J-1601000-05BPMS B-5.2.14 Utility Outage Incident Report Data.pdf

Last Updated: 22 June 2023

B-5.2.14 Utility Outage Reporting and Data Collection Page 1 of 13

5.2.14 Utility Outage & Incident Reporting and Data Collection

Process Owner Team, Lead: Timothy Rugani (NAVFAC HQ)

Summary of Significant Changes – Process refresh 22 June 2023

Added description of the duties of Utilities Outage Coordinator or assigned personnel

Added section on Root Cause Analysis

Added Root Cause Analysis template

Process Step Associated Procedure Resources

5.2.14.1 Utility Outage Reporting Objective

Public Works Department (PWD), Service Desks (local and consolidated), 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 planned and unplanned utility commodity outages and incidents under the responsibility of NAVFAC. This BMS covers all utility commodities. Outage and Incidents reported under NAVFAC INSTRUCTION 5214.1, Commander Critical Information Requirements, must be recorded in Maximo. P-603 Utilities Infrastructure Management Manual describes utility outages.

This BMS is intended to be used in conjunction with the Utilities Outage and Incident Guide for management of utility outages (planned and unplanned) and incidents records in Maximo. See the Utilities Outage and Incident Guide for definitions, outage and incident descriptions, and Reason Codes.

Outage and incident reporting, including the preparation of Root Cause Analyses, 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.

Outage and Incident metrics are reported to Headquarters and used by

P-603 Utilities Infrastructure Management Manual

Utilities Outage and Incident Reporting Guide

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Process Step Associated Procedure Resources senior leadership to assess utility system performance, reliability, and resiliency. Accurate data is essential in assessing utility system performance.

Data in Maximo must be accurate and supported by Public Works Officers

(PWO).

The new requirements for a PWD Utilities Outage and Incident reporting could result in a significant increase in duties at the PWD. This level of service may not be commensurate with funding.

Document workload increase and request additional resources as needed.

Make every effort to comply with this BMS within existing resources until additional resources can be provided.

5.2.14.2 Data Induction- Create Service Request for a Utility Outage or Incident with Log

PWD, Service Desk personnel, BOSC Service Desk personnel (local and consolidated), or Outage Induction personnel will perform the following:

Receive Utility Outage & Incident information via telephone and electronic means and induct the work in accordance with the basic NAVFAC Work Induction guidelines provided in

BMS B-15.17.

Create Service Request for the utility outage following the Utilities Outage and Incident Reporting Guide.

Incorporate Outage & Incident information as described in the Utilities Outage and Incident Reporting Guide to include relating the Utility Asset to the record and including the required Outage Log entries prior to record closure.

o Outage Type.

o Outage Cause.

o Start.

o Number of Building Affected.

Review ticket for inclusion of all needed data and submit Service Request.

Maximo

Utilities Outage and Incident Reporting Guide

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Process Step Associated Procedure Resources

Follow local SOP for Approval of Work Orders and approve as applicable for work dispatch.

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.

Notify Utility Branch Head if the outage fits the reporting requirements in

NAVFAC INSTRUCTION 5214.1

Utility service interruption: For the purposes of this document, the term “Outage” will be used to indicate an interruption to a utility service. Some customers may require the addition of an uninterruptable power supply (UPS).

The provision of a service backup is the responsibility of the facility/customer.

Definitions. See Utilities Outage and Incident Guide for:

o Service Point.

o Outage.

o Incident.

o Reportable utility outage & incident for the following utilities:

Electrical

Wastewater or Sewer

Sewer System Overflow

(SSO)

Potable Water (including non-compliance)

Compressed Air

Steam Service

Saltwater Outage

Chilled Water

Hot Water

Oily Waste

B-5.2.14 Utility Outage Reporting and Data Collection Page 4 of 13

Process Step Associated Procedure Resources

Natural Gas

Non-Potable Water o Maximo Work Order Outage Log:

This is a separated space on Maximo on the Work Order Details tab entitles Outage Log consisting of Outage/Incident Type, Outage/Incident Cause, Number of Building Affected, Start date/time, and Stop date/time.

