air Conditioning (HVAC) systems controlled by an Energy Management Control System (EMCS) should operate to maintain appropriate temperatures and humidity levels according to facility usage type and schedules.

Set Point/Setback:

Set Point: temperature settings of HVAC equipment during facility occupied hours.

Setback: temperature settings of HVAC equipment during facility unoccupied hours, meant to help reduce energy costs.

Previously, individual MAJCOMs, and sometimes individual installations, determined set points and setback policies. To address this lack of standardization, the Air Force established the (draft) Facility Temperature Set Points, Set Back and Maintenance Policy for Air Force HVAC equipment. This narrative reiterates the set points, setback, and maintenance policy and provides guidance for the policy’s implementation.

This Air Force HVAC policy does not change existing design criteria. Nor does it include areas within a facility that require different temperature set points, humidity levels, and schedules than those in Table 1 (e.g., areas containing specialized equipment or specialized weapon systems). Additionally, facilities with host nation or other formal labor agreement requirements that may conflict with the policy’s requirements should follow the agreement requirements.

Set Point/Setback Temperatures:

HVAC control systems will be set to maintain space temperatures that will not exceed the conditions in Table 1 during occupied and unoccupied hours. Temperature setbacks that coincide with facility usage hours (e.g., night and weekend) will be used in all occupied, HVAC climate conditioned facilities to which the policy applies. MAJCOMs and Installations are authorized to establish local policies that are more stringent than those in Table 1.

Table 1: Maximum Heating and Minimum Cooling Temperatures

Occupancy Heating

Max Temp (deg F) Cooling

Min Temp (deg F)

Occupied Unoccupied Occupied Unoccupied

Max Humidity**

Administrative areas*

70 55 73 80 50%

NAF retail space

70 55 73 80 50%

Community Areas such as theaters, youth facilities, etc.

70 55 73 80 50%

Warehouse*** 60 55 80 80 50%

Shop Space*** 65 55 76 80 50%

*Administrative areas include all facilities with administrative space. Any admin space collocated with mission equipment defaults to the temperature and humidity requirements of the equipment.

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**Represents the design humidity for the space. The goal is to avoid mold problems in the facility by maintaining a recommended humidity range (typically 40 – 60% relative humidity). Actual humidity levels will vary depending on local climate.

***Where eligible for Air conditioning.

Temperature Change Scheduling:

The Civil Engineer squadron establishes formal procedures to annually review temperature set points/setbacks, temporarily changes set point/setback schedules, and establishes prolonged set point/setback deviations. The Base Civil Engineer (BCE) is authorized to allow temporary deviations from the set points for spaces with broken systems, exterior envelop issues, temporary changes in occupancy and dramatic temperature variations. Systematically documenting the request for and the acceptance of schedule changes allows for retroactive justification of increased/decreased electrical use in the case of audits and energy analysis.

Annual Review:

Facility Managers and EMCS Managers should conduct annual review of facilities’ set points, setbacks, and schedules to assess if changes are needed due to occupancy schedule, time of year, climate, etc. Installation energy personnel, who manage energy consumption and costs, should be included as stakeholders to ensure that Operations and Maintenance (O&M) activities are aligned to installation energy management goals and prioritized to optimally reduce the installations energy consumption. EMCS managers should additionally coordinate with the base energy manager to spot trends and analyze the root cause of trends in energy use. Table 1 above describes the maximum heating and minimum cooling temperature set points for occupied and unoccupied hours; more stringent temperature set back points may be implemented based on facility occupancy.

The annual review template is available in the references webpart.

Temporary Set Point/Setback Deviation:

Installations should have a formal process for submitting temporary set point and setback deviations beyond normal operating hours. Temporary temperature changes should be submitted by facility managers and approved/signed by the EMCS Manager. Any further approval, beyond normal mission driven activities, should be elevated to the BCE and further levels of authorities for consideration.

Below is a template for temporary deviations. Examples of likely approved deviations include training or meetings conducted outside of normal facility operating hours; consult the facility manager to determine if an event would warrant a temporary deviation before submitting the request. The BCE is authorized to approve temporary deviations for set points for the following typical examples:

1. Items in storage that require special temperatures outside the max/min setpoints.

2. New missions that require 24/7 constant temperatures.

3. Equipment failures in a facility.

4. Temporary changes in occupancy or extreme temperature variations.

5. Exterior envelope issues.

6. IT Systems with special temperature requirements

Temporary Set Point/Setback Deviation template is available in the references webpart.

