J-10 B-5.2.14 Amendment 0006.pdf

Last Updated: 6 NOV-18

B-5.2.14 Utility Outage Reporting and Data Collection Page 1 of 7

B-5.2.14 Utility Outage Reporting and Data Collection

Process Owner Team, Lead: Patrick Connor (NAVFAC HQ)

Summary of Significant Changes – Process refresh April 2018

Step 5.2.14.2 o Added requirement for CNIC Commander Critical Information Requirements for Service Interruption Reporting of Utilities must be recorded in Maximo.

o Clarified Electrical Utility outages occurring on buildings with generators thereby not experiencing outage will be recorded in Maximo with Outage Log and Buildings affected zero.

Step 5.2.14.3 – Outage Records from Contractors must contain all needed data for outage recording.

Process Step Associated Procedure Resources

5.2.14.1 Utility Outage Reporting Objective

Public Works Department (PWD), Service Desks, and/or Base Operating Support Contractor (BOSC) Service Desks:

Objective: To outline the responsibilities, processes, and procedures with step-by-step instructions for timely collection and reporting of accurate and complete utility outage data for utilities systems owned, operated, or maintained by NAVFAC.

This is an essential service provided to Supported commands by NAVFAC Public Works (PW) personnel to primarily support safety, security, continuity of operations, and documentation of utility condition.

5.2.14.2 Log Service Call

PWD, Service Desks or BOSC Service Desks log and track all utility outages in MAXIMO:

Receive service call.

Create Service Request for the utility outage following the Service Desk Guide for Utility Outages.

Definitions:

o Service Point: The service point is the point of connection between the serving utility and the facility and is also the ’Point of Demarcation’ where ownership changes. This is the transition between NAVFAC UEM and customer funding for maintenance

Service Desk Guide for Utility Outages

CNIC INSTRUCTION

5214.1

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Process Step Associated Procedure Resources and repair services on equipment.

o Reportable utility outage: A reportable utility outage is defined as a loss of NAVFAC delivered utility services to an occupied facility, pier or berth that is greater than 5 minutes in duration. Utility system failures that do not cause a disruption of services to occupied facilities, piers, or berths are not considered an outage. All utility outages reported under the CNIC Commander Critical Information Requirements must be recorded in Maximo.

o Utility service interruption: A Momentary Utility Service Interruptions of five minutes or less in duration are not considered a long duration utility outage, and therefore not required to be recorded in the MAXIMO system. NAVFAC Utilities does not provide nor guarantee uninterruptible utility services.

o Unplanned Utility Outage – An Unplanned Utility Outage is an unscheduled utility service interruption at or before the utility service point affecting at least one occupied facility, pier, or berth, and lasting longer than 5 minutes in duration. Service/Trouble Desk personnel enter information from the field about the incident, response, and the repair in a MAXIMO Work Order Outage Log. Facilities experiencing an unplanned utility outage greater than five minutes should contact their Building Monitor or Facility Coordinator who can report the outage to the Service/Trouble Desk. Work Orders for repairs that result in a utility outage must also include an Outage Log.

NAVFAC Utility system failures that do not cause an outage because of utility owned back-ups or alternate utility feeds are recommended to be captured in MAXIMO by filling out the outage log and entering the number of facilities that experienced an outage as zero (‘0’).

This will allow tracking of system failure

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Process Step Associated Procedure Resources and track back-up system use.

o Planned utility outage: A Planned Utility Outage is a scheduled utility service interruption at or before the utility service point affecting at least one occupied facility, pier, or berth.

Service/Trouble Desk personnel gather pertinent information prior to the outage event and from the field after the event, and record the outage event in the MAXIMO Work Order Outage Log. These events REQUIRE

PLANNING AND COORDINATION

WITH AFFECTED CUSTOMERS at a minimum 10 days for routine and 3-4 days for urgent requests in advance of the outage. NOTE: Planned utility outages that occur without notification to proceed after a request to defer the outage cannot be met are reclassified as unplanned utility outages.

Utility Outage Cause Codes:

o Code 0 - False Alarm - A False Alarm, determined not an outage o Code 1 - Commercial Power/Utility Loss - Outage caused when commercial service provider fails to supply a NAVFAC utility distribution system, such as a loss of generation o Code 2 - Weather – NAVFAC Utility System Outage caused by named storms, tornados, lightning strikes, flood, or during a severe weather warning / watch (not commercial power system weather issue) o Code 3 - Equipment Failure - Outage caused by failed circuits, transformers, breaks, leaks, etc.

o Code 4 - Animal - Outage caused by animal/pest damage from birds, squirrels, reptiles, etc.

o Code 5 - Vegetation - Outage caused by vegetation damage on Base not due to severe weather, such as those due to neglecting to maintain of right

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Process Step Associated Procedure Resources of ways o Code 6 - Foreign Interference - Outage caused by excavation, customer interference, vandalism, etc.

o Code 7 - Ship - Outage caused by actions aboard ship or by ship personnel o Code 8 - Operational Error - Unplanned outage caused by utilities personnel o Code 9 - Navy Power/Utility Loss – Outage by other utility causes, such as planned.