Service/Trouble Desk personnel or other personnel as designated 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 and track back-up system use.

For Planned utility outages:

o Outages that are disapproved or canceled, the memo field in the Maximo “Status Change” must include “Disapproved by [name and title of POC disapproving or canceling the outage]”. The reason for disapproval will be entered in the Work Order Long Description. This is required for tracking of maintenance that cannot be accomplished due to disapproved outages.

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Process Step Associated Procedure Resources o Planned outage events REQUIRE

PLANNING AND COORDINATION

WITH AFFECTED CUSTOMERS at a 14 day preferred notification and a minimum 10 days for Routine requests. For Urgent requests (approved request that cannot wait for the routine time period), 4 day advance notice is preferred and 3 days is minimally acceptable 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.

o Planned Outages requested by contractors and subsequently canceled by the contractor will be identified in the status change memo field and Work Order Long Description.

Utility Outage or Incident Cause Codes (See Utilities Outage and Incident Reporting Guide for updated Reason Code definitions):

o Code 0 - False Alarm Code 1 - Commercial Purchased Commodity Loss.

o Code 2 – Weather.

o Code 3 - Equipment Failure.

o Code 4 - Animal Caused.

o Code 5 – Vegetation.

o Code 6 - Contractor, Customer, Vandalism Interference.

o Code 7 – Ship Caused.

o Code 8 - Operational Error.

o Code 9 - Navy Produced Commodity Loss (use with Planned Navy outages).

PWDs will make every effort to capture outages and incidents as best possible with workforce. If the number of

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Process Step Associated Procedure Resources outages and incidents too numerous to accomplish this reporting and data collection, gather the numbers and factors for additional resource request up the Utilities Product Line

5.2.14.3

Outage & Incident Log Review

PWD Utilities Management:

Review the Maximo Outage & Incident Records for mistakes, obvious clerical errors, and inaccurate outage times/durations in accordance with the Utilities Outage and Incident Reporting Guide.

Correct records as necessary and notify applicable Supervisor of any times needing revision for accurate time coordination between business systems.

For Electrical Outages, Review COGNOS 6.04, System Average Interruption Duration Index (SAIDI) and System Average Interruption Frequency Index” (SAIFI) OUTAGE LOCATIONS report for accuracy and notify FEC Outage Coordinator or Utilities Branch Head as applicable if discrepancy found. This list is the number of facilities with real and virtual meters on the site.

Review COGNOS 6.06, OUTAGE DATA

QUALITY AND CURRENCY RELIABLE

CHECK weekly in accordance with the Utilities Outage and Incident Reporting Guide for records not meeting quality requirements. Ensure records have the following:

o UNIFORMAT and System.

o Classification.

o Failure Class and Problem Code.

o Asset associated with record as applicable (asset failure or breaker reset). Multiple assets can be inserted in the record’s long description. Include any asset that must be addressed in order to repair to restore service.

o Accurate Outage/Incident Log Entries. NOTE: False Alarm reason

Maximo

Utilities Outage and Incident Reporting Guide

COGNOS 6.04 SAIDI

SAIFI OUTAGE

LOCATIONS

COGNOS 6.05

UNPLANNED

ELECTRICAL UTILITY

OUTAGE REPORTING

PERFORMANCE

COGNOS 6.06

OUTAGE DATA

QUALITY AND

CURRENCY RELIABLE

CHECK

IEEE Standard 1366

Annex 0200000 Management and Information (Most Recent)

Annex 1601000 Utility Management (Most Recent)

FSC Template Technical Annexes

Outage and Incident PDT Training Link

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Process Step Associated Procedure Resources code outage/incidents should not have a log with time duration.