Prolonged Set Point/Setback Deviation – With Corrective Action Plan:

The BCE is authorized to allow prolonged deviations from the set points for spaces with broken systems, exterior envelope issues, and dramatic temperature variations. There should be a plan in place to correct the issue prior to the BCE granting the deviation.

Installations should have a formal process for submitting prolonged deviation requests to the BCE, including a request form. Approved forms should be filed in the EMCS office and kept until the deviation expires or corrective action is implemented.

Prolonged Set Point/Setback Deviation is available in the references webpart.

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Energy Management Control Systems – Applications and Capabilities

The objective of an Energy Management Control System (EMCS) is to obtain an optimal level of occupant comfort while minimizing energy consumption and demand. This can be achieved by the control of energy consuming devices such as fans, pumps, heating/cooling equipment, dampers, and thermostats. This section outlines the applications and capabilities that all installations should achieve as a baseline level, and distinguishes between three graduated levels of EMCS operations.

Baseline EMCS Systems

The EMCS, depending on its specific configuration, consists of a central control unit (CCU) with various combinations of peripherals, data communication systems, field equipment panels, necessary interfacing controls, and instruments. The CCU is a high performance desktop computer with special software, and enough storage to monitor and record month after month of operational information. The software used is powerful enough to provide a graphic-intensive environment with animations, etc., and usually is developed by a specific company such as Honeywell, Barber Coleman, and Johnson, etc. This software allows the main computer or the CCU to monitor and/or manage HVAC systems throughout several locations of the base.

Field equipment panels, referred to as field interface devices (FID), contain a microprocessor and other supporting electronics. Field 1/0 functions are performed by a multiplexer which is functionally part of the FID, although it may be remotely located. In the non-communicating or "stand alone" mode, the FID performs certain local control functions and applications programs (utilizing default values for global Information) without requiring communications with the central control unit.

The modern EMCS has a central computing system with interfacing components designed to manipulate, monitor, and record information from HVAC/R systems throughout your base. The EMCS CCU must be hardwired to the interface system, most commonly a Direct Digital Control (DDC) system, connected to the mechanical rooms to receive or send information. A DDC interface with the FID functions by measuring a variable (such as temperature), comparing the variable to a given set point and then signaling a terminal device (such as a damper) to respond. A DDC EMCS can be programmed for more customized monitoring, control, and sequencing of HVAC and lighting systems. Terminal devices are now able to respond quicker and with more accuracy to a given set point, optimizing the use of energy. Additionally, such systems can lead to improved environmental comfort and air quality.

Graduated Levels of EMCS Systems

Level 1:

EMCS provides an excellent medium for energy or building management because of its capabilities in monitoring, storing, recording, and changing parameters within facility HVAC systems. The basic level (Level 1) EMCS system is one that monitors facility temperature and humidity status and/or provides start and stop of equipment. Level 1 EMCS should ensure that all new facilities are evaluated for connection to the EMCS and specify connection capability for HVAC controls.

Level 2:

Level 2 EMCS systems are computerized control systems that use optimized application programs to maximize energy savings. Application programs monitor and control the operations of various HVAC, mechanical, and electrical utility systems, as well as other site specific programs providing building support functions. The goal of a Level 2 EMCS is to include the following application programs:

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1. Scheduled Start/Stop Program: The scheduled start/stop program consists of starting and stopping equipment based on the time of day and day of week. Scheduled start/stop is the simplest of all EMCS functions to implement. This program provides the best potential for energy conservation by turning off equipment or systems during unoccupied hours. The scheduled start/stop program is refined by automatically adjusting the equipment operation schedule in accordance with space temperatures and outside air (OA) temperature.

2. Optimum Start/Stop Program: The optimum start/stop program will adjust start/stop times by taking into account the thermal inertia of the structure, OA conditions, and current space temperatures using prediction techniques. These techniques determine the latest starting time for HVAC equipment to satisfy space environmental requirements at the beginning of the occupied cycle, and determine the earliest time for stopping the equipment at the day’s end.

3. Night Cycle Program: The night cycle program maintains a low temperature limit (heating season) or high temperature limit (cooling season) during unoccupied periods by cycling the air handling unit while the outdoor air damper is closed.