Create Work Order for response by utilities personnel as soon as the outage is reported and/or when the service request is received. Initial Work Order shall be recorded in MAXIMO no later than the close of next business day.

5.2.14.3 Update Service Request and Work Order

PWD or BOSC Duty Personnel/PWD or BOSC Service Desk:

Utility outage responding personnel will report the number of buildings and pier berths affected by the outage to the Service/Trouble Desk including notification of critical facilities for entry into Maximo.

Update outage information and actions taken to restore service on Work Order as information becomes available to include:

for example, Master System Affected, Outage Start Date, Number of Buildings Affected, Outage End Date, and outage cause. Once the work is completed, update records to add any missing data within 30 days and prior to work order close-out.

ANNEX 2 of the BOSC contract explains the procedures to enter data into NAVFAC MAXIMO – either direct entry or via a flat file. ANNEX 2 (See Resources Annex 0200000) provides the requirements on how the information is submitted. (see the most recent Facility Support Contract (FSC)/Base Operating Support (BOS) template). Records from contractors must

Annex 0200000 Management and Information (Most Recent)

16XXXXX Technical Annex Template

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Process Step Associated Procedure Resources include all needed outage reporting data.

See Service Desk Guide for details.

The guidance on what information must be included in the report is outlined in BOSC Technical Sections 16XXXXX (See Resources, these are the FSC templates for Utilities Management (UM) requirements by commodity).

These reporting requirements are to be included in all new BOS contracts.

5.2.14.4 Report Outages

Facilities Engineering Command (FEC) Public Works (PW) Utilities:

FEC Utilities and Installation PWDs coordinate and establish Point of Contact (POC) list(s) and procedures for timely notification of utility outages including, but not limited to, affected utility customers, Echelon II, III, and IV PW UEM, Installation and Regional Operations Officers, local and regional security offices, Facilities Management personnel, and Information Technology (IT) offices.

(Notification procedures are outlined in attached Service Desk Guide for Utility Outages.)

Public Works Officer (PWO), and/or PWD Facilities Management Division Requirements Branch ensure all PWDs report utility outages and that Service/Trouble Desk personnel or alternate designated personnel enter and update the associated Work Orders in

MAXIMO.

If outage reporting is found to not meet established standards or reporting time frames, FEC Product Line Coordinator (PLC) is to request PWD personnel or Service/Trouble Desk Personnel to correct outage reporting process and update outage data in MAXIMO.

5.2.14.5 Prepare Reports

NAVFAC Atlantic and Pacific/FEC/PWD Utilities:

Run utility outage reports monthly to review outage data:

o MAXIMO:

1- NAVFAC Outage Report:

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Process Step Associated Procedure Resources

Generates a list of all planned and/or unplanned utility outage records inputted into MAXIMO by a FEC.

o COGNOS:

1- System Average Interruption Duration Index (SAIDI)-System Average Interruption Frequency Index (SAIFI) Electric Outage:

Produces metrics for unplanned electric outages metrics by Echelon III, Echelon IV, or PWD.

2- SAIDI-SAIFI Electric Outage Details: Generates a detailed list of all Unplanned Electric Outage records inputted into MAXIMO for Echelon III, Echelon IV, or PWD.

3- SAIDI-SAIFI Electric Outage Locations: Generates a list of all locations in MAXIMO where NAVFAC Utilities provides Electric Utility Service with the number of facilities served.

4- SAIDI-SAIFI Electric Outage Locations Exceptions: Generates a Special Area UIC exceptions report that lists UICs entered into iNFADS that are not in MAXIMO.

5- Outage Data Quality and Currency Reliability Check:

Generates a list of electric utility outages entered into MAXIMO and highlights errors and omissions.

6- FEC Program Review SAIDI SAIFI Electric Outages: Generates a report indicating FEC/PWD quality of electric utility outage reporting and confidence of the data entered into MAXIMO.

5.2.14.6 Analyze Metrics

NAVFAC Atlantic and Pacific PW, FEC PW, and

PWD:

PWD reviews the quality of outage reporting, corrective measures, and SAIDI/SAIFI trends monthly.

PWD Utilities Department reports outage

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Process Step Associated Procedure Resources metrics to PWD Public Works Officer each month.

FEC PLC reports outages metrics to FEC Commanding Officer each month.