Within 5 days of work order completion, ensure the work order “Long Description” includes characteristics of the incident/outage, root cause, and mission impact for review prior to work order being allowed to close (this includes Planned and Unplanned records). See Utilities Outage and Incident Reporting Guide.

Pay attention to Outage and Incident records notified after hours for correct start and stop times.

Understand Institute of Electrical and Electronics Engineers (IEEE) Standard 1366 for Electrical Outages and the performance metric “System Average Interruption Duration Index” (SAIDI) and “System Average Interruption Frequency Index” (SAIFI), and understand the importance or accurate outage records.

Review Utility Break Work Orders for associated Incident causing service interruption, and ensure an Outage Log entry in included within the Work Order record.

Ensure the total number for buildings affected is correct and accurate for all commodity outages.

Update the Work Order record in Maximo correcting any deficiencies and add any missing data within 30 days of record marked as complete and prior to work order close-out.

Review Annex 0200000 of the Facility Service Contracts (FSC) Base Operating Service (BOS) contract and understand the procedures for contractors to enter data into NAVFAC MAXIMO – either direct entry or via a flat file. Annex 0200000 provides the requirements on how the information is submitted. (See the most recent Facility Support Contract (FSC)/Base Operating Support BOS template in resource link). Records

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Process Step Associated Procedure Resources from contractors must include all needed outage/incident reporting Data.

Understand any contract requirements for Outages & Incidents as applicable contained in Annex 1601000 Utility Management (most recent).

Review Contractor provided data.

Records from contractors must include all needed outage/incident reporting Data. See Utilities Outage and Incident Reporting Guide for details. For contract data corrections, alert and work with FSC, Contracting Officer Representative (COR) or Contracting Officer (KO) as applicable. Confirm corrections are made.

Ensure PWD SOPs pertaining to Outages are in accordance with Utilities Outage and Incident Reporting Guide.

Reports outage/incident metrics to Utilities Branch Head for PWD Public PWO metrics review with PWO each month.

Provide Military Grid Reference System (MGRS) if available for location identification.

Support Service Desk personnel training as needed and promote PDT training.

5.2.14.4 Outage & Incident Data Quality Review and Confirmation

Facility Engineering Command (FEC) Utilities Management:

Review Maximo records for Outages & Incidents records monthly ensuring completeness and accuracy (incorrect start/stop). Inform PWD Utilities Branch of any data to be corrected within 30 days of work order being marked as complete and prior to record close-out.

Review electrical SAIDI SAIFI unplanned outage records through COGNOS 6.05 and 6.06 monthly and makes necessary corrections with PWDs. Review records for conformance to the Utilities Outage and Incident Reporting Guide.

Maximo

Utilities Outage and Incident Reporting Guide

P-602 3-Pillars of Energy Security

COGNOS 6.05

UNPLANNED

ELECTRICAL UTILITY

OUTAGE REPORTING

PERFORMANCE

COGNOS 6.06

OUTAGE DATA

QUALITY AND

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Process Step Associated Procedure Resources

Review data for trends and provide Data Quality oversight. Alert Utilities Product Line Director any systemic system asset problems (consistent asset failures).

Identify any systemic equipment problems and coordinate with UICAP Coordinator for corrective actions and associate project justification.

Review SAIDI/SAIFI metrics and understand goals contained on P-602, 3- Pillars of Energy Security (Shipyard/non-Shipyard).

Direct corrective actions to PWD Utilities Branch.

Ensure FEC SOPs pertaining to Outages are in accordance with Utilities Outage and Incident Reporting Guide.

Reports outages/incident metrics to FEC Utilities Product Line Director for Public Works Business Line and Commanding Officer metrics each month. Ensure Work Order Long Description contains critical details of root cause, mission impact, and characteristics of the outage/incident (See Utilities Outage and Incident Reporting Guide).

Support PWD Utilities Outage Coordinator or assigned personnel training as needed promote PDT training.