4. Night Purge Program: The night purge program uses early morning outdoor air to precool the building before turning on the mechanical cooling. This program typically analyzes outdoor temperature, outdoor dew point, and space temperature. Under typical conditions, one hundred percent outdoor is admitted when:

Outdoor air is above a summer-winter changeover point such as 50°F

Outdoor temperature is below space temperature by a specified or determined differential

Outdoor air dew point is less than 60°F

Space temperature is above some minimum for night purge such as 75°F

5. Enthalpy Program: The enthalpy program selects the air source that requires the least total heat (enthalpy) removal to reach the design discharge-air dry-bulb temperature. The selected air source is either the return air with a selectable minimum amount of outdoor or return air as determined by local control from discharged-air or space temperature measurement. Outdoor air conditions are compared with measurements of return-air enthalpy and return-air dry bulb to use as criteria for the air source selection.

6. Zero Energy Band Program: The zero energy band program provides a dead band where neither heating nor cooling energy is used. This limits energy use by allowing the space temperature to float between minimum and maximum values. It also controls the mixed-air dampers to use available outdoor air if suitable for cooling. On multi-zone fan systems with simultaneous heating and cooling load capability, reset controls the hot and cold deck set points.

7. Load Reset Program: The load reset program assures the use of only the minimum amount of heating or cooling energy to satisfy zone temperature requirements. It takes samples of zone temperatures and uses the zone with the greatest load to reset the temperature of the heating and cooling source.

8. Duty Cycle Program: The duty cycle program recognizes the sizing of air handling equipment for design load conditions and need not run continuously except at design temperatures. This program cycles equipment on and off at conditions other than design, without Joss of comfort. To maintain comfort conditions, the program uses space temperature feedback to adjust the off time from a preset minimum to a preset maximum. When exceeding comfort limits, duty-cycling stops. To prevent excessive cycling of equipment, minimum on and off times are programmable.

9. Damper Control Program: The OA, return air dampers are positioned by the DDC control or by local loop control to maintain the required mixed air temperature.

10. Hot Deck-Cold Deck Temperature Program: The hot deck-cold deck reset program is applied to duel duct systems and multi-zone HVAC systems. The hot and cold air streams are combined in mixing boxes or plenums to satisfy individual space temperature requirements. This program selects the areas with the greatest heating cooling requirements and establishes the minimum hot and cold deck temperature differentials which will meet the requirements, thus maximizing system efficiency.

11. Reheat Coil Reset Program: Terminal reheat systems operate with a constant cold deck cooling coil discharge temperature. Air supplied at temperatures below the individual space temperature requirements is

8 | P a g e elevated in temperature by reheat coils in response to signals from individual space thermostats. The program then resets the cold deck discharge temperature upward until it equals the discharge temperature of the reheat coil with lowest demand. Where humidity control is required, the program will prevent the cooling coil discharge temperature from increasing further when the maximum available space humidity set point is reached.

Level 3:

Level 3 EMCS systems include optimized application programs that also provide significant maintenance and management capability. Some of the Level 3 programs may include the following applications:

1. Demand Limiting or Distributed Power Demand: Demand limiting is accomplished by shedding electrical loads or starting sources of auxiliary power using standby generators to prevent electrical demand from exceeding a peak value. This technique is used to reduce electrical costs where electrical demand is a cost factor in the utility rate schedules. Peak demand values are established by the utility company using fixed demand intervals. When the predetermined peak approaches preset limits, loads are shed and auxiliary power sources are started to avoid demand charges.

2. Lighting Control Program: Time scheduled operation of lighting consists of turning off lights based on time of day and day of the week. Lighting options that include occupancy control are frequently used for rooms or facilities that have low usage.

3. Boiler Monitoring and Control Program: Steam and hot water boiler monitoring and control will allow for central reporting of alarms and critical operating parameters. However, starting and stopping of boilers should not be in place for remote monitoring as a general operational rule. Boilers should be in the fail safe shut-down mode if safety controls fail.

4. Remote Metering Programs: Department of Defense (DOD) directs the use of meters with remote metering capability to manage electricity, water, natural gas, steam and other utilities. Advanced Meter Reading Systems (AMRS) should be connected to EMCS platforms for demand limiting applications and to determine maintenance and energy reduction targets and efficiency improvement opportunities. A major goal of AMRS and EMCS programs is to work together for energy reduction.

Numerous other advanced applications can be added in the Level 3 addition of our Air Force EMCS systems. Some of these advanced applications and capabilities are outlined below.

Advanced Applications and Capabilities:

Many EMCS platforms can expand the reach and impact of their controls for monitoring or other purposes through the addition of custom capabilities or the enabling of specific advanced applications. This narrative describes how certain ancillary EMCS functions can be implemented at installations to achieve greater control and efficiency of energy management operations.