CURRENCY RELIABLE

CHECK

5.2.14.5 Metrics Reporting

NAVFAC Atlantic (LANT) and Pacific (PAC) Utilities Management:

Review Maximo Outages & Indecent Records for accuracy and work with FEC Outage Coordinator or Utilities Branch Head to correct deficiencies.

Review COGNOS 6.05 and 6.06 monthly and makes necessary corrections with FECs.

Review data trends for consistent equipment failures and coordinate with UICAP Coordinator for corrective actions and associate project justification.

Run utility outage/incident reports monthly to review outage data. There

Maximo

Utilities Outage and Incident Reporting Guide

COGNOS 6.05

UNPLANNED

ELECTRICAL UTILITY

OUTAGE REPORTING

PERFORMANCE

COGNOS 6.06

OUTAGE DATA

QUALITY AND

CURRENCY RELIABLE

CHECK

B-5.2.14 Utility Outage Reporting and Data Collection Page 10 of 13

Process Step Associated Procedure Resources are two ways to see the Utility Outages/Incidents: Maximo and COGNOS. Refer to the Utilities Outage and Incident Reporting Guide on how to pull the data from these two databases.

Support personnel training as needed and promote PDT training.

Run utility outage reports monthly to review outage data. See Utilities Outage and Incident Reporting Guide for COGNOS performance metrics Reports.

5.2.14.6

NAVFAC HQ Metrics Review

NAVFAC HQ UICAP PM/Outage & Incident Lead

Review COGNOS 6.05 and 6.06 monthly for Utilities reliability metrics for all commodities and work with LANT/PAC for corrective actions.

Review COGNOS 6.05 Electrical SAIDI/SAIFI and Incident data. Identify any discrepancies and work with LANT/PAC for corrective actions to achieve goals identified in P-602.

Maintain P-603 Outage and Incident Information and update as needed to maintain accurate tracking.

Reports outages/incident metrics to NAVFAC HQ Utilities Product Line Director.

Support personnel training as needed and promote PDT training.

Ensure Outage information is identified in GIS as applicable.

COGNOS 6.05

UNPLANNED

ELECTRICAL UTILITY

OUTAGE REPORTING

PERFORMANCE

COGNOS 6.06

OUTAGE DATA

QUALITY AND

CURRENCY RELIABLE

CHECK

P-602 3-Pillars of Energy Security

P-603 Utilities Infrastructure Management Manual

5.2.14.7

Update Utilities GIS (Unplanned Outage/Incident only)

PWD Utilities Outage Coordinator or Utilities Branch Head assigned personnel:

Support GIS Lead or BOSC Utilities GIS Specialist (Lead) if applicable, in mapping utility outages by monthly providing a Maximo Location map showing outage work orders caused by equipment, vegetation, animals, and other causes where the sources can be identified on a map.

Utilities GIS Data Sustainment (UGDS) Guide

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Process Step Associated Procedure Resources

PWD Contracting Officer Representative (COR)/Assistant Contracting Officer Representative (ACOR):

Support PWD Utilities Branch and FEC Utilities Outage Coordinator in outage data collection from contractor where BOSC exists.

PWD Utilities GIS Lead:

Map Utility Outage/Incidents in the GIS database as applicable.

Coordinate with GeoReadiness Center (GRC) as needed on publication of data to GeoReadiness Explorer (GRX) portal site.

Provide GIS data as needed within 14 business days from receipt of GIS data to update.

5.2.14.8

Root Cause Analysis (RCA) Investigation and Assembly

PWD Utilities with FEC support:

Shall assemble a Root Cause Analysis for any incident or outage that requires a CCIR as directed by VectorGram 23- 01 using the attached template.

Follow the direction of NAVFAC INSTRUCTION 5214.1, PWD personnel shall use their discretion to determine outage “significance” and subsequently define what level of detail is required for the RCA.

Assemble a Root Cause Analysis that is commensurate with the significance and impact of the incident.

Submit RCA’s to Echelon III for review and comment within 14 business days after incident completion and or restoration of service. In-depth RCA’s supporting incidents with major impact to mission or personnel shall be provided to Echelons II & III at a mutually agreed upon time by all Echelons or as directed by N00.

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Process Step Associated Procedure Resources

5.2.14.9

Root Cause Analysis (RCA) Review and Records Management

NAVFAC Atlantic (LANT) and Pacific (PAC) Utilities Management:

Assign a tracking number to the RCA and add it to the RCA Register maintained on the VectorGram Teams page.

Perform a technical review of the RCA and provide feedback to the submitting FEC/PWD if necessary.

Provide technical reach back support for Corrective Actions if necessary

Support Observation and Monitoring of Corrective Actions when necessary

Manage and analyze RCAs for trends or systemic issues within AOR.

5.2.14.10

Root Cause Analysis (RCA) Lessons Learned

NAVFAC Atlantic (LANT), Pacific (PAC), and HQ Utilities Management:

Report findings or concerns of significance during PLD meetings and UICAP Community of Practice.

Work with FECs and PWDs to incorporate lessons learned into revisions of Utility Technical Handbooks or Casualty Playbook Procedures.

Facilitate incorporation of lessons learned into Instructions and Procedures as applicable.

Last updated 22 June 2023

Enclosure 1

Root Cause Analysis Template

1. Title (All) – Include Installation, Failure Type, Utility System

2. Executive Summary (In Depth) – Should include Purpose of Report, Key Points, Recommendations, Corrective

Actions

3. References (When Applicable) – Applicable Procedures, Guidance Documents, Specifications, Industry Standards

4. Attachments (When Applicable) – Photographs, Diagrams, Sections of GIS mapping and or CAD Drawings as appropriate

5. UICAP Compliance Reporting - The System Description, shall be included for all Root Cause Analyses Reports.

When the root cause or a significant contributing factor is related to a failed asset, below sections b, c, and d, shall be included in the Root Cause Analysis Report:

a. System Description, Inventory, and Condition Assessment – Functional Group or Nonlinear Asset, Asset Number(s), classification, installation date, material, manufacturer, DI Rating, and date of last DI meter update.

b. Risk Assessment and Risk Based Investment Plan – URT Risk Score, Failure Scenario Risk Description, Recapitalization History, Project Backlog including first year project was submitted for consideration.

c. OSD Real Property Compliance – iNFADS Property Record Card Number

d. PM Program – Does the asset(s) have a standard PM in Maximo? Provide PM Frequency, History, Missed PMs, and whether or not the DI was updated as part of the PM process or as part of project cleanup.

6. Problem Description and Findings (Section length and detail commensurate with problem) – The investigation should be a detailed description answering the following questions: What happened? How did it happen?, Why did it happen?, Who was impacted?, When did the events take place? This section should also address Contributing Factors. Note that multiple “whys” will likely need to be addressed to drill down to the Root Cause. The “5-why” Root Cause Analysis method may be appropriate.

7. Root Cause(s) (All) – It may be determined that there is a single root cause or multiple root causes. The root cause(s) should be a direct statement; normally one sentence per root cause.

8. Corrective Actions (All) – Consider Short Term, Medium Term, Long Term actions. Include a list of actions that have already been accomplished as part of arresting the emergency and restoring regular and or temporary service.

This may include: Design, Construction, and Contracting Actions. Consider: updates to Policy, SOPs, certifications, and training.

9. Implementation (In Depth) – Include a plan of action and milestones for Corrective Actions. Clearly list who is responsible for what actions and when they are required. Implementation may require contract support.

10. Observation & Monitoring (In Depth) – Specify what position or group will oversee the corrective actions and the length of the observation period. Determine the reporting frequency. Consider what will be observed to ensure the root cause was correctly identified.

11. Lessons Learned (In Depth) – This portion of the RCA should be focused on prevention of similar incidents.

Update procedures, processes, training, or guides such as SOPS, PMs, or Casualty Playbook Procedures where applicable.