Shelter-in-Place Shutdown Control:

The Air Force takes precautions to protect human and materiel interests in the event of natural or man-made incidents on or near installations. Each installation should have plans in place to immediately control base facility operations and shut down systems that might inadvertently increase danger levels during emergency situations. Immediate shutdown and closing of all ventilation systems (blowers, handlers, air conditioning (A/C) units, etc.) would hinder the distribution of those dangerous substances throughout the facilities. EMCS is capable of supporting a shelter-in-place (SIP) control.

Through a straightforward programming enhancement, installations can use EMCS-enabled functions to enhance base security and safety, supporting CE’s mission to rapidly and effectively support AF operations.

More information and examples of SIP implementation is available in the references webpart.

Integration of HVAC with Lighting and Motion Control Sensor:

For facilities with many rooms that are supplied by a single heating or cooling source, individual rooms may be needlessly heated or cooled regardless of their individual actual occupancy status. To gain additional energy savings, local variable

9 | P a g e air volume (VAV) boxes can be triggered by motion control sensors in individual rooms. This would draw heated or cooled air at the occupied-setting temperature only when the smaller, individual space is actually occupied.

Although the motion control sensors and lighting were separate from the installation EMCS, they are still useful for expanding the system capabilities and solving unforeseen problems. Combining the two control functions can produce additional energy/resource savings and demonstrate the versatility of what EMCS can do for facility management.

More information and examples of Motion Control Sensor integration is available in the references webpart.

Mobile Alarm Notification System:

Due to budget and personnel restrictions, many installations only have onsite coverage during normal duty hours. This gap creates a risk outside of normal duty hours that an emergency or major fault could occur and damage could escalate and cause harm to installation facilities or occupants prior to the next shift. Installation emergency services may become aware of significant incidents that occur overnight or on weekends, but they may not be able to address the root cause of the issue before it escalates.

Some EMCS systems can be configured to send out email, digital voicemail, or text message alerts to notify EMCS personnel of alarms, allowing them to remain aware of EMCS operating situations without needing to be present at the EMCS terminal. These automated alarms can reach personnel on government or private cell phones and computers, informing them of an alarm status and allowing them to decide how and when to respond from any location on or off the installation grounds.

Setting up the EMCS alert system to notify relevant parties in a targeted manner outside of duty hours allows technicians the flexibility to respond only when necessary and continuous visibility into EMCS components at all times. This type of alert system provides limited 24/7 monitoring even when staffing is confined to regular duty hours.

More information and examples of Mobile Alarm Notification Systems is available in the references webpart.

Remote Camera Monitoring System:

Deploying technicians to inspect facilities and equipment is a time and resource-intensive activity. In situations where hard-to access equipment or items are in confined spaces, the effort required to gain access once on-site is even greater due to permit required areas at many locations, especially when all that is needed is a visual check on a piece of equipment or confirmation of a gauge reading. In some situations, EMCS operators can install and rely upon digital cameras to deliver system monitoring information by providing visibility into facilities and equipment beyond the existing EMCS envelope.

Using various types of network IP cameras—live feed, recording/non-recording, pan-tilt-zoom (PTZ), fixed dome or fixed Iris-- EMCS operators are able to observe facilities and equipment from the EMCS centralized control center with more than just a data feed. EMCS operators use some of the cameras to co-witness and diagnose the severity of sensor alarms and/or various system telemetry readings, such as viewing evidence of water leaks and pinpointing their locations.

If an EMCS sensor reported a drop in pressure, technicians can use the date/time sensor telemetry to confirm readings with the same video time/date feed to indicate equipment fault or human error. Installing the appropriate camera type allows observation of confined spaces or other hard-to-reach areas, e.g. behind or within other machinery. EMCS operators have lighting control enabled through their EMCS programs that allows them to turn on facility lights and perform a visual inspection with a camera even when facility managers or local schedules have turned lighting off.

Depending on the needs of an installation, more advanced camera setups with recording features might be enabled in order to record key events (a water leak or local equipment fault) through pixel distortion as the event happens, as the cameras can be configured begin recording the event seconds before an actual event. Equipment (boiler/chiller gauges, pump pressure, system return pressures, etc.) that is not connected to the EMCS system can still be monitored by cameras to clearly capture dial gauge readouts and other significant points of interest.

When setting up a network of EMCS cameras, technicians must properly connect the cameras to the secure base network or CE VLAN. The camera hardware need to be secured to ensure that only authorized users maintain control of the cameras, the video data, or stream must be protected to ensure against misdirection of the feeds to unauthorized destinations.

More information about Remote Camera Monitoring is available in the references webpart.

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Portable EMCS Terminal Access:

If equipment performance data from an EMCS program is only accessible from the Operator’s terminal, or if an installation covers a large area, it can be exceedingly difficult to review real-time EMCS data while working on facility HVAC machinery. A technician could rely on information relayed by radio or cellular phone from the central EMCS terminal, but a lag in communications or EMCS operator unavailability would severely hinder the efficiency and efficacy of on-site work.

Requirements of connecting to the CE VLAN have made it easiest for many installations to install EMCS terminals only in the EMCS shop or in various facility offices around the base. Having these dispersed terminals still prevents technicians from directly accessing EMCS data while working on HVAC components. In some cases, EMCS controllers are not connected to the base network and facility data cannot be reported to or accessed from the central terminal.

To overcome these obstacles, it is possible to enable a hard-wired connection to the EMCS server directly from a facility communications panel (via a service drop port (CAT 6)) or facility-level EMCS controller. This allows a laptop computer to be plugged in to a facility’s EMCS system and to display the EMCS program while the technician is in close physical proximity to the HVAC hardware under inspection. Laptops that have been registered with the Communications Squadron can be authorized to plug directly into facility communications/EMCS control panels and connect to the installation EMCS server. This allows the technician to pull down equipment data on site. Depending on the EMCS program configuration, the laptops may also temporarily act as an EMCS server, allowing tests, recalibrations, and programs to be applied locally without synching to the main EMCS server. The technician can test and fine-tune programs locally, then save them to the main server upon completion. This affords on-site technicians greater flexibility and reduces the need for constant back-and-forth chatter with the operator.

When implementing this or other enhanced capabilities, EMCS shops need to take proper security precautions to protect the integrity of the facility and EMCS network. Only laptops that are limited to EMCS-functionality and with registered MAC IDs should be connected to facility communications panels; the Communications Squadron will detect the connection of any unregistered equipment and immediately disable the port. EMCS shops should work with local Communications Squadrons to ensure observance of information assurance procedures, and securing of the access port to guard against unauthorized access.

For more information about Portable EMCS Terminal Access, refer to the References webpart.

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Energy Management Control Systems – Roles and Responsibilities

Although an Energy Management Control Systems (EMCS) program can be automated to maintain baseline facility environmental conditions, optimal operations are achieved through a well-developed team of individuals who collaborate to optimize all aspects of the EMCS and work towards peak performance. EMCS should be a continuously improving program, with systems designed to grow and offer energy savings with tools beyond scheduling and monitoring as enabled by the operating team. Before advanced or additional capabilities are initiated, there are baseline EMCS control options that need to be in place to ensure smooth and nominal operations. This section will describe the most common and necessary responsibilities of operating an EMCS program, though due to the wide range of systems and enabled capabilities throughout Air Force installations worldwide, it is not a comprehensive or authoritative listing.

There are four primary duty areas or roles related to EMCS operations. Each installation may attribute slightly different responsibilities to each role. The roles described here do not refer to specific individual positions, but rather to areas of responsibility—management, operation, technical work and planning, for example.

The Operations Engineering Element manages the EMCS program, and coordinates with the base Energy Manager for inputs on the impact of major temperature setpoint and operational changes, and software application updates. In addition to the roles expanded upon below, there are many other areas related to base Energy, Security, and Communications management that interact and overlap with EMCS management; those roles are beyond the scope of this Playbook effort.

System Manager

1. Supervise EMCS shop and set work schedules

2. Coordinate with contracting office on new facilities/capabilities

3. Review statements of work (SOW), contract specifications, and requests for proposal for structural construction/repair projects to ensure the government receives mission capable/high performing/warrantied products

4. Manage contract modifications, contract negotiations, funding requests, Memorandum of Agreements (MOA) between organizations, etc. as necessary to get basic work accomplished

5. Attend design charrettes to ensure feasible, standard, and aggressive use of EMCS

6. Review construction material submittals as applicable to ensure quality/warrantied/maintainable industrial control systems (ICS) are constructed/installed

7. Coordinate with vendor/obtain vendor assistance for maintenance/installation

8. Coordinate with base Energy Manager and Energy Analyst to spot trends and analyze the root cause of trends in energy use

9. Coordinate with higher headquarters (HHQ) subject matter experts (SMEs) on changing policies and technical guidance to ensure standards are met

10. Provide on-demand EMCS experience to engineers, craftsman and Quality Assurance Evaluator (QAE)

11. Request training funds from MAJCOM

12. Arrange for training/conduct on-the-job-training (OJT) for engineers, workforce managers, and shop-level personnel on tools provided through EMCS

13. Develop preventive maintenance plan for system control devices

14. Prepare paperwork for annual Platform Information Technologies (PIT) security review

15. Ensure LAN certification for software to ensure it is authorized to operate on Air Force platforms

16. Prepare certification and accreditation (C&A) determination package and submit to MAJCOM

17. Ensure that EMCS components are certified and accredited in accordance with DOD and Air Force directives

18. Coordinate with installation Information Assurance Manager (IAM) to ensure that all access privileges to EMCS software and systems are properly approved and managed, and regularly re-evaluated to account for changes to mission, system, operating requirements, etc.

19. Identify facility controls requirements to Engineering Flight/Contracting Squadron

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20. Write articles and interface with public affairs (PA) for internal and external audiences providing direct support to strategic communication plan and community outreach

21. Update the enterprise information technology database repository (EITDR) system

System Operator

1. Monitor system status

2. Respond to and clear alarms

3. Respond to Customer inquiries/complaints

4. Issue Direct Service Work Order (DSW)

5. Diagnose issues at control station

6. Report related issues to heating, ventilating and air conditioning (HVAC) shop

7. Identify proactive maintenance opportunities through EMCS tools and applications

8. Program schedules into system

9. Adjust temperature setbacks/set points

10. Respond to customer request for special schedules/adjustments

11. Respond to emergency situations (e.g., a shelter in place (SIP) shutdown)

12. Maintain system diagrams

13. Program wire sheets/review revised topologies

Field Technician

1. Diagnose issues on-site

2. Repair and replace malfunctioning equipment

3. Calibrate, repair, and replace sensors and controls

4. Periodic (quarterly for optimum performance) verification of control points and settings in facilities

5. Inspect system components and control devices for preventive maintenance

6. Maintain, operate, and install local network controller modules

7. Program wire sheets and local controls/review revised topologies

Energy Analyst

1. Survey facility managers for scheduling information

2. Review energy use data logs to identify savings opportunities

3. Coordinate with Installation Energy Manager on energy conservation efforts

4. Provide quarterly analysis of EMCS data for use in working group trend-spotting and decision making

5. Provide guidance on energy and EMCS aspects of O&M activities to include assessment of energy performance of key building systems (e.g., HVAC, controls, lighting, power systems, water systems) to ensure optimal efficiency

6. AMRS-related monitoring and data analysis (whether integrated into EMCS or not)

7. Consider weather patterns and events for scheduling input

8. Review mission growth or shrinkage for system adjustment

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Energy Management Control Systems – Contracting and Standards

A major stumbling block for installation Energy Management Control Systems (EMCS) programs is when operator teams have to work with multiple or incompatible platforms and hardware within a single installation. This can occur for many reasons, whether because of upgrades that did not migrate entire installations from legacy systems to new software platforms, lower costs for different add-on systems, or other outstanding requirements. By having multiple EMCS platforms within a single installation, operator teams must learn how to manage multiple systems and take extra steps to overcome issues of interoperability and incompatibility. Additionally, for installations where contractors play a significant role in EMCS operations – either through installation, maintenance or operations—Statements of Work (SOW) can fail to explicitly describe the exact systems needed for optimal performance or the comprehensive task that is the base of the contract. This narrative will discuss ways to avoid such pitfalls by developing more explicit requirements for EMCS projects.

Observing the requirements of Federal Acquisition Regulations (FAR) helps to ensure that procurements will be open and competitive. To minimize variance of system components procured and to maintain a base-wide compatible system, two main avenues can be pursued to ensure controls are compatible with the existing EMCS platform.

1. System Compatible Specification

Directing purchasing towards explicitly compatible system controllers enables an installation EMCS team to tailor to open and interoperable control systems. This will allow EMCS units to procure control systems competitively that can be integrated into a single supervisory system rather than requiring the procurement of several supervisory systems.

Although EMCS software and hardware designed and sold by different vendors or companies claim to offer compatibility and ease of use, AF installations have still experienced challenges in operating multiple platforms within the same EMCS shop. Coordinating between systems requires more time, training and resources than does managing a single system, and attempts to configure different systems to operate together can result in decreased functionality across the board.

When possible, all software packages, controllers and necessary hardware on an installation should have conductivity to all systems on a single supervisory monitoring and control system. This will provide cost saving opportunities and will ease operation and maintenance.

Establishing a single communications protocol, usually BACnet or LonWorks for EMCS systems, will require the use of distributed controllers that are completely compatible with the existing protocol. EMCS units should develop appropriate specifications with guidance from their base Contracting Squadron.

2. Base Facility Standards

Carefully crafted language can establish the required protocol type (BACnet or LonWorks). An example of such language is:

All controllers installed must be able to communicate, have program strategies be written to and read by the existing [or preferred] software and be totally compatible in every detail. All hardware and software of the approved type supplied for the installation should be compatible with the existing system.

Or All control hardware equipment and application processing software shall be provided to allow full integration into the existing Brand X communications protocol control system. A control strategy shall be developed and integrated into the existing control strategy.

A related option is the insertion of the term “or approved equal” into contract or facility standards, which provides deference to the relevant facility authority. That authority may maintain a list of “approved” platforms (if such alternates exist) or make case-by-case judgments on proposed systems.

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To assist EMCS shops and ensure that contractors deliver solutions that provide the specific outcomes desired by the installation, explicit terms and requirements should be drawn from the Facility Standards and included in the SOW contract.

Under all circumstances, installation EMCS programs should work closely with their contracting offices to encourage competition and to do what is lawful and regulated when procuring components. Although this may seem to complicate the process of obtaining specific items with guaranteed compatibility and interoperability with existing systems, the expertise of Contracting Squadron personnel can aid in writing the right contracts and the right standards to achieve EMCS mission objectives.

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Energy Management Control Systems – Information Assurance Compliance

According to Department of Defense Instruction (DoDI) 8500.1, Information Assurance (IA) are “measures that protect and defend information and information systems by ensuring their availability, integrity, authentication, confidentiality, and non-repudiation. This includes providing for restoration of information systems by incorporating protection, detection, and reaction capabilities.” To achieve IA, installations establish secure local networks to protect the virtual movement of military information. For the Air Force Civil Engineer (CE), this translates to the establishment of a CE Virtual Local Area Network (VLAN) that protects and handles virtually transmitted information.

This narrative is intended to consolidate information and resources for Energy Management Control System (EMCS) Program Managers (PM) and engineers to ultimately achieve IA through Platform Information Technology (PIT) Certification & Accreditation (C&A). Since EMCS is a type of CE Industrial Control System (ICS), information transfer must be protected to safeguard the people and equipment on installations.

The References section of this Playbook includes many of the policy and guidance documents that describe IA, PIT, and related topics. For the sake of brevity and clarity this narrative focuses on the C&A process for EMCS and outlines the necessary steps for installation PMs to contact AFCEC representatives and begin the process of establishing a CE VLAN;

waivers for interim operation are also included. Please note that changes to C&A Process will be implemented summer 2015; this narrative covers the current process.

CE VLAN and ICS C&A Process

PIT Determination Package:

The first step in establishing a CE VLAN is determining the appropriate PIT Designated Accrediting Authority (DAA). The PIT DAA determines if the system will follow the PIT C&A process or DoD Information Assurance Certification and Accreditation Process (DIACAP). If the PIT DAA determines that an installation EMCS is PIT, the PIT DAA accepts responsibility for accrediting the system. In essence, the PIT DAA certifies the establishment of the CE VLAN, and aids in its construction and Risk Assessment. Below are the PIT Determination Package details.

PIT DAA Determination Concurrence Memo

A completed PIT Determination Checklist

Description of the special purpose system (platform) in which the IT is embedded. Identify the specific platform(s) the IT supports (e.g., B-1, etc.) if standalone (such as a simulator)

Description of the IT component and how it is either physically part of or embedded in the platform, how it is dedicated to the platform’s special-purpose mission, or how it is essential in real time to the platform’s special purpose system, and how the IT supports the operation and functionality of the special purpose system o Provide the Mission Assurance Category (MAC) and Confidentiality level (if known)

Refer to DoDI 8500.2, Information Assurance (IA) Implementation for explanations of the MAC and Confidentiality levels o The Enterprise Information Technology Data Repository (EITDR) number (if already entered in EITDR) should be entered in the request. Note: eMASS is used to enter data for DIACAP processing of normal Information Technology (IT), but not for PIT at this time o Provide the system point of contact (POC) information

Provide a block diagram/topology of the platform o The block diagram/topology must allow the PIT Certifying Authority (CA) to clearly understand and identify the hardware, software, and other IT components, as well as the platform components it supports. This can be accomplished by:

Identify the specific portions to be reviewed as PIT

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Properly label system name, components, PIT boundary, and interconnections identify platform(s) supported

Spell out all acronyms

Provide a network topology and description of such interconnection(s) if the PIT interconnects to/with other systems, networks, or another PIT. The topology and description must clearly identify PIT- to- PIT and any network interconnections, including all variants

In many cases, the PIT DAA assigned to approve and certify a CE VLAN will be the ICS PIT DAA. Confirm the correct PIT DAA POC with the Base Civil Engineer (BCE) and/or other appropriate installation personnel to ensure correct communication.

For detailed explanations of and templates for the PIT Determination Package components listed above, refer to page 18 of the “Information Assurance Platform Information Technology Guidebook” in the right hand webpart of this Playbook.

EITDR Registration

Regardless of whether the PIT DAA accepts responsibility for the installation CE VLAN or not, installations are required to register their EMCS in EITDR. To register the system in EITDR, the PM or Portfolio Manager (PfM) contacts the help desk or the local Chief Information Officer (CIO) to obtain access to EITDR, enters the requisite information about the EMCS in EITDR, and receives an EITDR number. For more information, refer to the “Information Assurance Platform Information Technology Guidebook”.

PIT IA for Concurrence:

If the PIT DAA concurs with the assessment that the installation EMCS is a PIT, the installation begins the process of C&A for PIT systems, including the Risk Assessment, Vulnerability Assessment, and Threat Assessment. This process is outlined on page 35 of the “Information Assurance Platform Information Technology Guidebook” and subsequent pages explaining the steps necessary for C&A.

Risk Assessment: the process of identifying, prioritizing, and estimating risks. This includes determining the extent to which adverse circumstances or events could impact an enterprise.

Vulnerability Assessment: systematic examination of an information system or product to determine the adequacy of security measures, identify security deficiencies, provide data from which to predict the effectiveness of proposed security measures, and confirm the adequacy of such measures after implementation.

Threat Assessment: the process of formally evaluating the degree of threat to an information system or enterprise and describing the nature of the threat.

ICS C&A under Modified DIACAP:

In the case of non-concurrence, the installation follows the C&A process under the modified DIACAP. This process begins with communicating with the BCE/MAJCOM in a request for documents to begin the Risk Assessment, Validation, and C&A. The documents include:

Information Assurance Manager (IAM) Appointment Letter

IAM Roles and Responsibilities

Hardware, Software, and Firmware List

Topology Drawing

Modified DIACAP Implementation Plan (MDIP) Instructions

MDIP

Signed Authority to Scan Memo

Copy of the System Security Plan (SSP)

Copy of the Disaster Recovery Plan (DRP)

The documents listed above and the ICS C&A under Modified DIACAP process is outline in the C&A Process Overview located in the right hand webpart of this Playbook. Further explanation of the Risk Assessment can be found in the “Information Assurance Platform Information Technology Guidebook”.

CEMIRT Communication:

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At the request of the installations, Civil Engineer Maintenance, Inspection, and Repair Team (CEMIRT) offers troubleshooting and provides recommendations to improve complex systems like EMCS. To ensure installations properly address CEMIRT recommendations, the installations will develop formal processes to evaluate, implement, and track CEMIRT recommendations to completion. Additionally, the installations will establish procedures to document decisions not to implement CEMIRT recommendations at the Flight Chief or QAE level for contractor operations.

The PIT Risk Assessment Comprehensive Package provides the medium for installations and the CEMIRT team to communicate weaknesses and a plan of action to rectify deficiencies in the CE VLAN. Although the PIT Risk Assessment is conducted during the site visit, the comments and recommended solutions provided by the CEMIRT team is the basis for the installation to document the prioritization of projects, timelines, budgetary considerations, approvals, etc. An example System Plan of Action & Milestones (POA&M) is provided in the right hand web part of this Playbook under references and resources. Documenting the prioritization and completion of CEMIRT recommendations is crucial to ensure audit compliance.

Temporary Communications for Installations that have not Implemented CE VLAN

Temporary Communications and Waivers:

Many Air Force EMCS have unauthorized internet and modem interconnections, resulting in unsecure ICS that pose increased risk to the Air Force Global Information Grid (AF-GIG). One solution to mitigate this risk is to install a CE VLAN, which enables information protection and minimizes vulnerabilities. Eventually, every installation should have a CE VLAN, but the process of PIT ICS C&A requires a considerable amount of time for review and site visits.